Terms and Conditions of Business

Amanda Newell, trading as a sole trader, New Milton, Hampshire, UK (“I”, “me”). These terms apply to all work I carry out for you (“the client”, “you”).

1. Services
1.1 I provide communications, grant research and writing, marketing, project coordination and related services as agreed with you in writing, including by email.
1.2 The scope, priorities and monthly hours will be agreed at the start of our work together and reviewed regularly.

2. Retainer and hours
2.1 Work is carried out on a monthly retainer of an agreed number of hours, with a minimum of 7 hours per month.
2.2 Hours are tracked, and a timesheet is provided at the end of each month.
2.3 Additional hours beyond the retainer can be arranged by agreement and are charged at the same hourly rate, invoiced at the end of the month.
2.4 Unused retainer hours do not carry over to the following month.

3. Fees and payment
3.1 My fee is £50 per hour.
3.2 I am not VAT registered.
3.3 Retainer hours are invoiced in advance, [7] days before the start of each month. Payment is due by the first working day of the month, and retained hours are reserved on receipt of payment.
3.4 Work may be paused if payment has not been received by the due date, and will resume once payment is made. I reserve the right to charge statutory interest on late payments under the Late Payment of Commercial Debts (Interest) Act 1998.

4. Expenses
4.1 Expenses such as travel and postage are only incurred with your prior approval and are invoiced monthly at cost.

5. Trial period and ending our agreement
5.1 The first three months are a trial period, allowing us both to decide whether the arrangement works.
5.2 After the trial period, either of us may end the agreement by giving one month’s written notice.
5.3 Retainer fees for the notice period are payable as normal. Approved expenses up to the end of the notice period will be invoiced separately.
5.4 Either of us may end this agreement immediately, without notice, in the event of abusive, bullying, harassing or discriminatory behaviour towards the other, or towards anyone working with either of us. In this case, fees for work completed and approved expenses up to the date of termination remain payable, and any prepaid hours not yet used will be refunded.

6. Grant applications
6.1 I will research funders and prepare applications with care and to a professional standard. The outcome of any application is decided by the funder, so I cannot guarantee that any application will succeed.
6.2 Fees are for time worked and are not dependent on the outcome of any application.

7. Your responsibilities
7.1 You agree to provide accurate information, data and materials in good time, and to approve content before it is submitted or published.
7.2 You are responsible for making sure you have the rights to any materials, images or data you supply to me.

8. Confidentiality and data protection
8.1 I will keep confidential any information about your organisation, beneficiaries and supporters that is not public, both during and after our work together.
8.2 Where I handle personal data on your behalf, I will do so in line with UK GDPR and the Data Protection Act 2018, and only as instructed by you.

9. Ownership of work
9.1 Once paid for, copyright in the written and visual work I create for you passes to you with the exception of photographic art created outside our contract and shared with you where I retain the copyright.

10. Liability
10.1 My total liability to you under this agreement is limited to the fees you have paid me in the month before any claim.
10.2 I am not liable for indirect losses, including loss of funding, income or opportunity.

11. Circumstances beyond our control
11.1 Neither of us is liable for delays caused by events outside our reasonable control. If this affects agreed deadlines, I will let you know as soon as possible.

12. Changes to these terms
12.1 Any changes to these terms will be agreed in writing by both of us.   Changes to fees are given with a minimum 30 days notice prior to the next invoice.

13. Law
13.1 These terms are governed by the law of England and Wales.