Background                 

Oakmere Editorial (the ‘Service Provider’) provides English proofreading, proof-editing, translation, and related editorial support to business clients.

These Terms and Conditions form the basis of all contracts for the provision of Services by the Service Provider to its clients. 

Definitions and interpretation 

In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:

‘Client’ means the individual or organisation commissioning the Services.

‘Provider’ means the independent contractor providing the Services.

‘Services’ means proofreading, proof-editing, Danish and English translation, terminology checks, and any related tasks agreed in writing.

‘Deliverables’ means the reviewed, edited or translated content supplied by the Provider to the Client.

‘Client Materials’ means all documents, information, data, and other materials supplied by the Client for the purpose of the Provider delivering the Services.

‘Confidential Information’ means any information disclosed by either Party to the other in connection with the Services that is not publicly available, whether or not marked as confidential.

‘Business Day’ means any day other than Saturday, Sunday, or a public holiday in England and Wales on which banks are open for normal business. 

‘Business Hours’ means 9.00 am to 5.30 pm on a Business Day.

‘Intellectual Property Rights’ means all intellectual property rights, whether registered or unregistered, including copyright, trademarks, design rights, database rights, rights in software, and rights to use confidential information.

Professional Experience                          

The Provider brings more than 25 years of experience in client facing roles within the asset management and property sectors. This includes responsibilities in project management, editorial leadership, client communication, and delegated compliance review. This experience enables the Provider to support clients in producing clear, accurate, and consistent financial and business communications.

General overview

The Provider contributes to carbon initiatives via Ecology.

The Provider uses she/her pronouns and stands against all forms of discrimination, whether it be age, gender, race or ethnicity or sexual orientation.

Services may include English proofreading, proof-editing, Danish and English translation services, business literature review, reporting support, strategic editorial support and client management.

There is no obligation for the Client to offer work nor the Provider to accept it.

Work is carried out independently, unsupervised and using the Provider's own equipment.

No subcontracting is used.

The Provider is self-employed, responsible for tax and National Insurance contributions, and is not VAT registered.

Scope of Translation Services:

• Translation of meaning, tone, and register
• Grammar, spelling, punctuation, and typographical accuracy
• Consistency checks for terminology, tone, and style
• Clarity, readability, and plain language improvements where appropriate
• Basic formatting and layout checks to ensure the translated text displays correctly
• Application of client style guides, glossaries, and templates
• Identification of ambiguous, unclear, or inconsistent source text

Translation will not include:

• Legal review or legal drafting
• Regulatory approval or certification
• Investment, tax, or financial advice
• Verification of financial data, performance figures, and all calculations
• Substantive rewriting or content creation
• Translation 
• Factchecking beyond linguistic consistency

Regulatory Disclaimer

The Provider is not authorised by the Financial Conduct Authority (FCA) or any other regulatory body. 

The Provider does not approve financial promotions under FCA rules.

The Provider does not provide investment advice, suitability assessments, or compliance sign off.

The Client retains full responsibility for ensuring that all materials comply with:

• FCA Handbook (including Conduct of Business Sourcebook (COBS) and financial promotion rules)
• Consumer Duty requirements
• MIFID II, PRIIPs, ESG disclosure rules, or any other applicable regulations
• Any other applicable regulations

Any comments made by the Provider regarding regulatory or compliance issues are advisory only and do not constitute formal approval.

Client Responsibilities

The Client agrees to:

• Provide complete and accurate source materials
• Supply all relevant style guides, glossaries and templates
• Confirm terminology preferences and budgetary wording where required
• Ensure factual, numerical, and legal accuracy of all content
• Provide timely feedback and clarifications
• Maintain appropriate backups of all materials

Delivery and turnaround

Delivery timelines will be agreed in writing before work begins.

The Provider will make reasonable efforts to meet deadlines but is not liable for delays caused by:

• Late or incomplete materials
• Changes in scope
• Technical issues outside the Provider’s control

Urgent, weekend or out of hours work may incur additional fees.

One revision round is included per project unless otherwise agreed.

Revisions due to new instructions or changes in scope may be charged separately.

All revisions will be carried out in Microsoft Word or PDF-X Editor.

Quotations, Fees and Payment

Fees may be charged per project or hourly, as agreed in writing.

The Fees shall be calculated in accordance with the Provider's daily rates as set out in the Purchase Order form, current at the date of the Contract.

The Provider's daily rates for each client are calculated on the basis of an eight-hour working day (from 9.00 am to 5.30 pm) on Business Days.

Minimum fees may apply. 

Invoices are issued upon completion unless otherwise agreed. 

All sums payable by the Client under the Contract shall be exclusive of VAT.

Payment should be received within 30 days of issue, unless otherwise agreed. 

The Provider may charge the surcharges for rush, weekend, or out of hours work. 

Expenses to be incurred to perform the Services required should be agreed prior to commencement of work.

Payments must be made via bank transfer in GBP.

Late payments may incur statutory interest under the Late Payment of Commercial Debts Act.

If the scope proves materially greater than anticipated, the Provider may re-negotiate fees or deadlines or decline the work.

Deposit and Project Commencement

To secure the project and reserve time in the schedule, the Client agrees to pay a 50% deposit of the total quoted fee upon acceptance of the proposal. Work will commence only once the deposit has been received in full. The remaining balance is payable upon completion of the Services and prior to delivery of the final deliverables.

Confidentiality and Data Protection

Both parties agree to maintain strict confidentiality regarding all materials and communications.

The Provider will handle all data in accordance with applicable data protection laws, including GDPR. 

The Provider will not share client materials with third parties without written consent. 

The Provider will delete or return materials upon request, subject to legal retention requirements.

Use of Digital Tools and AI

Oakmere Editorial uses licensed, reputable digital tools including Microsoft Word with the PerfectIt add‑in, PDF-XChange Editor, Excel, TextExpander, LanguageTool Premium and X-Bench.

Generative AI tools may be used in a limited, controlled manner for linguistic support (such as terminology checks or pattern identification). These tools do not generate, rewrite, or contribute intellectual content. All deliverables are fully reviewed, edited, and validated by a human editor.

In addition to the storage of client information on the desktop, Tresorit is used for cloud storage backup purposes. A third backup of information is undertaken to an iStorage external hard drive, with pin authentication and military grade hardware encryption.

Intellectual Property

All intellectual property rights in the source materials remain with the Client. 

Upon full payment, the Client is granted the rights to use the Deliverables for their intended purpose. 

The Provider retains no rights to reuse or publish client content.

Quality Assurance

Why clients choose Oakmere?

• Editorial clarity for complex financial, regulatory, and investor-focused content
• Cultural and linguistic precision – across English and multilingual markets
• A partnership approach built on discretion, trust, and long-term collaboration
• Integrity and understanding of regulatory and professional standards
• Strategic insight – that strengthens efficiency and long‑term positioning
• Efficiency through clarity – streamlined processes and clear messaging that save time, reduce risk, and enhance productivity
• Every document is handled with care – because accuracy and credibility matter.

The Provider commits to a regular programme of Continuing Professional Development.

Limitation of Liability

The Provider is limited to the total fees paid for the specific project.

The Service Provider is not liable for:

• Indirect, incidental or consequential losses
• Loss of profits, revenue, or business opportunities
• Errors resulting from unclear, incomplete, or inaccurate source materials
• The Provider does not guarantee registry compliance of the final content

For the purposes of the contract, ‘Force Majeure Event’ means, in relation to either Party, any circumstances beyond that Party’s reasonable control including, but not limited to, lack of, interruption to, or failure of any utility service, or lack of available facilities; non-performance by suppliers; collapse of buildings, fire, explosion, accident, acts of God, storm, flood, drought, earthquake, epidemic, pandemic, or other natural disaster; terrorist attack, civil commotion or riots, war, civil war, threat of preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off diplomatic relations; nuclear, chemical, or biological contamination, or sonic boom; or any law or action taken by a government or public authority including, but not limited to, imposing an export or import restriction, quota, or prohibition, or failing to grant a necessary licence or consent, or any similar or dissimilar circumstances.

Termination

Either Party may terminate the agreement with written notice.

The Client must pay for all work completed up to the termination date.

The Provider may terminate immediately if the Client breaches these terms or engages in conduct that compromises confidentiality, legality, or professional integrity.

Cancellation

The Client may cancel the Services at any time and for any reason, provided that written notice of cancellation is submitted. A cancellation will only be deemed effective once the Provider has acknowledged receipt of the notice in writing. Upon valid cancellation, a pro-rated refund will be issued for any portion of the Services not yet completed. 

If the Client is experiencing extraordinary or difficult circumstances, they are encouraged to contact us to discuss alternative arrangements. We will make every reasonable effort to accommodate the Client’s situation.

In the event that we encounter extraordinary or difficult circumstances that prevent us from meeting the agreed timeframe, we will notify the Client at the earliest possible opportunity. We will work with the Client to re-negotiate the delivery schedule, or, where appropriate, recommend a suitable alternative supplier to ensure continuity of Services.

Project Reminders

We will contact the Client prior to the agreed project start date to request the final file(s) required to begin work. This reminder will ordinarily be sent approximately 24 hours before the scheduled start date.

Failure to Provide Files/Non‑Response 

If we do not receive the required file(s), or do not hear from the Client, within one week prior to the agreed start date, we will consider the project to have been cancelled by the Client. In such circumstances, the reserved timeslot will be released from our schedule. Any applicable cancellation terms, including refunds or retained deposits, will apply in accordance with this Agreement.

Governing Law

These terms are subject to the laws of England and Wales and both the Client and Provider agree to submit to the jurisdiction of the English and Welsh courts.

Applicable Laws is defined as all laws, statutes, regulations, and similar instruments from time to time in force applicable to the Parties, their Services, and to the contract.

Acceptance

By commissioning Services, the Client acknowledges and agrees to these Terms and Conditions.

DISCLAIMER

While Oakmere Editorial aims for accuracy, clarity, and consistency, no guarantee is given that any content is complete, current, or free from error. The Provider does not act as a financial adviser, legal adviser, or FCA‑authorised approver and does not approve financial promotions under FCA rules. 

The Client retains full responsibility for ensuring that all materials comply with applicable laws, regulations, and industry standards. Any comments made by the Provider regarding regulatory or compliance issues are advisory only and do not constitute formal approval or certification of compliance.

The Provider is not responsible for:

• how the Client uses the edited files
• any changes made by the Client after delivery
• plagiarism present in client‑supplied materials
• missed deadlines caused by the Client’s delay in providing materials
• delays caused by force majeure events (including internet outages, emergencies, or pandemics)
• final compliance responsibility