Terms and Conditions

TERMS AND CONDITIONS

Dr. Priyanka Hutschenreiter – Academic Editing Services

Last updated: March 2026

Section 1: Introduction

1.1 These Terms and Conditions ("Terms") govern the provision of editorial services by Dr. Priyanka Hutschenreiter ("I", "me", "my") to you ("client", "you"). Please read them carefully before engaging my services.

1.2 By requesting a quote, commissioning work, or making a payment, you acknowledge that you have read, understood, and agree to be bound by these Terms.

Section 2: About My Business

2.1 Values: I am committed to providing rigorous, thoughtful, and high-quality editorial support to scholars and researchers. I value diversity, equity, and inclusion in all my working relationships and welcome clients from all backgrounds, disciplines, and identities. My pronouns are they/them.

2.2 Services: I offer a range of editorial services including copyediting, proofreading, style checks, developmental editing, reference checking, and formatting/layout for academic texts (dissertations, journal articles, book manuscripts, and related materials).

2.3 Status: I am a self-employed sole trader (Einzelunternehmen) based in Vienna, Austria. I am responsible for my own tax and social insurance contributions and am not entitled to any employee benefits.

2.4 Consumption Tax (VAT): I am currently not registered for VAT/Umsatzsteuer. 

2.5 Work Environment: All editorial work is carried out by me personally, in my home office, using my own equipment. I do not subcontract work without explicitly discussing this with you first.

2.6 Right to Refuse: I reserve the right to decline any project that falls outside my expertise, timeline capacity, or ethical boundaries. You are under no obligation to offer me work.

Section 3: Project Inquiries and Quotations

3.1 Initial Discussion: To provide an accurate quote, I typically require:

• A sample of the work (e.g., 500–1,000 words)

• Information about the document type, word count, and subject area

• Your deadline and preferred turnaround time

• Any specific style guides or requirements (e.g., APA, Chicago, journal instructions)

3.2 Quotations: All quotes are provided in writing (via email) and include:

• The service(s) to be provided

• The fee (per word, per page, or flat rate)

• The proposed timeline for delivery

• Any applicable expenses (e.g., third-party software)

3.3 Agreement: A project is considered confirmed when you reply to my quote with explicit acceptance (e.g., "Yes, please proceed") or pay a deposit if required. At this point, these Terms become binding.

Section 4: Fees and Payment

4.1 Fee Structure: Fees are determined based on the type of service, document complexity, word count, and deadline. My standard rates are:

• Proofreading: €4.00 per 1,500-character page

• Copyediting: €6.00 per 1,500-character page

• Developmental editing: €70 per hour

• Reference check/formatting: Quoted per project

• Dissertation package: Flat rate (from €1,500)

4.2 Revisions/Passes: The quoted fee includes the number of editing passes specified in the quote. Significant additional work (e.g., restructuring after developmental edit) will require renegotiation.

4.3 Currency and Payment Methods: All fees are quoted in Euros (€). I accept payment via:

• Direct bank transfer (Austrian/EU banks)

• Wise

4.4 Invoicing:

• For projects under €500, I invoice upon completion.

• For larger projects, I may request a 50% deposit before starting, with the balance due on completion.

• Invoices are sent by email (PDF) and are payable within 14 days of the invoice date.

4.5 Late Payments: If payment is not received within 14 days, I reserve the right to apply a late fee of 5% of the outstanding amount per month. Continued non-payment may result in suspension of services or legal action.

4.6 Expenses: Any agreed expenses (e.g., courier costs, specialist software) will be itemised on the invoice and reimbursed by you.

Section 5: Project Delivery and Deadlines

5.1 Client Delivery: You agree to deliver the complete manuscript or materials by the agreed date. Late submission may affect the return deadline.

5.2 Return Deadline: I will return the edited work by the agreed date. If unforeseen circumstances (illness, emergency) prevent this, I will notify you immediately and agree on a revised timeline.

5.3 Scope Changes: If the scope changes significantly during the project (e.g., substantial new sections, altered requirements), I reserve the right to:

• Renegotiate the fee

• Extend the deadline

• Decline to carry out the additional work

Section 6: Cancellation and Refunds

6.1 Client Cancellation:

• If you cancel before I begin work, any deposit paid will be fully refunded.

• If you cancel after work has begun, you are liable for the work completed up to that point, calculated on a pro-rata basis.

• Cancellation must be communicated by email.

6.2 My Cancellation: In the unlikely event I must cancel a confirmed project (e.g., due to illness or emergency), I will:

• Notify you immediately by email

• Refund any payments made for work not yet completed

• If possible and with your consent, recommend a trusted colleague who may be able to assist

6.3 Non-response: If I send edited work and receive no response or further instructions for 30 days, the project will be considered complete and final payment will be due. If I send queries and receive no response for 14 days, I may consider the project on hold and deadlines may be adjusted.

Section 7: Quality and Professional Standards

7.1 Professional Membership: I am a member of the Chartered Institute of Editing and Proofreading (CIEP) and abide by its Code of Practice. https://www.ciep.uk/about-the-ciep/membership-codes/professional-practice-code.html

7.2 Qualifications: Information about my training and qualifications is available on my website or upon request.

7.3 Quality Commitment: I take reasonable care to ensure my work meets professional editorial standards. However:

• Editing is a human process; I do not guarantee 100% error-free work.

• I am not responsible for:

  • Decisions you make based on the edited work

  • Academic outcomes (grades, acceptance/rejection by publishers)

  • Plagiarism or copyright infringement in your document

  • Changes you or third parties make after I return the work

  • Lost or corrupted files after delivery to you

  • Delays caused by late submission or incomplete materials

7.4 Client Responsibility: You remain solely responsible for the final content, including its accuracy, originality, and compliance with any institutional or publisher requirements.

Section 8: Confidentiality and Data Security

8.1 Confidentiality: I treat all client work as strictly confidential. I will not disclose your work or personal information to third parties without your written permission, except where required by law.

8.2 Data Storage:

• Your documents and correspondence are stored on password-protected devices and secure cloud services (Google Drive, password-protected).

• I retain project files for 30 days after completion unless otherwise agreed. After this period, files are securely deleted.

• Financial records (invoices, payment records) are retained for 7 years as required by Austrian tax authorities (Finanzamt).

8.3 Third-Party Tools: I use the following tools in my work. By agreeing to these Terms, you consent to the use of these platforms for the purpose of providing services:

• Microsoft Word: used for editing (Track Changes) document content; Microsoft Privacy

• Adobe Acrobat: used for PDF editing/commenting document content; Adobe Privacy

• Adobe InCopy: used for editing/commenting document content; Adobe Privacy

• Google Drive: used for cloud storage/backup of documents, metadata; Google Privacy

• GMail/Email: used for communication, storing contact details and messages; Google Privacy

8.4 Non-Disclosure Agreements (NDAs): I am generally willing to sign NDAs. Please discuss this before commencing work.

8.5 Website Hosting: My website is hosted by Squarespace. By using my site, you acknowledge that Squarespace may collect certain technical information (such as IP addresses and cookies) as described in their Privacy Policy. I am not responsible for Squarespace's data processing practices.

Section 9: Copyright and Intellectual Property

9.1 Ownership: You retain full copyright and ownership of your original work at all times.

9.2 Edits and Suggestions: Any edits, suggestions, or annotations I make during the editorial process become part of the delivered work, and ownership of these passes to you upon receipt of full payment.

9.3 Third-Party Content: You confirm that you have the right to use any third-party material (quotations, images, data) included in your document and that your work does not infringe any copyright.

9.4 Indemnity: You agree to indemnify me against any claims, liabilities, or expenses arising from copyright infringement or plagiarism in your work.

Section 10: Use of Digital Tools and AI

10.1 Disclosure: I use a range of digital tools to enhance the quality and efficiency of my work. These include:

• Standard software (Word, Adobe) – running locally on my computer

• Grammar/style checkers (e.g., PerfectIt, ProWritingAid, Grammarly) – licensed software, may have AI-assisted features running in the background

10.2 AI and Client Content:

• I do not upload client work to open AI systems (e.g., ChatGPT, Claude) for processing.

• Any AI-assisted tools I use are reputable, licensed, and used with caution. All AI-generated suggestions are reviewed, refined, and verified by me personally.

• I am committed to protecting your intellectual property and ensuring your work is not used to train language models without consent.

10.3 Consent: By agreeing to these Terms, you consent to my use of the digital tools listed in Section 8.3 and Section 10.1 for the purpose of completing your project.

Section 11: Insurance

11.1 I hold professional indemnity insurance (Berufshaftpflichtversicherung) that covers my editorial work. This insurance protects both me and my clients in the event of a claim related to professional negligence.

Section 12: Complaints and Disputes

12.1 If you are unsatisfied with any aspect of my service, please contact me immediately by email. I am committed to resolving issues fairly and promptly.

12.2 These Terms are governed by the laws of Austria. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Vienna, Austria.

Section 13: Acknowledgement

13.1 By commissioning my services, you acknowledge that you have read, understood, and agree to these Terms and Conditions.

13.2 I am happy to receive queries about any of the above. Please get in touch.