These freelance terms and conditions (the ‘Freelance Terms’) relate to Aeon and other electronic and paper publications owned by Aeon Media and its affiliates and subsidiaries (jointly and separately referred to in these Freelance Terms as 'the Company').
You should be aware that the Freelance Terms are the terms of business that will apply to all material you provide to the Company – whether commissioned, sent unsolicited, or by any other arrangement.
These Freelance Terms will not be varied, except in the event that a Director of the Company has expressly agreed in writing to a variation. If any freelance contributor is not happy with the Freelance Terms then they should not offer us any material or accept a commission from the Company. Any material supplied to us for publication is deemed to have been supplied in full knowledge and acceptance of these Freelance Terms.
1. You retain copyright subject to any agreement to the contrary between you and the Company in writing.
2. The Company has the following rights, which are worldwide, perpetual, irrevocable and sub-licensable, and are exclusive in all digital media for five years from the date of publication of your contribution and non-exclusive thereafter, and exclusive in print for one year from the date of publication of your contribution and non-exclusive thereafter:
2.1 the right to first publication in any medium;
2.2 the right to syndicate, distribute, license, republish or retransmit the material in all present and future media and formats, including print, electronic, online, telephony, mobile and tablet apps and all others (please note: the date of syndication is the date of the syndication agreement between Aeon and the syndicating party);
2.3 the right to publish Ideas pieces under a Creative Commons Attribution-No Derivatives licence. For more on Creative Commons licence see here. This means that the Ideas piece may be republished freely, but with attribution to Aeon and the author, with a link to the original, and without any changes being made to the content;
2.4 the rights in the title, format and any pseudonym used in respect of your contribution.
3. In addition the Company also has the following non-exclusive rights:
3.1 the right to store your contribution in any database or archive in any present or future media or format. You are free to store and allow access to your contribution on databases for personal purposes provided nothing competes or conflicts with the rights you have granted to the Company; and
3.2 the right to translate, amend, cut or alter your material as we think appropriate.
4. You will be paid an all-inclusive fee in accordance with the PAYMENT section below for the rights granted above (including the syndication rights in 2.2).
You must avoid any conflict of interest with the Company in relation to the contributions which are the subject of these Freelance Terms (the ‘Commission’) including without limitation procuring a written acknowledgement from the Company on any further use of your material together where possible with a link to the material on the Company's websites.
You agree that the Company may use an image of you in association with your material for purposes of publicity, promotion and any other activity related to the exercise of our rights under these Freelance Terms.
Unless any other rate or fee is agreed at the time of commission/agreement, any payment will be made at the Company's prevailing rates.
The maximum fee is determined by the word-count commissioned, not the word-count filed, unless otherwise specified in writing by the editor who commissioned the Commission. If the Commission is shorter than the agreed word-count when filed, the fee is determined by its wordcount when filed.
We require an invoice for every Commission, on or as soon as practicable after publication date. For your convenience, a pro-forma invoice will be provided, which includes the required publication and fee details, together with bank details for payment.
Our payment terms are 30 days from receipt of your invoice, through local or international funds transfer to your nominated bank account, or through PayPal. Please ensure that all the required details are completed accurately. If you have a banking arrangement that does not appear to fit in the standard template, please check the details required for a funds transfer with your bank in the first instance, and advise us by email of your particular arrangements.
It is important for you to pay attention to these details. Inaccurate or insufficient information may cause delays to your payment or cause the transaction to be rejected by the banks. If problems arise owing to inaccurate information supplied by you, we regret that we may have to pass on the associated bank and administration charges.
Aeon Media will bear the bank fees charged at its end for sending the bank transfer. Please note that you will be responsible for other fees (if any) charged by correspondent and recipient banks, or charged by PayPal.
The Company reserves the right to refuse to publish any Commission. If the freelance contributor has fulfilled a Commission to a reasonable standard and the Company refuses to publish the resulting Commission, the contributor will be paid a Kill Fee of half the agreed fee for the Commission and is free to publish the Commission elsewhere.
Research expenses will be paid only with the prior written agreement of the commissioning editor. Original copies of receipts must be supplied for each expense claim. Once the contributor has supplied all relevant expense receipts and the commissioning editor has vetted each item, the contributor will be reimbursed within two weeks for all items approved by the commissioning editor.
The reputation of Aeon is based on the editorial independence, integrity and high journalistic standards of our publications. Anyone who supplies material to any of our publications must ensure that their conduct and the material they submit are ethical, legal and proper.
You should tell us about any conflict of interest, whether actual or potential, as well as anything which could possibly be perceived as such. You should raise this, preferably in writing by email, to the person with whom you have contact in the Company.