ABOUT THESE TERMS:

These terms apply to document design, formatting and related services provided by Gemma Johnston, a sole trader trading as Format Nanny (“Format Nanny”, “I”, “me” or “my”).

When you accept a quote or otherwise agree for work to begin, you are agreeing to these terms together with the project details set out in your quote.

If anything in an individual written quote conflicts with these general terms, the specific terms agreed in the quote will take priority for that project.

QUOTES AND SCOPE

Every project is quoted according to its individual scope, including factors such as document length, complexity, condition, required deliverables and timescale.

Unless stated otherwise, quotes are valid for 14 DAYS.

Your quote will describe the work included as clearly as reasonably possible. Please check it before accepting it and tell me if anything appears to be missing.

Work requested after the scope has been agreed - including substantial new content, additional pages, a change of direction, additional formats or other significant changes - may be treated as additional work.

I will tell you about any additional charge before carrying out chargeable work outside the agreed scope.

PAYMENT

Unless otherwise stated in your quote, projects require 50% of the agreed project fee before work begins, with the remaining 50% due before final deliverables are released.

For smaller projects, full payment may be required before work begins. This will always be made clear in the quote.

Payment dates and instructions will be shown on the relevant invoice.

Work will not normally begin until the required initial payment and the materials needed to start the project have been received.

Final deliverables will not normally be reledase until all amounts due for the project have been paid.

TIMINGS

Any expected start or completion date will be agreed for the individual project.

Timescales depend upon you supplying the required content, files, instructions, approvals and feedback when requested.

If those are delayed, the project timetable may also need to move. I will let you know if this affects the expected completion date.

I will make reasonable efforts to meet agreed deadlines, but I am not responsible for delays caused by circumstances outside my reasonable control.

REVISIONS

Unless your quote says otherwise, two reasonable rounds of revisions are included.

A revision round means a consolidated set of reasonable changes to the work already included within the agreed brief.

Revisions do not include a substantial change of direction, replacement of significant amounts of content, extensive new pages or features, or work that was not included in the original scope.

If a requested change falls outside the agreed scope, I will tell you before carrying it out and, where appropriate, provide an additional quote.

CLIENT FEEDBACK AND APPROVAL

Please check drafts carefully, including wording, names, dates, figures, links and other factual information.

I may identify obvious inconsistencies while working on a document, but unless proofreading or editing has specifically been included in your quote, you remain responsible for the accuracy and completeness of your content.

Your final approval confirms you are satisfied with the document as supplied.

CANCELLATION AND CHANGES OF MIND

Either party may end a project by giving written notice.

If you cancel after work has begun, you may be required to pay for work reasonably completed up to the date of cancellation and for any non-refundable costs properly incurred specifically for your project.

If I need to end a project, I will explain the position and account fairly for work completed and payments already made.

Nothing in these terms removes any cancellation or refund rights you have under applicable consumer law.

IF YOU ARE PURCHASING AS A CONSUMER: where a statutory cancellation period applies and you ask me to begin providing the service before that period has ended, I will obtain any confirmation required by law before beginning early. If you then cancel during the applicable cancellation period, you may be required to pay for the proportion go the service already supplied, where the law permits this.

For online consumer service contracts, cancellation rules can apply and businesses must provide the required pre-contact information in a durable form; there are also specific requirement around beginning services during the cancellation period.

FINAL FILES

Your quote will specify the final file types or deliverables included in the project.

Editable files, working files, Canva files, source files or templates are NOT AUTOMATICALLY INCLUDED unless your quote specifically says that they are.

Please download and securely store your final files after delivery.

PROJECT FILES

I may retain project and working files for up to 90 DAYS AFTER COMPLETION to deal with reasonable post-project queries or corrections.

After that period, files may be permanently deleted.

Format Nanny is not intended to act as long-term storage or backup for client files.

RIGHT TO DECLINE WORK

I reserve the right to decline or discontinue work that I reasonably believe I cannot provide appropriately, that falls materially outside the agreed service, that contains unlawful material, or that would require me to infringe on another person’s rights.

Where a project has already begun, any payment/refund consequences will be handled fairly according to the circumstances, work completed and applicable law.

Your Content

You remain responsible for the content and materials you supply.

This includes text, photographs, illustrations, logos, fonts, branding, data, graphics and any other assets provided for use in your project.

You confirm that you own those materials or otherwise have the necessary permission, license or authority for me to use them for the agreed project.

Please do not send material that you do not have the right to use.

Third-Party Materials

Some projects may involve fonts, photographs, graphics, software or other materials supplied by third parties.

Where a third-party licence applies, its terms continue to apply.

If your project requires the purchase of a particular licensed asset, font or other third-party resource, I will discuss this with you before incurring a charge on your behalf.

A licence purchased or held by Format Nanny does not automatically transfer to you unless the applicable licence permits that transfer.

Intellectual property

You retain ownership of the original content and materials you supplied.

Once the project has been paid for in full, you may use the final deliverables for the purposes agreed in the project quote, subject to any third-party licence restrictions.

Any broader transfer or assignment of intellectual property rights, ownership of editable/source files, or special licensing arrangement must be agreed in writing.

Format Nanny retains ownership of its pre-existing materials, working methods, systems, know-how and reusable design elements that were not created exclusively for your project.

Portfolio use

Unless confidentiality has been agreed, I may ask to show appropriate completed work in the Format Nanny portfolio, website or promotional materials.

I will not publish confidential information, personal information contained within your files, or private working materials merely for portfolio purposes.

If you do not want your project displayed publicly, tell me. Confidentiality can be agreed before work begins.

Confidentiality

I will treat non-public material supplied for a project as confidential and will use it only as reasonably necessary to provide and administer the agreed service.

This does not prevent disclosure where required by law or where information is already legitimately public.

If a project requires a separate confidentiality or non-disclosure agreement, this should be discussed before work begins.

No guarantee of commercial results

Design and formatting can improve the presentation, organisation and usability of a document, but I cannot guarantee any particular commercial result.

Format Nanny does not guarantee sales, revenue, conversion rates, audience growth, business performance or other outcomes resulting from use of the finished work.

Client responsibility after delivery

Once final files have been approved and delivered, you are responsible for how they are subsequently used, distributed, printed, edited or published.

Changes made by you or another person after delivery are outside Format Nanny's responsibility.

Who is responsible for your information?

Format Nanny is operated by Gemma Johnston, a sole trader trading as Format Nanny.

For questions about your personal information, contact:

Email: hello@formatnanny.com
Post: Format Nanny, HQ, Olympic Park, Warrington, Building Unit 8, Warrington, WA2 0YL

Information I may collect

Depending on how you interact with Format Nanny, I may collect:

• your name and contact details;

• information you provide through the website enquiry form or by email;

• information about your business, project and requirements;

• files and documents you choose to upload or send;

• correspondence and records relating to your project;

• quote, invoice, payment and transaction information;

• feedback, approvals and revision requests; and

• technical or website information collected through Squarespace and permitted website technologies.

Please avoid sending unnecessary sensitive personal information in documents or enquiries.

Why I use your information

I may use personal information to:

• respond to enquiries;

• assess and quote for potential projects;

• communicate with you about your project;

• provide the services you have requested;

• administer quotes, invoices and payments;

• maintain appropriate business and tax records;

• deal with queries, complaints or disputes;

• protect the security and proper operation of the business and website; and

• comply with legal obligations.

Lawful bases

Depending on the circumstances, I process personal information because it is necessary:

• to take steps at your request before entering into a contract or to perform a contract with you;

• to comply with a legal obligation; or

• for legitimate business interests, where those interests are not overridden by your rights and interests.

Where I rely on legitimate interests, those interests include operating and protecting Format Nanny, maintaining appropriate business records, responding to relevant business enquiries and dealing with or defending legal claims, provided those interests are not overridden by your rights and interests.

Where consent is the appropriate lawful basis, you may withdraw that consent.

Who information may be shared with

I do not sell your personal information.

Information may be processed or shared where reasonably necessary with service providers used to operate Format Nanny, such as website hosting, email, cloud storage, invoicing/payment or other business administration providers.

Information may also be disclosed where required by law, to establish or defend legal rights, or to appropriate professional advisers where necessary.

Service providers are only given information reasonably necessary for the relevant purpose.

International processing

Some technology providers used by Format Nanny may process or store information outside the United Kingdom.

Where this occurs, I will rely on the safeguards required by applicable data-protection law and/or the arrangements provided by the relevant service provider.

How long information is kept

I keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting or business requirements.

Unsuccessful enquiry information and unnecessary uploaded material will not be kept indefinitely.

Working project files will normally be retained for up to 90 days after project completion, unless there is a legitimate reason to keep them for longer.

Certain financial, contractual or business records may need to be retained for longer where required by law.

Keeping information secure

Reasonable technical and organisational measures are used to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

No method of electronic transmission or storage can be guaranteed to be completely secure.

Your rights

Depending on the circumstances and applicable data-protection law, you may have rights relating to your personal information, including rights to request access, correction or deletion, restrict or object to certain processing, and receive certain information in a portable format.

Some rights are subject to legal conditions and exemptions.

Where processing is based on legitimate interests, you may also have the right to object to that processing.

You can contact hello@formatnanny.com if you wish to exercise a data-protection right or have a question about how your information is used.

You also have the right to raise concerns with the Information Commissioner's Office (ICO).

Changes to this privacy information

This privacy information may be updated if Format Nanny's services, suppliers, website technologies or legal obligations change.

The latest version will be published on this page.

Last updated: October 2026

About cookies

This website is hosted using Squarespace.

Cookies and similar technologies are small pieces of information that may be stored or accessed on your device when you visit a website. They can be used for purposes such as enabling website functionality, remembering preferences, understanding website use or supporting other online services.

Essential technologies

Some cookies or similar technologies may be necessary for the website to function properly or provide a service you have requested.

Where consent is not legally required for an essential technology, it may operate without asking for consent.

Optional technologies

Where consent is required for non-essential cookies or similar technologies, they will not be intentionally enabled until the required choice has been made.

Where available, you can use the site's cookie controls to accept, reject or manage optional technologies.

Squarespace and other providers

Because the website is built and hosted using Squarespace, Squarespace may use cookies and similar technologies as part of providing and securing the website.

If additional analytics, advertising, embedded content or other third-party technologies are introduced, this information and the site's cookie controls will be reviewed and updated as necessary.

Managing cookies

You may also be able to manage or delete cookies using your browser settings. Blocking some technologies may affect how parts of a website operate.

Changes

The technologies used by this website may change as the website develops. This section will be updated where necessary to reflect material changes.

Last updated: October 2026

Format Nanny

Format Nanny is the trading name of Gemma Johnston, a sole trader established in England.

Business address
Format Nanny, HQ, Olympic Park, Warrington, Building Unit 8, Warrington, WA2 0YL

Email
hello@formatnanny.com

Website
formatnanny.com

Contacting Format Nanny

For project enquiries and general correspondence, email is the preferred method of contact.

Questions, requests for information or complaints about the service may be sent using the contact details above.

Governing law

These terms and any contract for Format Nanny's services are governed by the laws of England and Wales.

Nothing in these terms affects any rights that cannot lawfully be excluded or restricted.

Updates to these terms

These terms may be updated from time to time.

The terms applying to an individual project will be those provided or made available when that project is agreed, except where a change is required by law or is subsequently agreed between us.

Last updated: October 2026