A quotation for the work will be provided by the Editor on consultation with the Author and after evaluation of representative sample materials. This quotation is valid for 14 days if the parameters of the service do not change. After this date, the Editor reserves the right to revise the quotation.
If the Author extends the word count of the job or requests additional services, a revised quotation and job-completion date will be negotiated. If the word count of the manuscript supplied by the Author to the Editor at each editorial stage deviates by:
from the original word count quoted above, the Editor reserves the right to revisit the cost of each editorial stage. The cost can both go up and down.
Invoices are sent on signature of contract, start date of project and on completion of the editorial project unless otherwise agreed.
Payment terms are based on my current 14-day payment period (7-day for deposits). Invoices sent separately.
Late payment (BC/International): interest at 12% per annum (simple), accruing daily, plus reasonable recovery costs permitted by law.
The Editor understands and will exercise her statutory right to interest and compensation for debt-recovery costs under the late payment legislation if she is not paid according to agreed credit terms.
Please note that if, on receipt of the project to be worked on (or at an early stage in the editorial process), it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief or from the sample supplied, the Editor may renegotiate the fee and/or the deadline, or decline to carry out the work.
Author will reimburse Editor for direct expenses incurred in fulfilling this Agreement, including, but not limited to, photocopying, printouts, inputting, couriers, and postage. Editor will not incur any expenses without Author’s express written permission.
I treat all client materials as strictly confidential and use them solely to perform the agreed services. To manage administrative workflows, structure editorial reports, and organize business notes, I utilize secure, enterprise-grade cloud-based software processors (such as project management platforms (Motion), privacy-compliant digital context assistants (Littlebird) and secure voice-to-text dictation agents (Lemon AI). Client data is processed exclusively through paid, commercial-tier accounts that utilize end-to-end encryption (AES-256/TLS 1.3). Under no circumstances is client data or creative content shared with third parties for independent marketing purposes, nor is it ever permitted to be used for Large Language Model (LLM) training. I comply with applicable privacy laws (eg BC PIPA; for UK clients, UK GDPR / DPA 2018). This clause replaces any reference to the Data Protection Act 1998.
No guarantees are made as to the salability or marketability of the edited manuscript and editorial materials. No guarantees are also made as to the acceptance of the edited manuscript by an agency or an offer of publication from a publisher. Nor is there a guarantee that the manuscript will be completely error-free, though all efforts will be made to make it so.
Unless a co-writing/co-authorship arrangement is made in writing, all royalties and monies gained by the sale of the book will be the sole property of the Author.
Because the Editor does not get final sign off of the final document, and so cannot attest to the contents of the published manuscript, the Author agrees to hold the Editor harmless from and against all claims, liabilities and expenses arising out of any potential or actual copyright or trademark misappropriation or infringement or libel cases claimed against them.
Please raise any issues within 10 business days of delivery; I’ll make reasonable corrections that fall within the agreed scope. Further work may be quoted separately.
Final approval of the work is indicated by payment of the final invoice.
Nothing in these terms limits liability for fraud or death/personal injury caused by negligence.
I am not liable for indirect or consequential loss, loss of profits, or loss of opportunity.
My total aggregate liability arising out of a project is limited to the fees paid for that project (or, if you prefer, fees paid in the 6 months preceding the claim).
Once the contract is signed, the Author and Editor may terminate this Agreement in the event of material change of circumstance with 14 days’ notice sent in writing to the other party at the address(es) provided (email is fine) free of charge (unless the project start date is within 14 days of the signature of the contract, request of the cancellation, or work has already begun). If the Author terminates the agreement after the agreed start date, the Author will pay the Editor for work done up to the date of termination; if the value of the work done is less than the agreed deposit or work has not yet commenced and the agreement is within 14 days of the arranged start date, the Editor will retain the entirety of the deposit as a minimum as a termination fee. If the Editor terminates the agreement at any time, the Author will pay the Editor for work done up to the date of termination if work has commenced, which may be less than the value of the deposit (but may also be more dependent on the percentage of work completed).
In the unlikely event that the Author is affected by extraordinary or difficult circumstances that cause cancellation or delay outside of this time (e.g. family crisis, illness, bereavement), the Author should contact me to discuss the terms of the cancellation policy. The Editor aims to be fair and helpful at all times and will try to work out a solution that is best for both parties, however if the original slot is missed, or the author does not respond in a timely manner, the Editor will only be able to offer their next available slot, which could be vastly different to the original specified. If the Editor and Author are unable to find a new timeslot, or the Author has not responded to the Editor’s chase for the promised material from a week before to any time after the start of the collaboration, the Editor holds the right to retain the deposit as a termination fee and cancel the slot. Likewise, if the Editor is touched by extraordinary or difficult circumstances that cause cancellation or delay (e.g. family crisis, illness, bereavement), the Editor will contact the Author in writing at the earliest opportunity and do their best to renegotiate the time frame of the project or find an alternative supplier of proofreading/editing services.
These terms are governed by the laws of British Columbia, Canada, and the courts of British Columbia have exclusive jurisdiction.
All legitimate enquiries and project discussions with me take place either through Reedsy (for projects initiated there) or via the contact details listed on this website.
In some cases I may reply from a backup email address ending in @hotmail.co.uk if there are delivery issues with my primary email.
Payment is only ever requested after a project has been formally agreed and invoiced. I will not request payment, personal information, or manuscripts through unofficial channels.
If you receive a message claiming to be from me from any other address, or requesting payment outside the normal project process, please treat it with caution and feel free to verify the message by contacting me through this website or through my Reedsy profile.
From time to time, links to external websites may be shared on this website. We can’t be held responsible for any material contained on those external websites and we don’t accept any liability in connection with any information or services they provide. We can’t guarantee that these links will work all of the time and we have no control over the availability of the linked pages and don’t necessarily endorse the views or decisions in them.
t Rebecca Millar Editorial, I am committed to transparency, ethical practice, and respectful collaboration in every editorial engagement.
Every editorial assessment, developmental critique, copyedit, proofread, report, and recommendation is completed, reviewed, and refined personally by me. Where digital tools are used, they serve only to support my workflow and never replace my editorial judgement, professional expertise, or responsibility for the work I deliver.
This policy explains how artificial intelligence (AI) and other digital tools are used within my business, and where relevant, by authors.
Rebecca Millar Editorial does not use generative AI (such as Chat GPT, etc) to analyse, edit, rewrite, or generate editorial feedback on client manuscripts. Generative AI may be used only for limited administrative and organisational purposes as described in this policy.
All core editorial work—including developmental feedback, editorial assessments, copyediting, and proofreading—is completed personally by the Editor.
Where automated software is used to support manuscript mechanics, it is limited to licensed desktop applications (such as ProWritingAid for grammar and spell-checking, and PerfectIt for consistency checking) and is applied only as a supplementary check following full manual review. These tools assist with mechanical accuracy but do not make editorial decisions or recommendations.
Rebecca Millar Editorial uses secure commercial AI-supported tools for administrative and organisational functions such as calendar scheduling, task management, meeting transcription, voice dictation, and maintaining business context (for example, Motion (task automation), Littlebird (context tracking), and Lemon AI (voice-to-text software).
These tools are never used to analyse, evaluate, edit, or rewrite client manuscripts.
AI-supported tools (such as ChatGPT Business) may occasionally be used as an organisational aid to arrange the Editor’s own de-identified working notes within Rebecca Millar Editorial’s established report templates. Before any information is processed, client names, character names, place names, and other identifying or proprietary details are replaced with generic placeholders.
The editorial analysis, recommendations, observations, and written reports remain entirely the Editor’s own work. AI is used solely to assist with organisation and workflow efficiency, never to generate editorial insight or professional judgement.
The Tools I use:
Microsoft Word
Primary editing platform
Licensed desktop application
PerfectIt
Consistency checking following manual editing
Licensed Microsoft Word add-in (desktop)
ProWritingAid
Grammar and mechanical checks following manual editing
Licensed desktop application
ChatGPT Business
Organising de-identified editorial notes and administrative drafting support
Commercial cloud-based workspace. Workspace data is not used to train OpenAI’s models. Client manuscripts are never submitted for editorial analysis or editing, and identifying information is removed before any processing.
Littlebird AI
Context tracking and workflow organisation
Commercial cloud-based service. Configured to exclude manuscript applications (including Microsoft Word, PDF readers, Scrivener and similar writing software) from context tracking. Used only to maintain business context across email, calendar, task management and business notes.
Lemon AI
Voice-to-text dictation and transcription
Commercial cloud-based service. Screen context is used only momentarily to improve transcription accuracy and is discarded immediately after processing. Screenshots and screen context are not retained. Client manuscripts are not intentionally dictated into Lemon AI.
Motion
Scheduling and task management
Commercial cloud-based service
Dropbox
File storage and sharing
Commercial cloud-based service
T
Rebecca Millar Editorial uses reputable commercial software providers and takes reasonable steps to protect the confidentiality of all client materials.
Where AI-supported tools form part of my administrative workflow, the following safeguards apply:
Regardless of any supporting software used during my workflow, I remain solely responsible for every editorial decision, recommendation, correction, and report I deliver.
By engaging Rebecca Millar Editorial’s services, you acknowledge that I may use the digital tools described in this policy as part of my supervised editorial workflow. These tools are used only within the limitations described above and never replace my professional editorial judgement.
What Counts as AI Use?
Please disclose if you have used tools like:
What Does Not Count?
What Happens if AI Use is Declared?
Disclosure does not automatically affect the service provided. It simply allows me to tailor editorial feedback appropriately, identify potential tone or consistency shifts, and align the review with your target publishing goals.
I recognize that some writers use AI tools for accessibility reasons (e.g., neurodivergence or physical limitations). I am always open to a transparent conversation about how your tools were used to ensure the final manuscript faithfully reflects your unique authorial voice.
However, I reserve the right to decline or withdraw from projects that are primarily or entirely AI-generated, or commissioned through prompts designed to emulate another author's style. Undisclosed use of generative prose tools may result in contract cancellation as outlined in the editorial agreement. Open conversation is always welcome.
This policy is subject to change at any time and without notice.
