Mr Scan Terms and Conditions

We know that nobody likes reading terms and conditions however we do recommend that you read the following so that you understand the full services that we offer.



  • These terms and conditions shall govern the use of the Mr Scan website and the purchase of any goods from it.
  • The website is owned and operated by Mr Scan.
  •  Mr Scan reserve the right to amend or update these terms and conditions at any time without providing notice.
  • By using our services, you acknowledge that you have read and understood these Terms and Conditions.
  • Should you have any questions, please Contact Us prior to ordering from this website.
  • Copyright in the Mr Scan website is property of Mr Scan. Material on this website also comprises copyright material, trademarks and registered trademarks which are the property of Mr Scan and third parties. This property may only be used for the purposes of browsing the Mr Scan website and acquiring goods and services of Mr Scan.

Placing and Accepting Orders

  • By sending Mr Scan your films or other material you are placing an order and excepting our online prices and terms. Prices correct according to our online price list on the day material is received or when order is made online (If made online). If an order is received with no instructions as to the level of service required then we will scan using our standard service.
  • We reserve the right to cancel your order if verification fails. This is as much for your security as it is for ours.
  • Fraud – Mr Scan will pass on any information relating to suspected fraudulent activity to appropriate authorities.
  • All information is held securely by Mr Scan using Secure Sockets Layer (SSL) software and is protected by state-of-the-art encryption and firewall technology.
  • If you need to cancel an order, please contact us immediately.
  • Parcels from outside the UK  – Please make sure that you fill in the customers information correctly, when sending films to us the films have no commercial value and you are not importing goods to the UK. (value must be less that £5GB) If you put a high commercial value on your package then any import tax will need to be paid before we can collect your parcel from UK customs. UK customs will return any unpaid parcels to the sender.
  • Payment – Orders will only be despatched once payment in full has been received and Mr Scan is satisfied with the integrity of the order. All original material will be kept within our studio until full payment has been received in a form of lieu. Our payment terms for invoiced projects is 7 days from the day of our email invoice.
  • Quotations – All quotations are valid for 28 days and must be made in writing via email from Mr Scan Ltd. If when requesting a quotation you are unsure of your film type please use our film guide or send us a photo to clarify. We produce many quotations daily so can not cross-reference orders when they come in with every pre-provided quotation, if we have provided you with a quotation this must be sent in with your actual films for it to be valid. Films sent in for scanning must also match the film quoted for.
  • We reserve the right not to provide goods or services, or cancel orders (or part thereof) at our sole discretion at any time and we will not be held liable for loss or damage arising from the exercising of these rights.
  • Urgent orders– We understand that sometimes orders are required to be scanned urgently, we will do all we can to accommodate this however we need to have agreed this in writing prior to any order, there is a 30% surcharge for any order required quicker than our standard turnaround times. This additional charge covers staff overtime which is required to advance an order to urgent. An urgent order will not be a rushed order, we will still make sure that every scan is of top quality, we don’t cut corners.
  • Minimum order value – Our Minimum invoiced order value as of 2023 is now £10. You can still place a prepaid order on our website for any amount.
  • Discount codes/promotions – If we have a promotion on our website it will only be valid during the times that it is displayed on our website. Orders must be made via our website checkout system for the promotion to be valid even if its an order to be invoice upon completion via our Simple Scanning Service. An order must be raised. Discount codes found on third party websites are often fake and we can not honour them.

About your films

  • Identifying film – we clearly identify each type of different film that we scan on our website in means of photographic examples and clear size measurements (where applicable). It is your responsibility to make sure that you send us the correct films as ordered online or quoted for. We scan all film we receive and invoice for variations to the original order or quotation where required. So please double check you know what type of film you are sending us first, any questions simply email or call us for verification.
  • Incorrect film – It is your responsibility to check that the films you send in to us are the ones you have ordered for scanning, variations with film will be charged/refunded according to our website prices for the correct film type. If in doubt please check our film guide page.
  • By sending us your films to scan we are undertaking the knowledge that you know what type of film you have sent us and know the price we charge as set on our website.  Full details of all the types of film we scan can be found on our film guide, link below (Any questions please ask):

  • We do not count any material to give a quotation, all material sent to Mr Scan will be scanned and charged for. Counting is done either by our scanners or in advance by our customers (you)
  • We scan everything we receive, if you do not wish for images on a strip to be scanned then please cut strips down to a minimum of two images. Sending us a list of images numbers to be scanned is not accepted, we scan everything.

Virus Protection

  • At Mr Scan we do all we can to prevent the spread of computer virus’s. We use the latest technology virus and spyware scanning systems which we apply to all discs before shipping.
  • We strongly recommend that you use your own virus protection software for your PC.
  • In the unlikely event your media contains a virus, Mr Scan agrees to either replace the affected media plus any shipping costs associated with the affected disc. Mr Scan’s liability is limited to the replacement of only the virus-infected media received from Mr Scan . Mr Scan does not assume liability for any costs associated with repairing or replacing any computer components, hardware, additional software, computer files, or any other costs associated with repairing, replacing, or removing virus-infected files from your computer.
  • If you believe that our media has a virus please contact us immediately and let us know what virus file you think is on the  media and also supply is with information on your virus detection software and if possible a screen dump of the warning message. This will help is to confirm any such problem.

Data Backup

  • We keep all data for a minimum of 60 days from the date of completion. This is from the date we either ship out a prepaid project or the day we invoice a project where a payment is required. As per our website and paperwork please make a back up of your data. We supply your data on many different types of media such as CD, USB stick or download. HOWEVER this is only a method of transporting the data to you, we recommend you copy your data to your computer as soon as you receive it. Editing data on a USB stick or SD card is NOT recommended.
  • As with all data you need to make a backup of your own. If within the first 60 days the media device fails simply email us to put a hold on your data and return the media device. This will then be checked and if required replaced containing your original data free of charge.

Download Option

  • This option is FREE, we don’t charge any extra for our download service, this also saves on any return shipping charges. Your originals will be kept in storage for one calendar month after the download email has been issue then disposed of.
  • If you do happen to require your originals back just drop us an email and we will ship them back upon receipt of our standard shipping fee. (Paid via an email invoice or upfront)
  • If you opted for the originals to be returned and you have not received them within 14 days of receiving your download link then please let us know.
  • Data is stored online for a minimum of 14 days for you to download, if you require more time just ask, we don’t charge extra, and don’t forget we also store images for many months on our internal servers.

Personal Hard Drive/USB Stick

  • If you wish to supply your own hard drive or USB stick for your data please make sure any previous data is backed up as there is a good chance that your drive will be formatted (wiped) before it goes on our system to prevent the spread of viruses.


  • Generally we ask for payment via bank transfer after scanning has been carried out. We will hold on to all images and material until full payment is received.
  • Prices invoiced will be as per our website prices or a pre-arranged written quotation.
  • All prices are subject to local tax (VAT) which is worked out on our quotation once you select your correct country.
  • All invoices are strictly 7 day payment terms. We have the right to charge interest at 8% above the basic bank of England interest rate plus a late fee set by late payment legislation UK for business to business invoices. We reserve the right to remove any online discount for late payments.
  • All quotations valid for 28 days
  • It is highly advised to use our automated quotation system to obtain a price for your project prior to sending us any material as once we receive your material it will be scanned and invoice accordingly.
  • If you send us material that is to be invoiced after scanning please make sure that you have sufficient funds to pay for the work carried out. If you are unsure on how many images you are sending for scanning we strongly recommend counting your images as guess work is sometimes way out. With negatives some customers weigh them to get a rough estimate. We do not offer a counting services, the only way we can tell you how many images you have is by scanning them.
  • If you have a maximum budget for your project please put this in writing via email prior to us starting scanning, if there is not a set budget in writing we will scan and invoice all items sent in for scanning.
  • Cheques over £250 will need 7 days to clear before shipping/collection of any goods.
  • Invoiced orders can only be made via BACs, Cheque or Cash.
  • If a transaction is reversed by the customer after shipping of goods it will be classified as fraud and reported to the authorities. This includes the PayPal resolution process. Our overdue policy will also come into effect after 30 days of invoice date.

Limitation of Liability

  • Any liability of Mr Scan in connection with goods or services supplied to you will, at the election of Mr Scan, be limited to:
  • In relation to goods, the replacement of the goods, the supply of equivalent goods.
  • In relation to services, the supplying of the services again, the supply of equivalent services.
  • You further acknowledge and agree that Mr Scan will not be liable to you or any other person for any direct or indirect damages resulting from use of goods or services supplied to you, or on behalf of you, through the website. Mr Scan are not responsible for data discs failing in your machine, this is down to the disc manufacture.
  • All our digital media is pre-checked with virus-checking programs. Mr Scan will not accept any responsibility for any damage or loss caused through the use of media devices.
  • The sending of goods, such as but not limited to, tapes and films to Mr Scan is solely the responsibility of the sender. We recommend you take every precaution to cover any eventuality, including the loss of goods. We guarantee that in the unlikely event of a failure to return such items, we will replace the digital media that you have ordered within 28 days of posting your order. This way you will not lose your memories, however, despite our every care in this situation we can not in anyway guarantee the originals.
  • Any compensation claim for lost or damaged originals should be arranged via the customer and the third party shipping company, Mr Scan has no responsibility at all to provide any form of compensation arising from lost, damaged or delayed items in the post be it on its incoming or return journey. We will of course assist the customer where possible but will provide no financial benefits.
  • If we lose your package of original photos or videos while in our possession through mishandling or negligence on our part we will pay you up to a maximum of you order value in compensation for the loss after first exhausting all other efforts to recover your originals. If we are unsuccessful we will reimburse you up to the value of your order* for your loss. * If order has been pre-paid and the order has not been converted to a digital format at the time of the loss a refund will also be issued. Otherwise, our expenses and restitutions for lost or damaged materials while in our possession can never exceed the raw cost of the materials or £100, whichever is less.   We are not liable nor responsible for any materials not in our possession.  Items lost or damaged while in transit are the responsibility of the carrier’s company and are subject to that company’s terms.
  • You, the user, understand and agree that the submission of any photos and/or film to Mr Scan,  is done at your own discretion and risk and that you will be solely responsible for any loss or damage to your photos, and any damage to your computer system or loss of data that may result in the download or upload of any material. Mr Scan does not assume any responsibility for any loss, physical, or personal damage, or any other type of damage that may in any way result from the use of its products or services. Mr Scan shall assume no responsibility nor liability, for damage, loss, delay or irregularity to persons or property in connection with third parties over which Mr Scan has no control.

Liability for items transit:

  •  Transit will start when a parcel is posted, handed to the courier. Items lost whilst in the care of the courier or postal service (including Collect+) are their responsibility. As with all courier and postal services it is not possible to insure original photos or videos in transit. These items do not have a monetary value.


  • We are primarily a mail order company so most communications are carried out via email, please make sure you check your junk email folder, if you are not receiving emails from us please add us to your approved list or contact us to let us know.
  • All telephone calls are recorded.


  • We aim to get your films and digital data back to you within our advertised time scale, however most smaller orders are usually quicker.
  • We will  try to re-use your original packaging to return your films to you, this saves you additional packaging costs and is more environmentally friendly. However if a customer does send films in packaging that is not suitable for the return journey it will be replaced or repaired at Mr Scans discretion. We also aim to make the return packaging small enough to fit through your letterbox if possible as this saves any missed delivery attempts. If you do wish to keep particular packaging items please let us know.
  • It is your obligation to enter the correct delivery address details at the time of ordering. Should you enter the wrong address, we are not obliged to re-send the order to the correct address at our expense.
  • We will provide you with an estimated date for delivery of all parcels via the courier services (excludes royal mail standard post). While we make every effort to deliver by this time, all dates specified are estimates only.
  • We will not accept liability for any loss or damage arising from items lost, stolen or damaged during delivery by a third party company. If you do not agree with our returned delivery method then you are more than welcome to instruct your own courier, just let us know details in advance.
  • It is the responsibility of the customer to inform Mr Scan if an order does not arrive. Once we learn an order has not arrived by the due date, we will lodge enquiries with the courier to ensure delivery occurs as soon as possible. We will not be held liable for any loss or damage resulting from late delivery. a Late or a lost delivery does not constitute a failure of our agreement, and does not entitle you to cancellation of an order.
  • Please note that if an item has been lost in transit, we will not dispatch a replacement item immediately. Replacement items will be dispatched according to our discretion.
  • If you have not received your package within 7 days of you despatch email then please contact us to make sure that we keep your images on file for an extended time or do not scrap your originals (if this was scheduled). Please note that our despatch email is sent out on the day your item is shipped, please make sure that you check your junk or spam email folders for this email as we are not responsible for emails not arriving. Please allow up to 28 days for the third party courier company to deliver your parcel. We will send replacement discs after 28 days at our discretion, it is also totally at Mr Scans discretion to send replacement discs earlier than 28 days.
  • Package weight – If you send us a heavy parcel then you must be prepared to pay the return shipping costs – All parcels over 1.5kg are returned via a courier services, charges are clearly shown on our website.
  • Orders sent in with no return shipping payment will be our download only service.
  • Slides will not be returned in plastic folder sleeves as we find over time this plastic shrinks and makes it a massive if not impossible task to return each slide to its folder. In cases with plastic folder sleeves slides will be returned  with elastic bands.


Returns and Exchanges

  • In order to return any product to us you will need to email us to obtain authorisation, full details on our RETURNS PAGE
  • We are happy to advise you in advance of your purchase to help you make the best choice. If you have any specific requirements for your images, i.e. they need to be a certain file size or dedicated colours then we always recommend you use our trial service before sending any orders. This way we know exactly how you want your scans and you know exactly what you are getting as making changes after an order has been processed is not possible.
  • You can not return products that have been supplied to you by our scanning service, unless there is a fault with the product. Under no circumstances will a refund be issued for our scanning services if we have provided you (the customer) with a copy of the digital images. If the media device (DVD/USB) arrives damaged or faulty then a replacement will be arranged upon receipt of original.
  • If you return any goods via a Royal Mail Post Office/Courier, please keep the appropriate proof of return and ensure you are covered for the appropriate amount of insurance. If the returned item goes missing in transit to us, we will deem you not to have returned the item.
  • If you return items to be rescanned and we find that there is no fault with the original scan there will be a service charge.
  • It is your responsibility to ensure the goods are adequately packaged to ensure that they are not damaged during return transit.
  • All returned goods must be: Unused, unopened and in original condition. Undamaged. Returned within 28 days of delivery.
  • You will pay the delivery costs of the return to Mr Scan. We will not refund initial delivery and any other fees.
  • Please note that all products that are found to be non-defective may incur a non-faulty test charge plus the delivery costs of returning the item to Mr Scan.
  • Any problems with images or media device must be reported to Mr Scan in writing within 14 days of receiving your order.


  • On the rare occasion when a rescan is required then these images will be emailed via a download link  to our customers. The rescanned images can not be added to any previously burnt CD/DVDs. If you return your USB/SD card we can also add it to these.

Specified scanner settings

  • As with all scanners they each have many different setting to adjust to produce an image, at Mr Scan we use our standard scanner settings unless advised differently prior to taking an order. Setting such as dust removal, colour correction, edge enhancement and sharpness are all full adjustable with most of our scanners.
  • If you require any special requirements for your images please discuss this with us prior to making your order. As some settings may not be adjustable with certain film types due to scanners and software  that we use.
  • We strongly recommend that if you do require anything special then you use our free trial service so you can test for yourself. This also applies to online photo libraries as many will require certain criteria for scanned images that may require us to set our scanners up slightly different..
  • 99.9% of our customers leave the scanner settings to us to achieve the best results.

Image order

  • Due to the way we scan slides and negatives we cannot  guarantee any pre-set orders of images, we will do all we can to stick to an obvious order however there are many influences that can change this, for example different types/sizes of slides may need to go through different scanners, some images may need to be scanned again due to dirt levels or scanning incorrectly. Also some slides may need to have their mounts repaired or replaced due to being too weak to go through our scanners. We advise that the best way to put images in a particular order is to rename/re-order the images in digital format when you receive them back from us, It’s a lot easier when you can see the full image on your PC screen. With printed photographs we use multiple large flatbed scanners where photo order sequences are not possible.

 Returned order of originals

  •  As noted above we use bulk process scanners so cannot guarantee that we can keep your films is any particular order for their return, we will of course do the best we can to keep to any particular requests however with the way our scanners operate it may not always be possible.

Folder/image renaming

  • Images and folders are automatically numbered using our scanner system. If you wish for images or folders to be renamed we advise that you carry out this yourself once you receive your images back as you know the images better than anybody so can correctly name them, we can do this for you but due to the additional time it takes and the possibility of errors we do not like to take on this task, if we are requested to change folder names there will be a surcharge per folder or image and it must be pre-arranged and paid for prior to any orders. Simplest thing to do is to leave the numbering to our system. We will label envelopes with numbers which correspond with folder numbers on the disc so you can cross reference any titles.

Cine-Film with Audio

  • Audio on cine-film is very rare, if however your cine-film does contain audio it can not be processed with our system, you will receive video only.


  • If you do encounter an problem with our services please contact us as it will most probably be a simple issue that can either be resolved via email or a rescan. Please don’t go straight to our feedback system and leave bad comments as this is permanent and will result in no further support by Mr Scan being offered.
  • If you have any problems at all please email us before leaving and negative feedback, we are here to help, we can resolve any issues.Any false feedback or feedback aimed at a service carried out by a third party company will be classified as defaming our business.
  • Any issues with third party companies such as courier companies should not be directed at us at Mr Scan, if a third party company has let you down then please contact them directly.

Image and film Copyright.

  • Under copyright laws the owner of the copyright in images is the person who created or took the photographs. By submitting your photographs to us you warrant to us that you are the owner of the copyright or have express permission from the owner of the copyright.
  • You will own the copyright of all your images, we will not sell or give any of your images to any other person. However we may on very rare occasions we may use example images in our sample gallery, these photos will usually be of landscape pictures and not family photos.

Use of website.

  • With the exception of the main search engine bots, the use of data-mining/extraction software or bots by any company that is not collecting data for a search engine is strictly forbidden. In particular the use of Picscout will be treated as ‘hacking’. and as such will be prosecuted.

Use of Images for promotional use.

  • As we are proud of what we do at Mr Scan on occasions we may use certain images we scan on our website or social media to promote our service, we will only use generic images such as sceneries, buildings, or cars and not ones identifying people. If you wish to opt out of this then just let us know. Copyright of any image is still owned by the original photographer.

Privacy Policy – Cookies and GDPR

  • For Mr Scan to process your order, we need information such as your name, email, contact number, delivery address and payment details.
  • We only use your data to provide you with your service ordered via Mr Scan.
  • Your details are not passed on to any other person or company except for your postal address to Royal mail or our chosen courier company to supply the delivery service required. Courier companies will require an email address to send you tracking information. All companies are GDPR compliant.
  • We do not send out “spam” to our customers in any way.
  • Our website does not use or store cookies.
  • Data is stored on the secure database provided by the checkout company “Romancart”. Only we have access to this data for order processing.
  • Data is stored on the Romancart database for 18 months the automatically deleted.
  • We don’t supply newsletters or offers via email, post or telephone, once your order is complete with Mr Scan we will not communicate with you again unless you contact us where we will of course answer any questions.
  • If you follow us on social media then this is an opt in service, we offer news and promotions via social media only, if you wish to opt out simply stop following us.
  • No originals or digital copies of your photos, films or media leave the Mr Scan studio at any time, all data and originals are stored securely onsite. and behind a firewall. If you opt for our download service then data is securely shared with a third party file-sharing company who have very high data protection policies.Other than described above, Mr Scan will not use, sell or disclose your personal information without your consent.


End of Terms and Conditions

  • The information contained on the website is provided by Mr Scan in good faith. To the best of Mr Scan’ knowledge, the information is accurate and current, however, Mr Scan do not make any warranty as to the accuracy or completeness of the information.