Terms and conditions – July 2025

Preliminary

We are Green Ink Publishing Services Limited and we are registered in England with company registration number 03593589. Our registered office is Unit 14, Elgar Business Centre, Moseley Road, Hallow, Worcester, England, WR2 6NJ, UK.

By placing an order with us you agree that you have read, accept and agree to be bound by these terms and conditions (the “Terms”) unless we agree in writing to a variation in these Terms.

In these Terms, the expressions “we” and “us” and “Green Ink” refer to Green Ink Publishing Services Limited and the word “you” refers to your business, organization or company. In these Terms, the word “project” refers to the work that we will do for you as set out in the quotation document that is accepted by you and agreed with us.

These Terms may change from time to time and each time you place business with us, you will be bound by the Terms which are current at that time.

Quotation

Before we begin to work for you, we will issue you with a final quotation which will specify the work that we will do (the “project”), the deliverables, the project start date, the project completion date, project sign-off and approval procedures, the price that we will charge you and the payment schedule. The quotation will only be valid if you have provided us with all the relevant materials and information regarding the work that you need us to do.

For work that is not yet clearly defined or which we have not yet seen in its entirety, we will provide an estimate rather than a quotation.

Quotations and estimates are given without commitment and do not constitute a formal offer to contract for the work. Quotations and estimates generated on the basis of incomplete or partial information, or on the basis of sample or example specifications, or on the basis of specifications or timelines that are subject to change prior to the commencement of the work, are provided for guidance only.

We reserve the right to amend or withdraw a quotation or estimate in the event that you change the specifications, the start date or the completion date, or the sign-off and approval procedure. Notification of the amendment and/or withdrawal will be given to you.

All orders are accepted subject to available capacity and an achievable completion date. The fact that such capacity may have been available when the quotation was issued does not mean that it will be available subsequently.

The quotation will be created as a PDF document and transmitted to you by email.

We require that your agreement to our quotation and acceptance of our Terms be provided in writing (e.g. by email). We must agree that we are willing to undertake the work specified in the quotation before we will begin to work on your project.

The final agreed quotation, your acceptance of that quotation in writing, our agreement in writing to undertake the project specified in that quotation, and these Terms shall then form the contract (“Contract”) between you and Green Ink.

Price

All quotations and all prices quoted are valid for 60 days from the date of the quotation, unless the quotation is withdrawn or altered prior to that.

Our minimum charge for any piece of work is GBP 150.00, exclusive of value added tax (VAT).

Unless otherwise stated in writing, the price is quoted in GBP. If you require a quotation in another currency, then we shall incorporate the costs of currency exchange and the risks of exchange rate fluctuations into the quotation.

Our charges are exclusive of VAT, which will be shown as an additional item on our invoices where chargeable. Most overseas clients are exempt from UK VAT.

We normally charge a daily or hourly rate for our services. Unless otherwise stated in writing, the price in the quotation relates to the total cost of the time required for us to deliver our service and excludes all other costs incurred as part of the project, including but not limited to the fees associated with purchasing photography and artwork, staff-related expenses or the costs of purchasing equipment and consumables required to complete the project. Where available, these will be listed separately within the quote.

Unless otherwise stated in writing, we will charge you for the following items in addition to the price quoted for our service: travel and accommodation when away from home; travel insurance and other necessary insurances associated with travel; major communication costs, such as courier services or phone calls to mobiles; subcontracted services, such as purchase of photographs, photocopying, printing and binding, airfreight and so on.

When we quote for printing and delivery, we do not allow for any charges levied by customs in the destination country, nor do we accept responsibility for paying such charges; these must be paid by you.

We schedule time in accordance with the specified work to be done and the specified timetable for delivery. Therefore, we reserve the right, at any time, to charge reasonable fees in addition to the price that we have quoted to you for our work on the project in the event that there are:

delays in sign-off or approval within your organization;
delays in delivering to us the materials that we are required to work on as part of the project;
changes to the specification of the project after the quotation has been agreed;
changes to the timetable of the project, including delays to the project start date or changes in the project completion date.

Specified work

Except where we specifically agree in writing, the selection of services and specification of the work that we shall do for you, and the assessment of the suitability of the proposed work for your purpose, is your sole responsibility.

Any specifications, artwork, images, formulations, data, literature and statements provided with or in addition to the quotation are offered in good faith but are intended to be approximate only and shall not constitute representations, nor shall they become warranties or conditions of the Contract.

With the sole exception of documents prepared for you as part of a specified consultancy project, any advice or assistance in relation to a project, given by us in any way, is given as a gesture of goodwill only and we shall not be liable to you for any such advice or assistance. To the extent that we become liable to you or any third party, you agree to indemnify us for any losses, costs, damages, etc., we may suffer as a result.

Pursuant to our policy of continuous improvements, we reserve the right to make such changes to specifications for the project as we think reasonable or desirable in all circumstances, without notice and without affecting the validity of the Contract. In all cases, we shall communicate these changes to you.

We reserve the right to use subcontractors for all or part of the work required to deliver your project.

Rush jobs

We prefer to work on projects that have start and completion dates which enable us to devote the time and attention required to deliver the high quality that you expect from us. We recognize, however, that this is not always possible and that you may require a project to be completed quickly.

We will always endeavour to meet your requirements; however, we shall apply an additional fee in respect of rapid turnaround projects (“rush jobs”). This additional fee shall not be less than 30 per cent of the total value of the work that would be required to complete the project normally without the requirement for a rush job.

We shall use our judgement and experience to determine whether or not any particular project is a rush job, and we shall explain this to you so that you have the opportunity to amend your timetable and delivery deadlines.

Additional work

If we spend time developing the concept of a communications product with you or negotiating with a co-publisher on your behalf, we reserve the right to charge a fee in relation to that time.

If we spend time “pitching” for work with you by creating a trial design or mock-up that you have requested, then we reserve the right to charge you for that time. We will advise you in advance if this will be the case. This charge will normally be waived if we are awarded the project.

Payment

Unless we agree otherwise in writing, our terms of payment are as follows:

All payments are to be made within 14 days of invoice
Except in the case of very short contracts (five days or fewer), all projects are to be invoiced in at least two stages:
- A first invoice for 40 per cent of the agreed project price shall be issued immediately on receipt of your written agreement to our quotation.
- A second invoice for 60 per cent of the agreed project price, plus any additional fees and accrued costs, will be issued on completion of the project.
- A third invoice may be issued subsequently in respect of any outstanding costs associated with the project that it was not possible to include in the second invoice. We will always tell you when we issue the second invoice if there are outstanding costs that will require a third invoice.

When a project extends beyond its estimated completion date for reasons beyond our control, we reserve the right to send you an interim invoice for the work done up to the scheduled completion date.

If payment is late then we reserve the right at any time to charge interest on late payments on a day-to-day basis (at an annual rate of 12%) from 30 days after the date the invoice was sent or the due date, whichever is the later.

If you are in breach of any agreed payment terms with respect to any project, then we reserve the right to discontinue work on that project and all other projects that you have placed with us.

We cannot accept payment by a third party to you as a pre-condition for your payment to us.

We do not consider you to have paid us until the money reaches our bank account. Please ensure that you allow sufficient time for the transfer of funds.

Please instruct your bank to transfer the full sum invoiced, debiting any transfer charges to your account. We will ask for a further transfer if your first one falls short of our invoice total.

Cancellation charges

If you abort a project before we start work, then we will charge you a fee for any costs that we have incurred on your project.

If you abort a project after we have started work, then we will charge you a fee in relation to the work we have done and the resources and time we have allocated for the work that we have still to do.

This charge will be the greater of GBP 100.00, 40 per cent of the quoted value of the project or the total costs that we have incurred, including the costs of the time allocated for the project.

Force majeure

We cannot be held responsible for any failure to deliver the project due to anything that is beyond our reasonable control (a “force majeure event”), including but not limited to fires, explosions, severe weather, industrial disputes (of our own or other employees), insurrection, riots, embargoes, raw material shortages, delays in transportation, requirements or regulations of any civil or military authority, war (whether declared or not), civil unrest and terrorist action, as well as injury, sickness or death among your staff or ours or within a subcontractor. We shall have no liability towards you for any loss or damage that you may suffer as a result of circumstances beyond our reasonable control.

We reserve the right to defer the date of delivery or cancel or amend any agreement or specification without liability to you if we are prevented from or delayed in the carrying on of our business due to a force majeure event.

Suspension or termination

We reserve the right to suspend or terminate work on a project at any time and for any reason, which may include but is not limited to the following:

breach of payment terms;
a force majeure event;
delays in sign-off or approval within your organization;
delays in delivering to us the materials that we are required to work on as part of the project;
changes to the specification of the project after the quotation has been agreed;
changes to the timetable of the project, including delays to the project start date or changes in the project completion date.

Deadlines

We will do our best to meet agreed deadlines. However, it may be that you, or a third party, may not be able to provide the necessary inputs or respond to questions from us within the required time, or an unforeseen event (such as a power cut, a server failure or a strike) may prevent us from delivering on schedule. If problems of this kind arise, we will try to advise you of any likely delay, but will not be held responsible for it.

If a deadline is missed because of delays on your side, we will continue to do all we can to deliver your product as quickly as possible. However, we will not be able to give your project priority over work for our other clients if, in so doing, we risk missing deadlines that they require us to meet.

We do not accept responsibility for deadlines missed on account of the unexpected seizure of printed or electronic goods by customs officials. It is up to you to allow adequate time for customs clearance when you ask us to organize the despatch of goods to third countries.

The fees we quote are based on work performed during normal working hours (8 hour days, Monday to Friday).

We will charge extra for overtime, rush, holiday or weekend work necessitated by your deadlines or delays.

Legal liability

You agree that you are entirely responsible for all legal liabilities in respect of your project in all jurisdictions, including but not limited to laws relating to copyright, trademarks, intellectual property, libel, malicious falsehood, damages claims and compensation claims, and data protection. You agree that you will indemnify us, to the fullest extent of the law, against any and all claims made against us relating to your project.

It is your responsibility to seek and obtain any necessary permissions to reproduce already published material in the work we are developing. We will not be held responsible for copyright infringement on any material originating from your side. This includes material you post to a website that we have developed for you.

We will not be responsible for any losses suffered by you which were not foreseeable by us when you placed your order, were not caused by any breach on our part, or were caused by you.

Where the work we have done for you is used for purposes related to your trade, business or profession, we will not be responsible for any consequential loss or damage including (without limitation) loss of profit, loss of business, loss of contracts, loss of opportunity, loss or depletion of goodwill, costs or expenses (whether arising in contract, tort, negligence, breach of statutory duty or otherwise) that might arise.

Our sole liability to you shall be either to deliver the specified deliverables or, where appropriate, refund or give credit for the invoice price.

Intellectual property consent

By sharing your intellectual property (IP) with us, including but not limited to text documents, graphics, charts and images, ideas, concepts, designs, or other creative works, you acknowledge and grant us permission to store, process and transfer your IP for the purposes of fulfilling our obligations to you through cloud data services. Please be aware that while we take measures to protect the security of your information, cloud data services may not be entirely secure.

Content

When we write or edit for you, we ask you to state clearly in advance whom you propose to be the author(s), editor(s) and publisher(s) of the resulting work. Once negotiated, these publishing arrangements should be specified in the contract between us and should be adhered to by both sides, unless subsequently agreed otherwise in writing.

When we provide an author or technical editor for a non-corporate work (e.g. a book, conference proceedings or website), we ask that he or she be named on the front cover or title page of the book or credited within the website.

In works for corporate publication, such as annual reports and corporate websites, or in other works where Green Ink writers/editors are not named on the cover or title page, we ask that you give appropriate credit for our contribution. Credits may appear either on the front or back cover (this is where we prefer them to be) or, if that is not possible, in the acknowledgements section of a published work or on a relevant page of the website.

Use of Artificial Intelligence

We may use AI tools to support the editorial, writing, or design process where they enhance efficiency and quality. Our work always includes human review, refinement, and judgement – and we remain committed to a human-led editorial standard. If you prefer a fully human workflow, let us know and we will accommodate your requirements.

We maintain a strict internal policy to ensure confidentiality and protect intellectual property. The AI models we use do not retain or utilise submitted data or put it into the public domain.

We are not responsible for any prior use of AI tools by you or third parties (e.g. authors, consultants, or co-authors) before content is submitted to us. It is your responsibility to ensure that any such AI-generated content has been reviewed, approved, and is appropriate for publication. By submitting material to us, you confirm that you have obtained any necessary permissions and that content, whether human- or AI-generated, is factually accurate and free from legal infringement.

While our editors may raise queries where content appears unclear or potentially inaccurate, we are not responsible for independently fact-checking content or verifying its originality unless explicitly agreed in the project scope.

Websites

If we are building a website or digital application as part of your project, then all coding, software, fonts, photographs and other materials used remain the property of the original creator or supplier. We will, at your request, undertake to obtain or confer any necessary licenses or permissions to use such materials. You may not appropriate these materials for your own use unless such permissions or licenses have been obtained.

Ownership of draft materials supplied by you for posting to your site remains yours. However, the website or digital application shall remain our property until you have paid all sums due in respect of the project.

General

If, for any reason, a court finds any provision of these terms to be invalid or unenforceable, then these Terms shall continue in force except for the invalid or unenforceable provisions that have to be deleted to enable the remaining parts, and the other provisions, to be valid and enforceable.

Failure or delay by us in enforcing or partially enforcing any provision of these Terms will not be construed as a waiver of any of our rights under them.

Any waiver by us of, or any default under, any provision of these Terms by you will not be deemed a waiver of any subsequent breach or default and will in no way affect the other provisions of these Terms.

Any notice required to be given to us shall be in writing and sent by post or by email, unless otherwise notified.

Any notice required to be given to you by us shall be in writing and sent by post or email to the address(es) that you provided when placing your order, unless otherwise notified.

Any person who is not a party to the Contract shall not have any rights under or in connection with it.

You may not assign the Contract or any rights under it without our prior written consent.

These Terms shall be governed by English law. You submit and we submit to the non-exclusive jurisdiction of the English Courts.

Any agreement between you and Green Ink is made under these Terms. This constitutes the entire agreement and understanding of you and Green Ink, and supersedes any previous agreement between you and Green Ink relating to the subject matter of such agreement. Nothing in this clause shall, however, operate to limit or exclude any liability for fraudulent misrepresentation.

You acknowledge that we may change these Terms from time to time. The Terms which apply to your order will be the Terms which were in force on the date you placed your order.