Client Agreement
1. PARTIES & DEFINITIONS
Client:
Writer: David Green, trading as “The Suffolk Biographer” david@suffolkbiographer.co.uk
Project: The life-writing work described in Section 2 below.
2. SCOPE OF WORK
2.1 We will work together to produce a written account of aspects of your life (the “Work”), based on recorded conversations and any materials you provide (e.g., photos, letters, timelines).
2.2 The Work may take the form of a full life story, a themed account, or a collection of short stories. We will confirm the intended form, tone, length and audience before writing begins, though it may be possible to adjust these later, providing it does not require a significant re-writing of the text.
2.3 Deliverables include: (a) a typed manuscript (PDF/Word), (b) five copies of a printed book and (c) an editable digital file for your records.
3. PROCESS & MILESTONES
3.1 Initial Conversation: An informal call or meeting to clarify the Project and answer questions (no obligation).
3.2 Interviews: A series of relaxed, recorded conversations, in person or online. I will handle gentle prompting and structure; you can pause or skip anything. Audio recordings are for accuracy and are kept confidential (see Section 6).
3.3 Drafting: I will shape your words into clear, readable prose in your voice. Where helpful, I may gently reorganise chronology for clarity.
3.4 Review: You will have the opportunity to review the draft to ensure the Work feels right. We will agree a simple sign-off when you are satisfied.
3.5 Timeline: An indicative schedule will be agreed at the outset. Timelines depend on availability, interview pace and the extent of revisions.
4. CLIENT RESPONSIBILITIES
4.1 Accuracy: Please provide information to the best of your knowledge. You are responsible for factual accuracy where it could affect others.
4.2 Permissions: If you ask me to include third-party materials (photos, letters, lyrics, etc.), you confirm you have permission or that the use is lawful.
4.3 Sensitivity & Defamation: We will avoid statements that could reasonably cause harm or be defamatory. You agree to alert me to any sensitive material or legal concerns.
5. FEES & PAYMENT
5.1 Fees: The fees will be determined based on the chosen scope of the project and agreed in writing before work begins.
5.2 Deposit: A non-refundable booking deposit of 25% is payable to reserve interview dates and begin work. It is credited against the final fee.
5.3 Late Payment: Payment is due within 14 days of invoice. I reserve the right to pause work on overdue accounts.
6. CONFIDENTIALITY & DATA PROTECTION
6.1 Confidentiality: I will keep your information and recordings confidential and use them only for the Project, unless you consent otherwise or disclosure is required by law.
6.2 Privacy: I comply with UK data protection law. Personal data is processed lawfully, kept secure, and retained only as long as necessary for the Project and my records. A simple Privacy Notice is available on request.
6.3 Recordings & Notes: Audio recordings and notes are stored securely. Unless you ask me to retain them longer, I will delete recordings within 6 months after final delivery.
6.4 The client agrees that the final approved text and selected images may be shared with a third-party professional printing service solely for production purposes.
7. INTELLECTUAL PROPERTY & MORAL RIGHTS
7.1 Ownership: Upon full payment, I assign to you the copyright in the final text that we approve (the “Manuscript”), excluding any pre-existing materials/methods and subject to third-party rights.
7.2 Credit: The Work will be credited as by both you and me, David Green, The Suffolk Biographer.
7.3 Writer’s Portfolio: I will not use your name, story or excerpts in my portfolio or marketing without your explicit written consent.
8. USE, PUBLICATION & SENSITIVE CONTENT
8.1 Family Circulation: Most clients share the Work privately with family. That is entirely your decision.
8.2 Public Release: If you plan to publish publicly (print or online), please tell me so we can consider any legal sensitivities together (privacy, defamation, third-party rights).
8.3 Disputes Among Relatives: I cannot take responsibility for disagreements between family members about the content. Clear communication early helps prevent issues.
9. INSURANCE & LIABILITY
9.1 Insurance: I maintain professional indemnity insurance appropriate for a sole-trader writing practice.
9.2 Limitation of Liability: To the fullest extent permitted by law, my total liability to you in connection with the Project is limited to the total fees paid for the Project. I am not liable for indirect or consequential loss.
10. CANCELLATION, RESCHEDULING & TERMINATION
10.1 You may cancel at any time. Work performed up to the cancellation date (including booked time and non-recoverable costs) will be invoiced, and the deposit is non-refundable.
10.2 Rescheduling interviews is fine with reasonable notice. Venues or travel already committed may be chargeable if non-refundable.
10.3 I may pause or end the Project if safety, legality or non-payment issues arise. In such cases, you will receive the work completed to date upon payment of fees due.
11. GOVERNING LAW & DISPUTES
11.1 This agreement is governed by the law of England and Wales.
11.2 We will try to resolve any concerns in good faith. If needed, we may consider mediation before formal action.
12. GENERAL
12.1 Entire Agreement: This document, with any written proposal or schedule, is our entire agreement for the Project and replaces prior discussions.
12.2 Amendments: Any changes must be agreed in writing (email is fine).
12.3 Notices: Day-to-day communications may be by email. Please keep your contact details up to date.
13. PROJECT INTENTION
13.1 Below details the intended scope of the Work:
[Text here outlines the project's scope].
SIGN-OFF
By signing below, we both confirm we understand and accept this agreement and wish to proceed in good faith.
Client name: _______________________________
Date: ____________
Signature: __________________________________
Writer: David Green, The Suffolk Biographer
Date: ____________
Signature: __________________________________
