“ChoiceDigitalGroup/MemoryPhotoScans”
Scan Services Policies Agreement

Definitions
“Scan Services Order”
A “Scan Services Order” is defined as any work requested to be performed by “ChoiceDigitalGroup/MemoryPhotoScans”
for hire, including but not limited to:
● Printing (Scan Services Print Order)
● Scanning (Scan Services Scan Order)
● Advanced Visualization (Image Editing/Enhancement)

Scan Services Clients may not submit media to “ChoiceDigitalGroup/MemoryPhotoScans” for involvement in a “Scan Services Order” that infringes on the copyright of any other being or entity. “ChoiceDigitalGroup/MemoryPhotoScans” reserves the right to refuse service to any Scan Services Client whose Scan Services Order is found to contain copyright protected elements which are not of their own creation or ownership. At any point “ChoiceDigitalGroup/MemoryPhotoScans” may request proof of ownership or right to reproduce media before accepting a “Scan Services Order”.

Client
A Client is defined as the individual or organization who solicits a “Scan Services Order” from “ChoiceDigitalGroup/MemoryPhotoScans”.

In-Production
A “Scan Services Order” is deemed In-Production once all necessary files, originals, or other supporting materials have been received from the Client and all pertinent information regarding the specifics of the order have been confirmed by email or signature. The “Scan Services Order” is considered fixed once it is deemed In-Production, where no further adjustments to the order can be made by the Client without approved written/email consent. “Scan Services Orders” can not be supervised by the Client. After submission, the Client will be notified by email when edits, digital proofs and final prints are complete. Turnaround Time begins only after a “Scan Services Order” has been deemed In-Production.

Retained Rights
“ChoiceDigitalGroup/MemoryPhotoScans” and its Staff reserve the right to refuse working with or accepting a “Scan Services Order” request from any current or prospective Scan Services Client. “ChoiceDigitalGroup/MemoryPhotoScans” and its Staff reserve the right to determine if and when any Scan Services Client disregards these policies, as outlined in this agreement.

All Scan Services Clients declare they have read and understood the “ChoiceDigitalGroup/MemoryPhotoScans” Scan Services User Agreement and agree to be bound by its terms.

General “Scan Services Order” Production Policies
Data Collection
When a Scan Services Client requests Services from “ChoiceDigitalGroup/MemoryPhotoScans”, personal information such as the Scan Services Client’s name, email, selected piece of equipment, and approval of this agreement on file. This information is not shared with any third parties and is used strictly for internal use and bookkeeping purposes.

Post-Production Approval Process
“ChoiceDigitalGroup/MemoryPhotoScans” Staff completes a post-production approval process before contacting a client to receive a completed order. Work is not released until staff completes this process under any circumstances.

Standard Turnaround
Standard Turnaround is estimated at 5-7 Business Days and is deemed appropriate for most “Scan Services Order” requests, but does not serve as a guarantee of any kind and adjustments to turnaround time are made entirely at “ChoiceDigitalGroup/MemoryPhotoScans” discretion. “Scan Services Order”s that are of excessive quantity, size, workload, or any other quality deemed extraneous or necessary will be communicated with the client to provide transparency in the estimated turnaround time.
While “ChoiceDigitalGroup/MemoryPhotoScans” strives to have all equipment functional at all times, in the event of equipment failure or extensive maintenance, turnaround times will be extended and a “Scan Services Order” may be unable to be completed on time or at all. Clients will be notified of the failure and subsequent outage approximation to assess a revised order turnaround time.

Packaging and Shipping
All fees incurred for “Scan Services Order”s that are to be packed and shipped are the responsibility of the Client. Shipping estimates can be provided upon request but are not guaranteed. “ChoiceDigitalGroup/MemoryPhotoScans” prioritizes using USPS and UPS. Packages are insured up to $100-150 respectively through the handler. If a client wants more insurance, signature confirmation, or expedited shipping, it is their responsibility to make that information known and pay for those additional costs. Once the “Scan Services Order” has been received by the shipping carrier, it is effectively deemed “Complete” and any issues regarding the timing, condition, or location of the order to be received are to be resolved with the shipping carrier by the Client. “ChoiceDigitalGroup/MemoryPhotoScans” is not liable for damaged, lost, delayed, or otherwise undesirable orders once the “Scan Services Order” is in the possession of the shipping carrier. Filing claims for lost or damaged packages are the responsibility of the Client and must be made with the shipping carrier.

Packaging supplies can be provided by “ChoiceDigitalGroup/MemoryPhotoScans” depending on the particulars of a given “Scan Services Order”. The method(s) and amount(s) of packaging used for any “Scan Services Order” are determined by “ChoiceDigitalGroup/MemoryPhotoScans” in respect to the method of transmission to the Client. Alternate packaging amount(s) and method(s) must be confirmed in writing before “Scan Services Order” production begins. This includes but is not limited to separating prints into individual packages, adding additional packaging materials, or otherwise altering the packaging method(s) and amount(s) deemed appropriate by “ChoiceDigitalGroup/MemoryPhotoScans”. If alternate packaging amount(s) and method(s) are desired, additional packaging fees will occur in accordance with the increased labor and materials.

Intent to have a “Scan Services Order” shipped is required when an order is confirmed and deemed In-Production. Orders must have complete and accurate shipping destination information, desired carrier, desired speed, and any additional information 2 business days prior to the estimated completion date. Any inaccuracies or incomplete information may delay shipping times.

Limit of Liability
Although extreme care is taken in the handling and safekeeping of all film(s), print(s), digital file(s), and other client original(s), “ChoiceDigitalGroup/MemoryPhotoScans” is not liable for any loss or damage that may occur while those materials are in “ChoiceDigitalGroup/MemoryPhotoScans”’s possession. Clients are responsible for picking up all of their belongings associated with a “Scan Services Order” upon completion. “ChoiceDigitalGroup/MemoryPhotoScans” is not responsible for any materials left in “ChoiceDigitalGroup/MemoryPhotoScans”’s possession for more than 30 days.

“ChoiceDigitalGroup/MemoryPhotoScans” is not responsible for the content(s) of a “Scan Services Order” or associated belongings of the Client once they have left the premises for shipping. “ChoiceDigitalGroup/MemoryPhotoScans” is not liable for damaged, lost, delayed, or otherwise undesirable orders once the “Scan Services Order” is in the possession of the shipping carrier. Filing claims for lost or damaged packages are the responsibility of the client and must be made with the shipping carrier.

Scan Services Scan Order Production Policies
Final Scan Production
Final scan production starts once “ChoiceDigitalGroup/MemoryPhotoScans” receives the originals to be scanned. scan orders results will be in the .jpg file format.

Invoicing, Estimates and Payment
Payment for “Scan Services Order”s are to be paid in full before any goods or services produced or provided by “ChoiceDigitalGroup/MemoryPhotoScans” are transferred to the Client, which includes but is not limited tophysical prints, edited image files, and scan files. Payment is to be made via electronic invoice received via email and paid with a debit card, credit card, or Paypal account. Accommodations may be made at “ChoiceDigitalGroup/MemoryPhotoScans”’s discretion for those who cannot access electronic payment options.

Deposit(s)
Any “Scan Services Order”, and all “Scan Services Order”s estimated at $1,000.00 or greater, may require a 50% deposit to start production. Staff will confirm in writing when a deposit will be necessary.

Delinquent Account(s)
Work done for delinquent accounts over 60 days will be emailed requesting payment. If payment is not received, prints, scans, and any originals will be disposed of. Clients who maintain delinquent accounts will have a hold on their account for the delinquent payment amount and not be permitted access to “ChoiceDigitalGroup/MemoryPhotoScans” facilities in any regard until payment is remitted in full.

Estimate(s)
Estimates in writing are provided upon request, which are transferred to the Client via email. Physical copies of an estimate may be requested if desired. All estimates are valid for 30 calendar days from the date of creation, and may differ from the final invoice. Estimates must be approved by the Client before “Scan Services Order” production begins in any capacity. Estimates are not receipts and are subject to change. Verbal estimates or discussion about the cost of a “Scan Services Order” are not considered a valid estimate of services to be provided.

When a Service client violates ANY of the protocols listed in this document, “ChoiceDigitalGroup/MemoryPhotoScans” has the following protocols in place:
● We will make the Scan Services Client aware of the areas of this agreement they
are in violation of.
● “ChoiceDigitalGroup/MemoryPhotoScans” will keep reports of violations on file.

I have read and understood the “ChoiceDigitalGroup/MemoryPhotoScans” Scan Services Policies Agreement and agree to be bound by its terms when I submit a Scan Service Order.  Thank you.