Terms of Service

Curious about the finer details and boundaries of my services? I highly recommend visiting my dedicated page called 'What You Need to Know.' This comprehensive resource is designed to answer common questions and provide clarity on various deliverables.

Return Period

I take pride in providing efficient and timely editing services. Under normal circumstances, I aim to return edited episodes within seven working days (Monday to Friday) from the time the episode is received. While many episodes are completed faster, this timeframe reflects a healthy, realistic schedule for both quality work and work–life balance.

It is important to provide all necessary materials, instructions, and requirements at the time of submission to facilitate a smooth editing process. Episodes submitted close to or after your planned publish date may not be returned in time, as the seven-day period represents the expected lead time rather than a guaranteed deadline. I will always do my best to meet your schedule, and I am available to edit enough episodes to maintain the agreed publishing cadence, but sufficient advance submission of episodes is recommended. The best case scenario is a backlog of episodes to rely on so that were not working on the next episode due for publishing.

In some cases, due to workload or unforeseen circumstances, there may be slight delays. If this occurs, I will communicate promptly and provide an updated timeframe. Providing episodes well in advance helps ensure both consistent quality and a smooth publishing workflow.

I take occasional holidays throughout the year, typically including around two weeks over Christmas and New Year, as well as a few other periods. I aim to provide at least one month’s notice in advance of any planned time off. Prior to these breaks, I remain available to edit episodes in advance so that your publishing schedule is maintained and my services are fulfilled.

Price Changes

Podcast Changes Over Time: Invoices are issued on the 1st of every month based on the monthly retainer agreed upon for your podcast editing services. The initial quote provided was based on factors such as episode length range, format, number of episodes or guests, and release schedule.

If any of these factors (episode length range, format, number of episodes or guests, and release schedule) change after the initial quote, I will promptly notify you of the price adjustment. You will have the option to either revert back to the original agreed format and price or continue with the new format and the corresponding updated price. It is important to keep me informed of any changes to ensure accurate billing and service provision.

From time to time, I may provide additional work, variations, or enhancements beyond our originally agreed scope as a gesture of goodwill. These discretionary extras do not automatically become part of the ongoing service or pricing, even if they are provided over an extended period. I reserve the right at any time to return to the originally agreed scope and pricing, or to quote separately for any continued or expanded work outside that scope.

Annual Price Reviews: Service rates are subject to review on an annual basis. As part of this review process, prices may be adjusted; however, they will never increase by more than 20% in one calendar year, unless there are significant changes to the factors mentioned above during the year.

You will not experience a price review more than once per year, unless there are substantial changes to the episode length range, format, number of episodes or guests, and release schedule. If any increase in price occurs upon the annual review, you will receive a full calendar month's notice before the revised price is applied to your invoice. This notice period allows for transparency and gives you the opportunity to discuss any concerns or make necessary adjustments.

We are committed to fair and transparent pricing practices. Should you have any questions or require further clarification regarding price changes, please feel free to reach out.

Retainer

By engaging our services, you agree to pay the quoted monthly retainer, as outlined in our quote. The retainer serves to secure your spot in our schedule and provide you with guaranteed availability for your podcast editing needs. Please note the following regarding our retainer:

1. Monthly Retainer: The retainer fee is due on a monthly basis, on the 1st of every month. The fee covers the availability and commitment of our services for the agreed-upon period.
2. Availability and Scheduling: Our retainer system ensures that we allocate dedicated time and resources to serve our clients. We limit the number of clients we work with to maintain the level of availability required for the client. This allows us to provide timely and reliable editing services.
3. Unused Availability: In the event that you do not submit podcast episodes for editing during a specific week or period, the availability retained for your show is still billed. We reserve the time and resources to fulfill our commitment to your project, regardless of episode submissions.
4. Rollover Availability: Un-used availability from one period does not roll over to subsequent periods. Each retainer period is independent and represents a commitment of availability for the agreed-upon timeframe.
5. Termination and Notice: Should you decide to terminate our services, a one-month notice period is required. During this notice period, the retainer fee is still applicable. Please refer to the Cancellation section of our Terms of Service for further details.

All invoices are due and payable within 30 days from the date of issuance.

Ownership & Music Licensing

Upon receipt of payment for the relevant month, the client owns all finished deliverables provided by Fynn Gentle Editing. Deliverables are considered to be the final exported assets placed in the client’s designated cloud storage folder (or agreed alternative) and that are listed in the invoice. This includes, but is not limited to: 

1. Final audio files
2. Final video files
3. Additional deliverables (videograms, copywriting, or custom graphics.)
4. Any files the client supplied for use in the project, such as music purchased by the client, intro/outro source recordings, branding assets, and artwork supplied.

All completed deliverables become the client’s property once the invoice for that period is paid in full. Until payment is received, all deliverables remain the property of Fynn Gentle.

It’s not guaranteed that a file will be stored for longer than three months after an episode is published or we transition away from using a file in a rebranding.

Certain materials, processes, and resources created to produce the client’s deliverables remain the exclusive property or intellectual property of Fynn Gentle Editing, including internal audio and video project templates, reusable/customisable videogram and graphic templates, editing workflows, internal documentation, presets, cloud storage ownership, intro/outro files (if created for free) and standard operating procedures. These items are not transferred to the client, even if they are used in the creation of the client’s deliverables. In most cases they are developed at no cost as tools to create the finished deliverables.

If music is provided from Soundstripe is used in your projects, all content published while you are an active client remain permanently licensed under my Soundstripe account. You may continue using music already included in published content after our work together ends, but Soundstripe music cannot be used in any new content unless you obtain your own licence. I can help provide the current licence and guide you in obtaining your own when asked.

Confidentiality

Both the client and we agree to maintain the confidentiality of pricing information and the unique package details provided. This includes treating the pricing structure, discounts, and any other financial considerations as confidential information. We mutually commit not to disclose or share this pricing information with third parties without the explicit consent of the other party, unless required by law. The package offered to the client is tailored specifically to their needs and is considered a one-time offer unlikely to be replicated for another client under the same terms. By engaging in our services, both parties acknowledge the importance of confidentiality and agree to uphold these principles to protect the privacy and exclusivity of the pricing and package details.

Revisions

We strive to ensure your satisfaction with our services, and we offer three revisions per project to accommodate any necessary adjustments or changes. It is important to note the following regarding revision requests:

1. Three Revisions: Each project includes up to three revisions, during which you can request modifications to the delivered work. These revisions are intended to address minor adjustments and fine-tuning.
2. Additional Revisions: In certain cases, we may, at our sole discretion, offer additional revisions beyond the initial three as a gesture of goodwill. However, any additional revisions beyond the three allotted revisions may be subject to an additional fee, determined on a case-by-case basis.
3. Consolidated Revision Requests: To ensure efficient and effective communication, we kindly request that all revision requests be consolidated and communicated to us in a single email. This helps us to better understand your desired changes and streamline the revision process.
4. Major Preferences: It is important to share any major preferences or critical requirements for the finished product before the work has begun. This allows us to take those preferences into account from the outset and minimise the need for significant revisions later in the process.
5. Timelines: Revision requests should be submitted within one month of receiving the completed work. Failure to provide revision requests within this timeframe may be subject to additional fees or considered as acceptance of the delivered work.

We are committed to working with you to achieve the desired outcome for your project. Our revision policy is designed to strike a balance between accommodating necessary adjustments and managing project timelines effectively. Should you have any questions or concerns regarding revisions, please reach out for further assistance.

Cancellation

The customer has the option to cancel their subscription at any time. However, a minimum of one month's notice is required prior to the desired cancellation date. To initiate the cancellation process, the customer must send a notice of intent to cancel via email (fynngentle@gmail.com). This notice allows us to make the necessary arrangements and ensures a smooth transition for both parties.

Depending on if we have a backlog of episodes to post first, during this cancellation period I will still edit enough episodes to meet the quoted schedule. See the Delayed Collection of Payment after Subscription Cancellation for more information.

Refunds

We strive to provide satisfactory services to our customers, and we want you to be pleased with your experience. However, please note that refunds are subject to the following conditions:

1. Monthly Retainers: Our monthly retainer fees are non-refundable. Once a payment is made for a specific month, it cannot be refunded, even if no podcast episodes are submitted for editing during that period.
2. Service Delivery: In the event of any unsatisfactory service delivery, we will make reasonable efforts to address and rectify the issue promptly. If you encounter any concerns or have questions regarding our services, please contact us to discuss the matter further.
3. Discretionary Refunds: In exceptional cases, where there is a genuine and demonstrable failure on our part to meet our obligations, we may, at our sole discretion, consider providing a partial or full refund. Such cases will be evaluated on a case-by-case basis.

We encourage all customers to thoroughly review our service offerings, pricing, and policies before engaging our services to ensure a clear understanding of our terms and expectations. If you have any questions or require further clarification regarding refunds, please contact us.

Delayed Collection of Payment after Subscription Cancellation

In the event that a client and myself cancel our subscription arrangement, and there are remaining episodes that have not been published, the following terms will apply:

1. Episode Accumulation: I understand the importance of allowing clients to build up a backlog of episodes to accommodate occasional breaks, the price will stay consistent every month. Clients are permitted to send me as many episodes as they like during our working relationship with the understanding that episodes built up will be charged for at the end of our working relationship. You may send me as many episodes as you like but if I feel I have edited a sufficient backlog, I may return to editing to meet the schedule.
2. Calculation of Additional Episodes: When our collaboration concludes, and there are unpublished episodes remaining, I will calculate the value of these episodes based on the agreed pricing structure. For instance, if the client has a weekly show with four remaining episodes, the charge will be equivalent to one month's invoice. In this example, if the client's monthly fee is £100, each episode would be valued at 25% of that monthly fee (£25).
3. Unused Time Deductions: It is important to note that any breaks or or non-publishing periods during our engagement does not guarantee a deduction from the total value owed from the episodes remaining.
4. Waiver of Additional Episode Charges: While I reserve the right to charge for the remaining episodes in the backlog, I may, at my discretion, waive this cost in certain circumstances. It is very likely that I will deduct any breaks taken during the subscription after the backlog episodes were edited from the total number of episodes being charged. The decision to waive the charges for unused episodes will be made on a case-by-case basis and is not guaranteed.
5. Backlog Publication: In the event that the client wishes to publish all of the backlogged episodes in one go or continue publishing them at or after the end of our working relationship, it is important to note the following:
   1. Schedule Agreement: The client agrees to publish all episodes that I have edited based on the agreed-upon schedule discussed during the quoting process. Any episodes published more often than this schedule will still be subject to the charges outlined for additional episodes.
   2. Responsibility for Payment: The payment for the remaining episodes is not contingent upon their publishing schedule. Regardless of whether the episodes are published individually or in a batch, the charges for the remaining episodes will still apply as per the agreed pricing structure.
6. Unpublished Episode Charges: Please be aware that if clients provide episodes for editing but later decide not to publish them, an additional charge may apply at my discretion for the value of that episode. This ensures that the value of my editing services is respected, as time and effort are invested in the editing process. However, I understand that circumstances can change, and I encourage open communication to discuss any changes in publishing plans. Waiving of the additional charges will be determined based on individual circumstances.

Clients are encouraged to communicate any concerns or questions regarding the calculation of additional episode charges. The intention behind this policy is to ensure fairness and uphold the value of the premium services provided.

Limitation of Service

I always enjoy providing advice, guidance, and recommendations on podcast-related topics such as recording, equipment, software, editorial strategy, and workflow. This support is freely and happily provided as part of the working relationship.

However, to maintain clarity: 

1. My formal deliverables are limited to the items explicitly agreed in our quote.
2. Any guidance or advice is supplementary and does not constitute an additional deliverable or obligation.
3. Work outside the agreed scope such as building new templates, custom intro/outros creating extra assets, additional repurposed content, consulting, or ad-hoc editorial work may require a separate quote and agreement.

This ensures healthy boundaries and clear expectations.

Trading in Scotland

Any dispute, controversy, or claim arising out of or relating to this agreement, including its interpretation, performance, breach, or termination, shall be exclusively governed by and construed in accordance with the laws of Scotland, without regard to its conflict of law principles. Any legal actions, proceedings, or litigation arising from or related to this agreement shall be brought solely in the courts of Scotland, and the parties hereby consent to the exclusive jurisdiction of those courts for the resolution of any such disputes.

Limitation of Liability

I strive to provide high-quality services and ensure client satisfaction. However, in the event of any issues or dissatisfaction with the completed work, my liability is limited as follows:

I shall not be held liable for any costs, expenses, or damages incurred by the client resulting from the need to have the work redone by another party. This includes, but is not limited to, costs associated with hiring another editor or service provider to rectify any perceived deficiencies or errors in the work.

The client acknowledges and agrees that they are responsible for reviewing and approving the final work before its use or publication. It is the client's sole responsibility to ensure that the work meets their specific requirements and quality standards.

Any claims or disputes arising from the services provided shall be subject to the applicable laws and jurisdiction specified in these terms of service.

In no event shall my total liability to the client, whether in contract, tort, or otherwise, exceed the total amount paid by the client for the services rendered.

The limitations of liability specified herein shall apply to the fullest extent permitted by law, and shall survive the termination or expiration of the contractual relationship between myself and the client.

Payments

1. Invoicing and Collection: All monthly retainer fees will be invoiced and collected on the 1st of every month. We primarily utilise Stripe Subscriptions as the designated payment method for seamless and secure transactions. By engaging our services, you agree to provide valid and accurate payment information through Stripe Subscriptions for the purpose of invoicing and collecting the retainer fees.
2. Alternative Payment Methods: While Stripe Subscriptions is our preferred payment platform, we may, at our discretion, consider bank transfer for UK clients on a case-by-case basis. However, the availability and acceptance of alternative payment methods are not guaranteed and are subject to our approval. If you wish to explore alternative payment options, please contact us to discuss the possibilities.
3. Payment Obligations: It is your responsibility to ensure that the designated payment method on Stripe Subscriptions remains valid, has sufficient funds and the correct card details for the collection of the retainer fees. Any changes or updates to your payment information should be promptly communicated to us to avoid any disruptions in service.
4. Late Payments and Non-payment: In the event of a late or failed payment, we reserve the right to take appropriate actions, which may include suspending or terminating our services until payment is received. Late fees, if applicable, will be outlined in the invoice or communicated separately. You will be responsible for any costs or expenses incurred as a result of non-payment, including but not limited to collection fees or legal costs.

Promotion

As part of our service, we may showcase samples of our work to demonstrate our expertise and promote our podcast editing services. By engaging our services, you agree that we have the right to use excerpts or portions of the content we have edited for you, including but not limited to audio clips, episode titles, show notes, and social media content, for promotional purposes on our website, social media channels, portfolio, or other marketing materials. We will always respect your privacy and confidentiality, ensuring that any content used for promotional purposes does not disclose sensitive or confidential information. If you have any concerns or specific requirements regarding the use of your content, please let us know, and we will make every effort to accommodate your needs.

Stripe Services Agreement

Payment processing services for Fynn Gentle Editing are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Terms of Service (collectively, the “Stripe Services Agreement”). By agreeing to these terms or continuing to operate as a customer of Fynn Gentle Editing, you agree to be bound by the Stripe Services Agreement, as the same may be modified by Stripe from time to time. As a condition of Fynn Gentle Editing enabling payment processing services through Stripe, you agree to provide Fynn Gentle Editing accurate and complete information about you and your business, and you authorise Fynn Gentle Editing to share it and transaction information related to your use of the payment processing services provided by Stripe.