Mr Scan – Terms and Conditions

1) General information

This website is owned and operated by Mr Scan Ltd (“Mr Scan”, “we”, “our”, “us”). These Terms and Conditions govern your use of the Mr Scan website and any products or services you purchase from us.

We may update these terms at any time without notice. The latest version is always available on our website.

All content on this website — including text, images, and logos — is protected by copyright and trademark laws. You may browse and print materials only for personal, non-commercial use related to Mr Scan’s services.

If you have questions about these terms, please contact us before placing an order.

2) Placing and accepting orders

• Sending us your films, photos or other materials counts as placing an order and accepting our current online prices and terms.
• Prices: Orders are charged at the rates listed on our website at the time your materials are received, or when your online order is made.
• No instructions: If we receive materials without clear instructions, we’ll scan them using our Standard Service.
• Verification: We may cancel any order if verification fails.
• Security: Personal and payment information is protected by SSL encryption and secure firewalls.
• Order cancellation: To cancel, please contact us as soon as possible.

3) Parcels from outside the UK

• Declare your shipment as having no commercial value (under £5 GBP).
• Do not list your parcel as an import of goods.
• If a higher value is declared, UK Customs may apply import tax, which must be paid before we can collect your parcel.
• Unpaid parcels may be returned by Customs to the sender.

4) Payment terms

• Orders are dispatched only after full payment has been received.
• Original materials remain at our studio until payment is complete.
• Invoiced orders are payable within 7 days of the invoice date.
• Late payment: Discounts (including quantity discounts) may be removed and a revised invoice issued. Interest may be charged at 8% above the Bank of England base rate, plus statutory late-payment fees.
• Accepted payment methods: BACS, cheque, cash. Cheques over £250 require 7 days to clear.

5) Quotations & minimum quantities

• Written quotations are valid for 28 days and must be confirmed by email. Include your quotation with your materials.
• Items sent must match the items quoted.
• Minimum invoiced order value: £10.
• Small variations of ±1–2% in image counts are not refunded or re-invoiced.
• We may decline or cancel orders at our discretion.

6) Urgent orders

• Must be agreed in writing before sending your order.
• A 30% surcharge applies to cover staff overtime.
• Scan quality is never compromised.

7) About your films & media

• Please ensure you send the correct film/media type as shown on our website. If different formats arrive, we will scan and adjust the invoice accordingly.
• We do not pre-count material; all items received are scanned and charged.
• Avoid cutting negatives shorter than two frames, or they cannot be scanned normally.
• We scan all frames on negatives and APS film; selective frame lists are not accepted.
• Video tape repairs are charged separately in addition to the conversion fee.

8) Virus protection

All discs and digital media are scanned with professional antivirus and anti-spyware systems before dispatch. You should still use your own antivirus protection.

Our liability is limited to replacing any infected disc and its postage cost. We are not liable for any damage to your hardware, software or data caused by computer viruses.

If you believe our media contains a virus, contact us immediately with details and a screenshot of the warning.

9) Data backup & storage

• We keep customer data for at least 60 days from completion.
• Data supplied via USB, CD or secure download is for transfer only — please back up as soon as you receive it.
• Do not edit files directly on USB/SD cards.
• If your supplied media fails within 60 days, return it and we’ll replace it with your original data free of charge.

10) Download service

• The download option is free and avoids return-postage costs.
• Originals are stored for one month after your download email is sent, then securely disposed of.
• Large projects may require a USB or your cloud link/hard drive.
• If you later need originals returned, email us and pay our standard return shipping fee.
• Download links remain active for at least 14 days (extensions free on request).

11) Using your own USB / hard drive

Back up any existing data. Drives may be formatted before use to protect our systems.

12) Limitation of liability

Our liability for goods or services is limited to replacement of goods or equivalent services, or resupply of the same service.

We are not liable for indirect, consequential or data-related losses; failures of discs/USBs in your computer; or damage/loss caused by courier or postal services.

If your originals are lost or damaged while in our possession, we will compensate up to your order value or £100 (whichever is less), after all recovery attempts. Items lost in transit to/from us are the responsibility of the carrier.

Sending materials is at your own risk. We recommend tracked/insured delivery.

13) Delivery & packaging

• We aim to meet our advertised timeframes; smaller orders are often quicker.
• We reuse packaging where suitable to reduce waste.
• Ensure your delivery address is accurate; we can’t replace items sent to an incorrect address at our expense.
• Courier dates are estimates only; lost or delayed deliveries do not entitle cancellation.
• Heavy parcels (>1.5 kg) incur courier charges as shown on our website.
• Orders without return postage are processed as download-only.
• Slides are not returned in plastic sleeves (shrinkage risk); they are secured with bands.

14) Returns & exchanges

Email us first for authorisation. See our Returns Page for details.

• Scanning services aren’t refundable once digital copies have been supplied.
• Faulty media (e.g. damaged USB/DVD) is replaced upon return.
• Return shipping is your responsibility; retain proof of postage and suitable insurance.
• Items must be returned within 28 days, unused, undamaged and in original condition.
• Issues must be reported within 14 days of receipt.
• If a rescan is requested and the original scan is correct, a service fee may apply.

15) Scanner settings & image order

• We use professional default settings unless you request otherwise.
• For specific adjustments (colour correction, dust removal, sharpening, etc.), please arrange before ordering.
• We recommend our free trial for custom requirements or library/platform specifications.
• Image order cannot be guaranteed due to the scanning process; you can rename/reorder digitally after delivery. Flatbed photo order sequences aren’t possible.

16) Image & folder naming

Images and folders are automatically numbered. Custom naming can be arranged for a pre-agreed fee, but we recommend renaming them yourself after delivery.

17) Cine film with audio

Where cine film contains audio, sound cannot be processed in our system. You will receive video only.

18) Feedback & complaints

If you have a problem, please email us first — most issues are quickly resolved by rescan or advice. False or misleading feedback that harms our business may be treated as defamatory. Courier issues should be raised directly with the courier.

19) Copyright material

• By sending materials, you confirm you own the copyright or have permission from the copyright owner.
• We act only as a conversion service and do not police content ownership.
• All copyrights remain with the original owners.

20) Website use

Automated data-scraping tools or bots are prohibited unless operated by recognised search engines. Unauthorised data extraction may be treated as a security breach and pursued legally.

21) Use of images for promotion

We may occasionally showcase generic, non-identifiable images (e.g., scenery, vehicles, buildings) to demonstrate our work. We never use identifiable personal photos without consent. To opt out, please contact us.

22) Privacy, Cookies & GDPR

• We collect only essential information (name, address, email, contact number, delivery details, payment info) to process your order.
• We use your data solely to provide our services and share it only with delivery partners (Royal Mail/courier) for shipping and tracking.
• We do not send marketing emails or newsletters.
• We do not use cookies on our website.
• Order data is stored securely in WooCommerce and accessible only to authorised staff.
• Originals and digital files are stored securely onsite behind a firewall. For downloads, we use GDPR-compliant third-party file-sharing services.
• Following us on social media is optional; you can unfollow at any time.

23) Disclaimer

All information on this website is provided in good faith and believed to be accurate. Mr Scan makes no warranties about completeness or accuracy and accepts no liability for errors or omissions.

End of Terms and Conditions

If anything is unclear, please contact us before placing an order. We’re here to help.