Terms & Conditions Packages
These terms and conditions outline the rules and guidelines for using our photo scanning services. By engaging with our services, you agree to comply with these terms. Please read them carefully.
1. Services Provided
We offer professional photo scanning services, including:
- Scanning of physical photographs at 600dpi or 1200dpi resolution.
- Basic editing, including rotation, cropping, and basic colour correction.
- Optional folder organisation as selected or included in your chosen package.
- Delivery of digital images via secure download link, USB drive, SD card, or DVD (as selected).
- Gift vouchers which can be used towards our services.
We offer our services through pre-set packages (Starter, Essential, Family, Legacy) and bespoke quotes for larger collections.
We reserve the right to refuse to scan or process any photos that we deem unsuitable, including but not limited to damaged, sticky, or non-standard sized photographs. In such cases, the customer will not be charged for these photos. For additional details regarding the types of photos we are able to scan and those we cannot, please refer to our help article here: Types/sizes of photos we can/cannot scan.
2. Packages, Pricing & Overage
Package Selection
Customers may select from our range of fixed-price packages, each covering a specified maximum number of photos (e.g., Starter: up to 200 photos). Packages are priced for the maximum quantity stated and are not subject to reduction if fewer photos are supplied.
10% Grace Buffer
To allow for natural miscounts, we include a 10% grace buffer on all packages. For example, a 200-photo package covers up to 220 photos at no additional cost. This buffer is applied automatically and does not reduce the package price.
Overage Charges
If the number of photos received exceeds the package limit plus the 10% buffer, the additional photos will be charged at our standard overage rate of 25p per photo. We will contact you for approval before scanning any overage photos.
Bespoke Projects (2000+ Photos)
For collections exceeding 2000 photos, a bespoke quotation will be provided. Bespoke pricing is calculated at a volume rate from 12p per photo, subject to a minimum project fee of £300. Final pricing will be confirmed during checkout and before work commences.
3. Customer Responsibilities
Posting Photos: Customers are responsible for securely packaging and posting their photos to us. We recommend using a tracked and insured delivery service, as Best Photo Scan is not liable for any loss or damage during transit to us. Please refer to our packaging guidelines available here: How should I package my photos?
Photo Ownership: By sending us your photos, you confirm that you are the rightful owner or have permission to use and reproduce the images.
Photo Condition: We will handle your photos with care, but we are not responsible for pre-existing damage or deterioration.
4. Payment Terms
Deposit: A 25% deposit is required to confirm your order. This deposit is non-refundable once work has commenced.
Automatic Balance Collection: By agreeing to these terms, you authorise us to automatically charge the remaining balance to the original payment method upon completion of the scanning services. The final balance will reflect:
- Your chosen package price, plus
- Any approved overage charges, plus
- Any optional extras selected at checkout (e.g., additional USB drives, express service).
If the automatic charge fails, we will notify you, and payment must be made within 7 days to avoid delays in delivering your scanned images.
Payment Methods: We process payments through credit and debit cards utilising Stripe as our payment processor.
VAT Information: Best Photo Scan is not VAT registered, and all prices quoted are VAT-free.
5. Folder Organisation
Starter Archive (200 photos): Folder organisation is available as an optional extra at checkout at a cost of £1 per folder.
Essential, Family & Legacy Archives (500+ photos) & Bespoke Projects (2000+ photos): Folder organisation is included as a standard benefit. We will create digital folders matching any labels you provide on your envelopes.
6. Delivery
Digital Delivery: All orders will be delivered electronically through our chosen file-sharing platform and sent to the email address provided. Please ensure your email address is accurate.
Physical Delivery: Where selected, physical media (USB drives, SD cards, or DVDs) will be included with your returned originals.
Return Delivery: We return your original photographs via a fully tracked service at no additional cost. Delivery timelines will be communicated upon order completion. While we strive to meet these timelines, we are not liable for delays caused by unforeseen circumstances or courier issues.
7. Turnaround Times
Our standard turnaround time for scanning is 3-5 working days from receipt of your photos. This excludes weekends and bank holidays. Turnaround times may vary during peak periods (e.g., Christmas).
Priority/Express Service: Where selected, we will prioritise your order. You will normally receive your download link in only 1 working day.
8. Gift Vouchers
- Gift vouchers can be purchased for any value and used towards any of our services or packages.
- Vouchers are valid for 12 months from the date of purchase.
- Vouchers cannot be exchanged for cash or refunded.
- Vouchers are digital and can be sent via email or printed.
9. Cancellations and Refunds
Cancellations: If you wish to cancel your order, please notify us immediately. If work has already commenced, the 25% deposit is non-refundable and you may be liable for additional costs incurred up to the point of cancellation.
Refunds: Refunds are only issued in exceptional circumstances, such as if we are unable to complete the service for any reason. Package overage charges and optional extras are non-refundable once the service has been completed.
10. Data Retention
We keep a copy of your scanned images for a period of 30 days following the scanning process to accommodate any potential issues or requests for re-delivery. After this period, files may be permanently deleted from our systems.
11. Liability
We take utmost care in handling your photographs. However, we are not liable for damage to photographs caused by pre-existing conditions (e.g., fragility, mould, stickiness) or deterioration of photos during transit to or from our premises.
We are not responsible for any loss or damage to digital files once they have been successfully delivered to the customer.
Our total liability to you shall not exceed the total amount paid for the specific order in question.
12. Privacy and Data Protection
We comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Your personal data will only be used for the purpose of providing our services and will not be shared with third parties without your consent.
13. Ownership and Copyright
You retain full ownership of the original photographs and the digital scans created.
By using our services, you grant us a limited license to handle, scan, and store your photographs solely for the purpose of providing the service.
We will not use, reproduce, or distribute your photographs for any other purpose without your explicit consent.
14. Changes to Terms and Conditions
We reserve the right to update or modify these terms and conditions at any time. Any changes will be effective immediately upon posting on our website.
15. Contact Us
If you have any questions or concerns about these terms and conditions, please contact us at:
Best Photo Scan
13 Leeward Park, Ayr, KA7 4XF
info@bestphotoscan.co.uk
By using our services, you acknowledge that you have read, understood, and agreed to these terms and conditions.
Thank you for choosing Best Photo Scan to preserve your memories.