Order Form

Terms and Conditions for Online Order Service

Document Date: 4th December 2024

Welcome to ProScan, a brand name operated by Document Options Ltd. By using our Online Order Service you agree to the following terms and conditions. Please read them carefully before proceeding with your order.

1.    Overview

ProScan provides digitisation services. Customers mail in or deliver their documents, photos, books or other items (collectively referred to as “Originals”) to our production centre. We will digitise the Originals and provide “digital copies” to the customer via a secure download link.

2.    Couriering Originals

•     Customer Responsibility : Customers are responsible for securely packaging their Originals to ensure safe delivery to the production centre. Please use protective materials such as padded envelopes, tubes or sturdy boxes to prevent damage during transit.

•     Courier Costs : Customers are responsible for all courier costs to and from the production centre.

•     Tracking and Insurance : We strongly recommend using a courier service that provides tracking and insurance. We are not liable for Originals lost or damaged in transit to or from the production centre.

3.    Handling of Originals

•    We promise to take care handling your Originals. However, by sending them to us, you acknowledge that ProScan is not responsible for any damage or loss due to unforeseen circumstances, including but not limited to, natural disasters, shipping mishandling, equipment malfunction.

4.    Digitisation Specification

•    Unless requested otherwise the following capture specification is used during digitisation.
 

•    Colour scanning will be used for Originals containing colour. Bi-tonal scanning will be used for Originals containing only black and white information. For Originals containing a mixture of colour and black and white information the Production Operator will use their experience and judgement to combine a mixture of scan modes.

•    Change requests to these specifications can be made in the “Anything else we need to know” portion of your order form. Change requests will be accommodated wherever possible but may incur additional charges.

5.    Searchable PDF and Conversion to MS Word

If you’ve requested conversion of your Originals to searchable PDF so that they are text searchable or to MS Word so that they are editable, please take note of the following.

•     OCR Technology : We use Optical Character Recognition (OCR) to convert basic image files into clever searchable and/or editable formats. While effective, the technology has certain limitations including:

•    Accuracy : OCR technology may not perfectly recognise all characters. If your Originals contain handwritten or stylised characters we advise that these will not be recognised.

•    Formatting : Converted image files to editable MS Word format will likely required manual adjustments to correct formatting, layout or other errors.

•    Non-English Languages : If your Originals contain Non-English text please check with us in advance to confirm if OCR can be provided for your language.

6.    Pricing & Payment Terms

•     Pricing : Our unit pricing is detailed on our order form and subject to change without prior notice. ALL PRICING IS EXCLUSIVE OF VAT

•     Payment Terms : Payment will be requested via email upon completion of our service and should be made within 1 week of request.

•    Payment Method : Payment is to be made online via our partner Stripe. There are no other payment methods available at this time. We will provide a payment link in our payment request email. This payment link will allow you to download your VAT invoice and connect you to the Stripe payment service.

7.    Data Delivery & Retention

•     Data Delivery : You will download your digital copies from our secure server via a download link. Your download link will be emailed to you after payment has been made. Download links are valid for 7 days.

•     Data Retention : Digital copies are deleted from our server on the last day of the month following their digitisation (e.g. Digital copies generated in March are deleted April 30th)
We strongly recommend making a backup of your digital copies immediately after Data Delivery. If you lose access to your digital copies after the Data Retention period, we will have to digitise your Originals again which is chargeable.

8.    Originals Retention Policy  

•    Originals Retention: Following data delivery, your Originals will be placed into temporary storage at our production facility for 7 days. This period of time is allocated in order for you to check our work and raise any re-work requests before we carry out return or destruction of your Originals.

9.    Re-work Requests

•     Re-work : We want you to be delighted with your digital copies but if you aren’t please make a re-work request. Re-work requests must be made via email to online.orders@dol.co.uk during the 7 day Originals Retention period. 

10.    Originals Return

•     Courier Return : If you have selected Courier return of your originals, we will arrange for their return via our partnered courier APC. We use their tracked, next day delivery service and tracking information will be emailed to you. Courier Return will take place after the 7 day Originals Retention period as detailed above.

•     Hand Deliver & Collect from Store : If you’ve selected to collect your originals from one of our locations you will receive an email from us informing you when your originals will be available to collect. This email will be sent out after the 7 day Originals Retention period as detailed above.

•     Destruction of Originals : If you’ve selected “No” for Courier Return and “No” for Hand Deliver & Collect from Store, your originals will be destroyed after the 7 day Originals Retention period as detailed above.