CONTRACT CONCLUSION

Negotiation of essential terms of the contract takes place via email and these terms apply to the contract.

The contract is considered concluded upon receipt of the first instalment by the publisher and the parties do not need to sign the contract.

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The terms of the contract have been made available to the customer during negotiations, on the publisher's website, and will also be presented to the customer with the first instalment invoice.

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14-DAY CANCELLATION POLICY

We offer a 14-day cancellation window, in accordance with consumer protection standards. You may cancel your purchase within 14 days of placing your order for a full refund, provided that no custom work has begun, such as interviews, research, or writing.

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Once any part of the custom writing process has started, your order becomes non-refundable. However, we are committed to your satisfaction and will work with you through revisions and collaboration to make sure you are happy with the final result.

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If you wish to cancel within the 14 days and no work has yet commenced, please get in touch with us at info@ethosbooks.eu with your order details.

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FORMATION OF CONTRACT

Negotiation of essential terms takes place via email, and these terms and conditions apply to the contract.

The contract is deemed to have been signed upon receipt of the first payment by the Publisher, and the parties are not required to physically sign the contract.

The terms and conditions are made available to the Client during negotiations, on the Publisher's website, and are also provided to the Client with the first payment invoice.

BOOK CREATION

The Publisher shall deliver the book three months after the final interview has been completed. The Writer arranges interview times with the Subject. The parties may modify deadlines by mutual agreement, with the aim of ensuring quality results and the satisfaction of the Client and Subject, taking into account reasonable circumstances arising from the collaboration between the Writer and Subject.

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The Writer conducts interviews with the Subject at a location suitable for the Subject within the United Kingdom or, if absolutely necessary, via video call. The interviews are recorded.

The total time allocated for interviews included in the Service is six hours, which may be divided into different meetings as agreed between the Writer and Subject. If desired, additional interview hours can be arranged, resulting in a longer and more detailed book. In such cases, the Client and Publisher shall agree on an additional fee.

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The Writer creates the book manuscript based on the interviews, preserving the Subject's personality and narrative style while organizing the Subject's story into a coherent whole.

During the interview and writing process, the Client or Subject may provide up to 50 digitized photos or physical photographs for inclusion in the book. The Publisher will arrange for the digitization of physical photographs through a third-party service at no additional cost.

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The Client and Subject have the right to review the manuscript during the writing period and before layout design, and make suggestions for changes, corrections, and additions. After feedback is submitted, planned changes are agreed upon, after which the Writer continues writing the book.

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When the manuscript is sent to the Client or Subject for review, the Client or Subject has one month to make suggestions regarding the manuscript and confirm the final version. If no suggestions are made within one month, the Publisher considers the manuscript approved, and the book will be printed accordingly. If the Client wishes to make changes after printing, this can be done for an additional fee.

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COPYRIGHT TO THE BOOK

The Publisher (Ethos Books) holds and retains all copyright, intellectual property rights, and proprietary interests in all aspects of the book creation, including but not limited to: the interview methodology, audio recordings, transcriptions, editorial processes, manuscript structure, narrative organization, writing style, typesetting, layout design, cover design, formatting, illustrations (excluding those provided by the Client or Subject), branding elements, and the final print-ready files. The only exceptions to the Publisher's copyright are photographs and other materials specifically provided by the Client or Subject, or materials which are subject to third-party copyright.

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The Publisher grants the Client an irrevocable and perpetual non-exclusive license to use the manuscript content only. This license is strictly limited to the textual content of the manuscript and does not extend to any other aspects of the book, including the print file, typesetting, layout, design elements, branding, or the physical appearance of the Ethos life story book.

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All reproductions made from the original print file must be printed through Ethos' printing services. If the Client wishes to reorder additional copies of the book, the order must be placed based on the Publisher's price list.

If the Client makes any changes to the manuscript, the Client must remove any affiliations to Ethos, including logos, branding, formatting, and design elements.

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If the Client wishes to print the book outside of Ethos' printing services, the Client may use the manuscript content under the non-exclusive license but must create an entirely new print file based on the manuscript and may not replicate the design, layout, or formatting created by Ethos.

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BOOK PHOTOGRAPHS

The Client confirms that they own all intellectual property rights to the photographs provided for the book or have obtained all necessary permissions for their use in the book. If the reproduction of photographs is based on copyright, the Client or Subject grants the Publisher a non-exclusive license to exercise the economic rights to the photographs for the purpose of creating and printing the book's print file. The license remains valid as long as the print file is in the Publisher's possession, but not less than 25 years.

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Under the non-exclusive license, the Publisher has the right to reproduce photographs by any technical means, process photographs partially or completely by technical means, compile collections, and exercise other rights necessary for compiling a print file containing photographs and printing the book.

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The Publisher shall return all photographs received from the Client on physical media to the Client or Subject no later than upon termination of the contract.

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PROCESSING OF PERSONAL DATA

The Client confirms that the Publisher may process the Subject's personal data for the creation of the book in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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The Publisher has the right to use the Subject's name, image, and any biographical data that the Subject has disclosed for the sole purpose of creating the book. The Publisher uses the Subject's personal data only for compiling the book and will not process it for any other purpose.

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The Subject discloses personal data during the interviews on the basis of which the book is created. If the Subject does not wish certain personal data to be reflected in the book, they must explicitly inform the Writer or Publisher.

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CONFIDENTIALITY

The Publisher and Writer undertake to keep confidential the information that the Subject discloses during the interviews and the book creation process, including information contained in the book. The Publisher and Writer shall not disclose such information to third parties without the prior written consent of the Subject. The book is not intended for public distribution (e.g., sale in bookshops).

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The Publisher is not the publisher of the book in terms of liability. The Publisher and Writer are not responsible for incorrect factual statements and inappropriate value judgments presented by the Subject. Once the book has been handed over to the Client, the publisher of incorrect factual statements and inappropriate value judgments, i.e., the Client or Subject, is responsible for them.

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PAYMENT

The Client pays the Publisher a fee for the performance of the contractual tasks either as a one-time payment or in installments according to a payment schedule.

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The Publisher and Client agree on the amount of the fee and the payment schedule based on the Publisher's price offer. The service fee includes the fee for one printed copy of the book.

The Publisher is not currently registered for Value Added Tax (VAT).

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During the provision of the service or after the completion of the book, the Client has the option to order additional copies according to the Publisher's price list. Prices may vary depending on the size of the print run ordered at one time. Transport of additional copies of the book to the Client is at the Client's expense unless otherwise agreed.

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VALIDITY OF THE CONTRACT

The contract between the Client and the Publisher comes into force upon receipt of the first payment by the Publisher.

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The contract remains valid until the Publisher has delivered the book to the Client. Notwithstanding the termination of the contract, all provisions relating to copyright, intellectual property rights, and confidentiality shall survive and remain in full force and effect indefinitely, unless otherwise specified in these terms.

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Either party can withdraw from the contract only in case of a material breach of contract by the other party. If the Subject refuses interviews and cooperation, this is not considered a withdrawal from the contract. In such a case, the Client and Publisher will seek a joint solution on how to continue fulfilling the order. If the parties agree to terminate the contract, the Client must pay the Publisher proportionally for the work done.

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FINAL PROVISIONS

The contract is governed by the laws of England and Wales. The parties undertake to implement all appropriate measures to resolve all disputes arising from the contract through negotiations. If the Publisher has refused to satisfy the Client's complaint or the Client does not agree with the solution offered by the Publisher and believes that their rights have been violated or their interests have been harmed, the Client may file a complaint with the appropriate County Court in England or Wales.

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In accordance with the Consumer Rights Act 2015, consumers have certain rights that cannot be excluded by these terms. Nothing in these terms affects these statutory rights.

In respect of data protection, the Publisher complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how we process your data can be found in our Privacy Policy.

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The Client has the right to cancel this contract within 14 days of formation without giving any reason, in accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. To exercise this right, the Client must inform the Publisher of their decision to cancel through a clear statement. If the Client has requested the Publisher to begin the Services during the cancellation period, the Client shall pay the Publisher an amount proportionate to what has been performed until the Client has communicated their cancellation of the contract.

COMPLAINTS PROCEDURE

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What Constitutes a Complaint:

A complaint is any expression of dissatisfaction about our service, staff conduct, or the quality of work provided, whether justified or not. This includes but is not limited to:

• Quality of interviews conducted

• Writing quality or accuracy of the biography manuscript

• Meeting of agreed timelines

• Communication issues

• Billing or payment disputes

• Data protection concerns

How to Make a Complaint:

Complaints should be submitted in writing to:

• Email: info@ethosbooks.eu

• Post: Ethos Books LTD, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

Please provide the following information:

• Your name and contact details

• Order/contract reference number

• Date of service or issue

• Clear description of the complaint

• What resolution you are seeking

• Any supporting documentation

Complaint Handling Process

Stage 1: Acknowledgment (Within 2 Working Days)

• We will acknowledge receipt of your complaint within 2 working days

• We will assign a senior staff member to investigate

Stage 2: Investigation (Within 10 Working Days)

• We will thoroughly investigate your complaint

• We may contact you for additional information

• We will review all relevant documentation and interview records

• We will consult with relevant staff members (interviewer, writer, etc.)

Stage 3: Response (Within 15 Working Days) We will provide a written response that includes:

• Summary of the complaint

• Findings of our investigation

• Our decision and reasoning

• Proposed resolution or compensation (if applicable)

• Information about further steps if you remain unsatisfied

Possible Outcomes

Depending on the nature and validity of the complaint, we may offer:

• Written apology

• Correction or revision of work

• Additional interview time at no cost

• Partial or full refund

• Replacement service

• Process improvements to prevent similar issues

Escalation

Internal Escalation If you are not satisfied with the initial response, you may request escalation to our Director within 10 working days of receiving our response.

External Resolution If we cannot reach a satisfactory resolution, you have the right to file a complaint with the appropriate County Court or seek independent mediation services.

Confidentiality and Record Keeping

All complaints will be handled confidentially. Information will only be shared with staff members directly involved in the investigation and resolution process.

We maintain records of all complaints for a minimum of 3 years, including original complaint details, investigation notes, response and resolution, and follow-up actions taken.

FINAL PROVISIONS

The contract is governed by the law of the United Kingdom. The parties undertake to implement all appropriate measures to resolve all disputes arising from the contract through negotiations. If the publisher has refused to satisfy the customer's complaint or the customer does not agree with the solution offered by the publisher and believes that their rights have been violated or their interests have been damaged, the customer may file a complaint with the appropriate County Court.

CONTACT INFORMATION

For general inquiries, complaints, or questions about these terms:

• Email: info@ethosbooks.eu

• Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom