The UK's Digital Imaging and Scanning Specialists

Terms of Service

The Image Cloud is a UK based company specialising in digitisation and digital imaging. We offer cost effective services to businesses, organisations, individuals, artists, libraries and archives. We also offer advice on photographic scanning and family history through our blog. Our services include slide and film scanning, negative scanning, photo scanning, glass plate digitisation, historic document and heritage digitisation, artwork canvas and watercolour scanning, microfiche and microfilm scanning, high volume bulk document scanning and shredding services, family history and professional genealogical advice, physical and digital archive consultation, archive collection and library digitisation.


Terms of Service

When you use the services provided by The Image Cloud Ltd you agree to abide by the following terms and conditions.



When sending any type of media, we recommend that you use a service which you trust, is traceable, and ideally is signed for upon receipt.

The Image Cloud Ltd typically use and quote Royal Mail 1st Class Signed For, for large letters and parcels. If the material is more specialised, custom sized or needs higher levels of insurance, we recommend using a courier service.

Please ensure that your media is appropriately packaged and weatherproof prior to sending. Make sure small parcel or large letter sized packages are reinforced to reduce any flexibility when in transit.


Our address for deliveries is:

The Image Cloud

P.O. Box 269

Worcester Park



The Image Cloud Ltd does not accept responsibility for any delay, non-delivery or damage incurred by postal services or couriers.

If you need help with packaging or do not know the best way to send your media, please contact us and we can provide best practices for your type of media.



The Image Cloud Ltd must receive payment in advance of services provided. Payment should be made on receipt of the invoice unless otherwise agreed and before sending your media to The Image Cloud Ltd.

The Image Cloud accepts Bank Transfers and credit/debit card payments through our merchant service, PayPal. Please be aware that bank transfers can take a few days to appear in our accounts. Any bank transfers should include the invoice number. Our bank details are as follows:


The Image Cloud Ltd

Sort Code: 08-71-99

Account Number: 45650353


In the event that The Image Cloud has not received payment from the customer, but has received the media, we will hold on to the media and digital files will not be released until the payment appears in our account.



The Image Cloud Ltd will discuss and agree with the customer the content to be captured prior to digitisation.

The Image Cloud Ltd agrees to provide the customer with one set of master files and one set of user files, as standard unless agreed otherwise. The user files will always be derived from the corresponding master file. File formats and technical specifications adhere to current best practice and will be agreed with the customer.

All digital files will be accompanied by metadata. The format and level of metadata will be agreed with the customer.

Once the digitisation process is complete your files will be made available for download through, unless another method has been agreed with the customer. You will receive an email link to download your files, and you are not required to sign up or pay to use the WeTransfer service.


Condition checking

Upon delivery, your media will be checked for any damage and the condition will be noted. The Image Cloud Ltd will not attempt to repair any existing damage and will report any damage to the customer. We will send a confirmation email to confirm that your media has been received, along with an estimated digitisation turnaround time.


Turnaround Times

Any turnaround times quoted by The Image Cloud Ltd are from receipt of payment to the time that the completed order is dispatched to the customer. Turnaround times are based on working days and do not include Saturdays, Sundays or U.K. Public Holidays.

Turnaround times for large orders and special requirements will be agreed with the customer.


Quality Control

The Image Cloud Ltd has robust quality control procedures in place during all stages of the digitisation process. In the unlikely event that the digitised images supplied to the customer are not of the high quality that The Image Cloud Ltd offer (and is not related to the condition of the original item), we will offer a replacement without any additional cost to the customer.

If the customer is unsatisfied with the service provided by The Image Cloud Ltd, they must contact The Image Cloud Ltd within 14 days of receipt of the files. After this time, The Image Cloud Ltd reserves the right to charge the cost of a new order.



Your digital files are stored by The Image Cloud Ltd for a maximum of 30 days from the date of upload, so in the event that you cannot find or download your digital files, we can supply new copies and links. If you do not want us to store a copy of your files for this purpose, please let us know.

If the customer wishes to dispose of the original analogue material, The Image Cloud Ltd can provide confidential, secure disposal. Otherwise, the original materials will be returned to the customer.



Intellectual property rights may subsist in material supplied to The Image Cloud Ltd, and it is the responsibility of the customer to determine copyright ownership and any other conditions of use prior to placing an order.



EU business customers registered for VAT are required to quote their VAT Registration number. If you are a charity, please include your Charity Commission registration number and evidence of any exemption or lower rate of VAT, otherwise VAT will be charged at the standard rate.


Cancellation Charges

If the customer cancels an order after The Image Cloud Ltd has started to process it, we reserve the right to charge the customer a cancellation fee of £25 or 20% of the order value, whichever is higher, to recoup any overhead costs.


Unfulfilled Orders

In the unlikely event that The Image Cloud Ltd is unable to complete an order, the customer will not be charged. If the customer has been charged, The Image Cloud Ltd will issue a full refund within two weeks.


The Image Cloud Limited is registered in England, Company Number: 11195938