Photo scanning terms and conditions

1. About the service

These Terms and Conditions apply to orders placed with Syrett Consultancy Limited, trading as MementoScan, through this website or otherwise agreed in writing. By placing an order, sending photographs to us, using an agreed pickup service, or using our services, you agree to these terms.

The Photo digitising service covers customer-supplied printed photographs. It includes scanning at the resolution selected at checkout, digital delivery of the completed files, and return of the original photographs unless otherwise agreed.

The optional USB stick delivery option provides a physical USB copy of the completed digital archive in addition to the digital download.

We do not provide professional restoration unless that is expressly agreed separately. Basic cropping, rotation, file preparation, and general scan handling may be carried out at our discretion as part of the digitising process.

2. Orders and pricing

Prices are based on the selected photo-count tier, scan resolution, and delivery option shown at checkout. Fixed online tiers cover 1-249, 250-499, 500-999, and 1000-1999 photos. Collections of 2000+ photos, unusual formats, fragile materials, albums, mixed boxes, or work requiring extra preparation may require a custom quote.

If the actual number, condition, format, or preparation required for the photographs differs materially from the order placed, we may pause the order and contact you before continuing. Additional charges may apply if extra work is required.

All prices are shown in GBP. Payment is due at checkout unless otherwise agreed.

3. Your responsibilities

You are responsible for:

• choosing the correct photo-count tier and scan resolution;
• providing accurate contact and delivery details;
• packaging photographs securely before sending them to us or using an agreed pickup service;
• using suitable postage, tracking, and insurance unless otherwise agreed;
• telling us about fragile, valuable, damaged, album-bound, or unusual items before work begins;
• keeping photographs in the order you want them scanned, if order matters; and
• downloading and backing up your completed digital files promptly after delivery.

4. Copyright and permissions

You retain ownership of your original photographs. We do not claim copyright ownership of your original photographs or the straightforward digitised copies created from them.

By placing an order, you confirm that you own the photographs or have permission from the owner or rights holder to have them scanned. You also confirm that the scanning, storage, copying, and delivery of the files will not infringe copyright, privacy, publicity, data protection, or any other third-party rights.

You grant us a limited, non-exclusive licence to handle, scan, copy, process, store, and transmit your photographs and digital files solely for the purpose of providing the service and related customer support. We will not publish, sell, share, or use your photographs for marketing without your separate written permission.

5. Refused or restricted material

We may refuse, pause, or cancel an order if photographs or files appear unlawful, abusive, exploitative, obscene, infringing, unsafe, contaminated, mouldy, pest-affected, wet, fragile, stuck together, or outside the practical scope of the service. If we reasonably believe material is illegal, we may report it to the relevant authorities.

6. Care of originals

We understand that photographs can be irreplaceable and will take reasonable care while they are in our possession. Printed photographs can be old, fragile, faded, curled, cracked, sticky, dusty, torn, water-damaged, brittle, or otherwise deteriorated. Normal handling and scanning may reveal or worsen existing damage.

We are not responsible for pre-existing damage, deterioration caused by age or storage conditions, loss or damage during transit outside our direct control, or poor results caused by the condition, size, colour, exposure, sharpness, fading, paper texture, or prior processing of the original photograph.

7. Delivery, transit, and turnaround

Unless we expressly agree otherwise, risk in the original photographs remains with you while they are in transit to us and while they are being returned to you. You should use a tracked and insured postal or courier service suitable for the value and importance of the photographs, unless we have agreed to collect them through the local pickup service.

Free return delivery is included for standard orders. Checkout collects the return address. Turnaround times are estimates and may vary depending on collection size, selected resolution, current workload, the condition of the originals, courier delays, illness, equipment issues, or events outside our control.

8. Scan quality and resolution

We aim to create a faithful digital copy of the supplied photographs at the resolution selected in the order. 300dpi is suited to everyday viewing, 600dpi gives a sharper archive copy, and 1200dpi (interpolated) is the maximum-detail output for important collections.

Scan quality depends on the original photograph. Colour, brightness, contrast, sharpness, cropping, borders, dust, scratches, marks, fading, and paper texture may vary. We do not guarantee perfect colour matching, restoration, enhancement, dust removal, repair of damage, or improvement beyond what the original allows.

9. File delivery and retention

Completed files are delivered by digital download and, if purchased, on USB media. Digital download links are not long-term storage. You are responsible for downloading, checking, storing, and backing up your files.

Unless otherwise agreed, we may delete completed digital files from our systems 8 weeks after delivery. We are not responsible for loss of digital files after they have been delivered, after the retention period has expired, or where loss is caused by your device, software, internet connection, download failure, storage failure, accidental deletion, or failure to back up.

10. Cancellations, refunds, and rework

If you need to cancel or change an order, contact us as soon as possible. If scanning has not started, we may cancel and refund the order, less any payment processing, postage, packaging, handling, or preparation costs already incurred.

Once scanning, preparation, processing, or custom work has started, refunds are not available for work already carried out. Because the service is performed using customer-supplied materials and is made to your specifications, cancellation rights may be limited once we have begun the service or supplied digital files.

If we make a clear processing error, we may, at our choice, re-scan affected items, repair the files, replace the digital delivery, or refund the affected part of the order. Please contact us within 14 days of delivery if you believe there is a problem.

11. Liability

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or your statutory rights.

To the maximum extent permitted by law, we are not liable for indirect, consequential, special, business, reputational, emotional, sentimental, or third-party losses. Our total liability for any order is limited to the amount you paid us for that order. Our liability for original photographs is limited to the amount paid for the scanning service for the affected order, not the sentimental, archival, historic, or replacement value of the photographs.