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Last Updated: September 2, 2026

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PLEASE READ THIS AGREEMENT CAREFULLY. BY ACCESSING OR USING THE WEBSITE (THE “SITE”) OR OUR SERVICES, YOU AGREE TO BE BOUND BY THESE TERMS AND CONDITIONS.

This Terms of Service Agreement ("Agreement" or "Terms") is a legal agreement between you, the user, and Vintage Solutions, LLC (or "we," "us," or "our"), a company offering digital and consultation services.

 

1. General Terms and Acceptance of Agreement

By agreeing to these Terms, you represent that you are at least the age of majority in your state or province of residence. Your continued use of the Site or Services constitutes your acceptance of any updates or changes to this Agreement.

 

2. Services and Service-Specific Policies

Vintage Solutions, LLC primarily provides personalized digital and consultation services, including the digitization of physical materials and photo/video recovery services.

A. Return and Cancellation Policy

Due to the nature of our services, we do not accept returns or cancellations once a project has entered the "In Progress" stage.

• In Progress Status: A project is considered "In Progress" at one of two key junctures: upon acceptance of a formal quote (if applicable) or upon drop-off of physical items for digitization at our office.

• Physical Items: Physical items provided by the client for the digitization service are returned to the client upon completion of the service. A conventional product Return Policy for physical goods does not apply.

• Store Credit: Store credit may be offered in certain circumstances at the sole discretion of Vintage Solutions, LLC.

B. Refund Policy

Refunds are assessed on a case-by-case basis based on satisfaction with the service provided and fees paid.

• Service Dissatisfaction: If you are dissatisfied with the final delivered service, you should contact hello@myvintagesolutions.com within seven (7) days of delivery.

• Errors in Service Delivery: If the final digital product is corrupted or improperly digitized due to an error on our part, we will, at our sole discretion, re-perform the service at no additional cost or offer a full or partial refund for the defective portion.

• Strict 7-Day Quality Inspection Window: Upon receipt of your digitized files or physical media, you are granted a strict seven (7) calendar day Quality Check window to review and inspect your completed files for any technical errors, playback issues, or transfer glitches. Any requests for technical adjustments, transfer corrections, file restructuring, or technical re-runs must be submitted in writing within exactly seven (7) calendar days of your delivery notification. Any request submitted after this 7-day Quality Check window has expired will be treated as an entirely new order and will be billed at our standard flat-rate pricing.

C. Data Recovery Service Disclaimers

For Photo and Video Recovery Services, the following terms apply:

• No Guarantee of Recovery: Data recovery is not always successful, and full or partial recovery cannot be guaranteed.

• No Liability for Further Damage: We are not liable for any further damage to the device or data during the recovery process.

• Client Responsibility: The client is responsible for maintaining their own backups.

• “No Recovery, No Fee”: If offered, this policy is subject to a clear definition of what constitutes "no recovery" (e.g., no usable data recovered) and any associated terms.

D. Project Instructions, Authorized Contacts, and Order Modifications

To protect the integrity, timeline, and security of physical media and digital assets, the following policies govern how project instructions, communication, and post-order changes are managed:

1. Authorized Representative (Primary Contact): The individual who registers the customer account, requests the quote, or drops off physical items for digitization is designated as the Primary Contact (or “Authorized Representative”) for the project. Vintage Solutions, LLC will communicate with, and accept project instructions only from, this designated Primary Contact. To safeguard client privacy and prevent unauthorized media manipulation, we are not obligated to accept, act upon, or acknowledge instructions, modifications, or requests from any other individual (including family members, employees, or business partners) unless the Primary Contact explicitly designates them as an authorized co-communicator in writing at the time of order placement.

2. Order Modifications & Timing Limits: All initial project instructions must be finalized and submitted before the project enters the "In Progress" stage. Once digitization (the physical capturing, scanning, or processing of physical media) has commenced:

• Settings and Structural Changes: Changes to fundamental technical settings (including capture resolution, output file formats, or color-correction preferences) cannot be applied to already-processed media. To change these settings, the physical media must be re-run, which will be billed as a completely new order at standard service rates.

• Revision Cap: Any minor modification requests (such as file foldering structures, file-naming conventions, or digital organization updates) are strictly capped at one (1) consolidated change request per project.

1. Change Order Fees: Vintage Solutions, LLC reserves the right, in its sole discretion, to accept or reject any post-order instruction modifications. If we choose to accommodate a requested modification after a project has entered the "In Progress" stage, the request will be treated as a "Change Order." The client will be subject to a Change Order Fee (comprising flat administrative fees and/or hourly technical labor rates depending on the extent of the changes) to cover administrative overhead, technical consulting, and re-processing facilityor. This fee must be approved in writing and paid before the changes are executed.

2. Conflicting Instructions & Work Halts: In the event that Vintage Solutions, LLC receives conflicting instructions from different individuals associated with an account or project, we reserve the right to immediately halt all work to protect the client's media. Work will remain suspended, and no further labor will be performed, until the designated Primary Contact provides a single, unified, and written instruction to hello@myvintagesolutions.com. Vintage Solutions, LLC shall not be held liable for any project delays, missed deadlines, or digital link expirations resulting from a work halt triggered by conflicting client communications.

E. Flat-Rate Digitization Pricing, Exclusions, and Large Order Deposits

All digitization services for supported home movie tape formats (such as VHS, VHS-C, MiniDV, and Digital8) and analog audio tapes (such as Audio Cassettes and Micro Audio Cassettes) are billed at a single, upfront flat rate per physical item, regardless of the length or runtime of the recorded footage or audio.

• Reel-to-Reel Exclusions: This flat-rate pricing model specifically excludes all reel-to-reel format items (including 8mm motion film reels, 16mm motion film reels, and open-reel magnetic audio tapes). Reel-to-reel media is billed on a separate structure determined strictly by physical reel diameter or format size, as detailed in our standard rate schedule.

• Large Order Deposit Policy (25+ Items): For any project containing twenty-five (25) or more physical media items (including tapes, cassettes, film reels, or slide/photo sets), Vintage Solutions, LLC requires a mandatory, non-refundable twenty-five percent (25%) deposit of the estimated total order value. No production scheduling, queue allocation, physical processing, or technical labor will commence until this deposit has been paid in full and cleared. The remaining seventy-five percent (75%) balance, along with any applicable taxes, storage media fees, or technical add-on charges, is due immediately upon project completion and must be paid in full before any digital links (Sync.com, Google Drive, or Dropbox) are activated or physical storage media (USBs) are released to the client.

• No Volume or Bulk Discounts: To keep our baseline pricing as low and competitive as possible for every single customer, Vintage Solutions, LLC operates on a highly optimized, low-overhead business model. Consequently, we maintain a strict flat-rate pricing structure and do not offer any volume, bulk, promotional, or quantity-based discounts, regardless of the size or scale of the project.

F. Video Enhancement Services and Technical Limitations

Vintage Solutions, LLC offers an optional post-digitization Video Enhancement service for digitized home video files at a flat rate of $15.00 per item. By electing to add this service to your project, you explicitly acknowledge and agree to the following technical limitations:

• Computational "As-Is" Service: Video enhancement is an automated or technician-guided computational process. Vintage Solutions, LLC does not guarantee any specific visual result, noise reduction level, color-correction accuracy, motion stabilization outcome, or facial detail enhancement.

• Original Media Dependency: The quality of the enhanced digital file is directly dependent on the condition, resolution, lighting, and exposure of your original physical analog media. If the source material is severely degraded, out of focus, overexposed, blank, or improperly captured during its original recording, software-based enhancement cannot recover non-existent detail or restore "studio-quality" clarity.

• Fees Non-Refundable: Because video enhancement requires significant software processing time and technician labor, the $15.00 fee is fully non-refundable once the enhancement process has been executed, regardless of your subjective satisfaction with the final visual aesthetics or styling.

G. Storage Media and USB Drive Fees

Upon completion of digitization, all files are made available via our complimentary Memory Dashboard. If you choose to receive your digital files on offline physical storage media, the following fee structure applies:

• Flat-Rate USB Fee: All physical USB flash drive deliveries are billed at a flat rate of $25.00 per standard USB-A drive (or $35.00 for dual-sided USB-A and USB-C drives). This flat fee is applied per physical drive supplied, regardless of the physical size, storage capacity, or complexity of your project files.

• No Client-Provided Storage Media: To protect the hardware, workstations, and digital computing machinery of Vintage Solutions, LLC from computer viruses, malware, malicious software, physical port damage, or electrical hazards, we do not accept or use client-provided USB flash drives, external hard drives, or other physical storage media. All physical media deliveries must utilize brand-new, secure, and pre-screened USB storage drives supplied directly by Vintage Solutions, LLC at the flat rates outlined above.

• Client Device Compatibility: USB flash drives are provided "as is." It is the client's sole responsibility to verify hardware compatibility with their own home viewing devices (such as smart TVs, computers, or media players).

• DVD/Optical Media Obsolescence Policy: To ensure maximum data durability, file integrity, and compatibility with modern viewing devices, and in recognition of the widespread technological obsolescence of optical playback hardware, Vintage Solutions, LLC delivers physical backups exclusively on high-speed USB flash drive media or modern cloud directories. We do not burn DVDs, duplicate CDs, or create optical discs of any kind under any circumstances.

 

H. Nostalgia Navigator Partnership Disclaimers

The "Nostalgia Navigator" program is a collaborative, joint service offered in partnership with Tabi Berkey, owner and operator of Organization Pending, a professional organizing firm based in Upper Arlington, Ohio [72]. By participating in the Nostalgia Navigator program, you explicitly acknowledge and agree to the following operational and legal parameters:

• Independent Entities: Vintage Solutions, LLC and Organization Pending are independent business entities and separate legal contractors. Neither party has the authority to act as an agent for, bind, make representations for, or contractually obligate the other.

• Separate Invoicing & Contracts: All in-home organizing and sorting sessions conducted by Tabi Berkey (Organization Pending) are subject to separate service contracts, cancellation policies, deposits, and hourly rates. The organizing fees and Jaycee's media digitization fees are calculated, invoiced, and paid completely independently. Payment to one company does not satisfy or offset any financial obligations owed to the other.

• No Joint Liability: Vintage Solutions, LLC assumes zero legal, operational, or financial liability for any acts, omissions, errors, property damage, or bodily injury occurring during the in-home sorting, locating, and decluttering phases conducted by Organization Pending. Conversely, Vintage Solutions, LLC is solely responsible for the physical safety and handling of physical media once the items have been officially cataloged and received into our local "Safe-Hands" chain of custody.

I. Digitizing Fundraiser Programs

Vintage Solutions, LLC offers a "Digitizing Fundraiser" program where approved schools, sports leagues, non-profits, parent-teacher associations, and booster groups ("Fundraising Partners") can raise funds for their organization [131, 141]. All fundraising events and orders are subject to the following rules:

• Calculation of Payouts: Fundraising payouts to the Fundraising Partner are calculated strictly as a percentage of the net subtotal of eligible digitization services actually completed and paid for. Payout calculations exclude standard Ohio state and local sales taxes, shipping or delivery charges, physical storage media fees (including the standard $25 USB or $35 dual-sided USB drives), and post-digitization technical add-ons (including tape repairs, photo editing, video enhancements, or .Mov format upgrades).

• Campaign Validity Window: Fundraiser orders must be formally submitted, have physical media dropped off, and be paid in full within the designated start and end dates of the active fundraising campaign. Any orders submitted, dropped off, or paid for after the campaign's expiration date will be treated as standard retail orders and will not contribute to the Fundraising Partner's payout pool.

• Tax Exemptions for School and Booster Groups: In compliance with the Ohio Department of Taxation, school-related, parent-teacher, and booster organizations are exempt from registering and collecting sales tax on retail fundraising activities of six (6) days or fewer per calendar year. However, individual retail orders placed by customers participating in a fundraiser remain subject to standard Ohio sales tax unless the individual customer provides a valid, signed Ohio Blanket Exemption Certificate (STEC B) during intake.

J. Digital File Delivery, Storage Retention, and Data Destruction Policy

Vintage Solutions, LLC utilizes Sync.com as our standard, secure cloud hosting platform to provide clients with complimentary online access to their digitized files and recovered media. The delivery, setup, and retention of these files are governed by the following strict guidelines:

1. Standard Cloud Delivery (Sync.com): Digital files are delivered standard via a secure, complimentary Sync.com download link.

2. Alternative Cloud Platforms (Google Drive or Dropbox Setup Fee): Upon explicit client request at the time of order intake, Vintage Solutions, LLC can deliver files via an alternative Google Drive or Dropbox link. Due to the administrative and technical setup required to provision and secure folders on these external networks, all Google Drive or Dropbox link deliveries are subject to a non-refundable $10.00 setup fee per project.

3. Universal Data Retention & Destruction Schedule: Regardless of whether files are delivered via Sync.com, Google Drive, or Dropbox, all digital assets remain strictly bound to the following timeline:

• Active Cloud Download Window (Three Months): Secure delivery links on all platforms will remain active, and files will be available for direct online download, for exactly three (3) months from the date the initial delivery notification is sent to the designated Primary Contact. It is the client's sole and absolute responsibility to download all files to their own personal devices or local storage during this 3-month window.

• Offline Cold Storage (Months 3 to 12): Immediately following the expiration of the active 3-month window, all online download links (including Sync.com, Google Drive, or Dropbox) will be deactivated, and the client's digital data will be migrated to secure offline/cold storage. Accessing or retrieving files from offline storage during this phase requires significant technical administration and will be subject to a Restoration Fee of $50.00 per retrieval.

• Permanent Data Destruction (One Year): Upon reaching one (1) year (365 calendar days) of total elapsed time from the date of the initial delivery notification, all of the client's digitized media files, assets, and recovered data will be permanently and securely destroyed and deleted from all Vintage Solutions, LLC servers, offline physical hard drives, Sync.com accounts, Google Drive networks, and Dropbox directories. Vintage Solutions, LLC assumes zero legal, operational, or financial liability for any files, data, or media that become unretrievable, deleted, or destroyed after this 1-year total limit.

1. Standard Deliverable File Formats: Unless explicitly requested otherwise in writing and approved via a signed Change Order prior to digitization, all digital files are encoded and delivered in standard, highly compatible consumer formats:

• Video Media: Delivered standard as H.264 compressed MP4 files (standard web/device compatibility).

• Image Media (Photos, Slides, 2D Artwork, 3D Crafts): Delivered standard as high-quality JPEG files.

• Audio Media: Delivered standard as compressed MP3 files (or standard uncompressed WAV files depending on technical capture parameters).

• Custom Formatting Fees: Any request for non-standard formats, high-fidelity uncompressed video (such as Apple ProRes or raw AVI), or uncompressed image formats (such as raw TIFF) must be approved in writing at intake and is subject to additional technical labor fees and specialized storage media formatting surcharges.

1. Third-Party Storage Infrastructure, Data Transmission, and Platform Terms:

• Infrastructure Disclosure: You explicitly acknowledge and agree that Vintage Solutions, LLC does not own, operate, or maintain physical or virtual web hosting servers, proprietary cloud networks, or specialized online data storage centers. All online file delivery is executed utilizing secure, third-party commercial cloud storage platforms (primarily Sync.com, and optionally Google Drive or Dropbox upon request).

• Adherence to Third-Party Terms: By clicking, accessing, viewing, sharing, or downloading your files from any provided cloud delivery link, you agree to comply with and be bound by the respective Terms of Service, End User License Agreements (EULAs), and Privacy Policies of the hosting third-party provider (e.g., Sync.com's Terms of Service, Google's Terms of Service, or Dropbox's Terms of Service). Vintage Solutions, LLC is not a party to those agreements, has no authority to modify them, and is not responsible for any changes made by those companies to their platform policies.

• Data Transmission Liability Release: While Vintage Solutions, LLC utilizes secure, encrypted, and industry-standard protocols to upload and transfer your digitized files to these networks, the transmission of data over the internet is inherently subject to external vulnerabilities. Except in cases of our gross negligence or willful misconduct, you agree to fully release, indemnify, and hold harmless Vintage Solutions, LLC, its owners, and technicians from any claims, liabilities, or damages arising out of security breaches, unauthorized data interception, system hacks, server failures, database corruption, or sudden service deactivations occurring on or through these third-party hosting networks.

K. Client Copyright Warranties, Duplication Consent, and Indemnification

Vintage Solutions, LLC respects federal intellectual property laws. We offer physical duplication and digitization services strictly under the following copyright warranties:

• Warranty of Ownership or License: The client represents and warrants that they are either (a) the legal copyright owner of all physical and digital materials submitted for processing, or (b) hold an active, legal license or authorization from the rightful copyright owner to reproduce, digitize, or duplicate the materials.

• Prohibition on Commercial Media: We do not knowingly digitize, copy, or duplicate commercially copyrighted films, television broadcasts, commercial music, or professional studio photography containing visible copyrights or watermarks without the express, signed written consent of the copyright holder.

• Indemnification for Infringement: The client agrees to fully defend, indemnify, and hold harmless Vintage Solutions, LLC (including its owners, technicians, employees, and affiliates) from and against any and all losses, liabilities, claims, lawsuits, or statutory damages (including reasonable attorneys' fees) arising out of or related to any copyright infringement claims brought by third parties concerning the media processed, digitized, or duplicated under this Agreement.

L. Abandoned Physical Property and Disposal Policy

Vintage Solutions, LLC maintains limited physical storage capacity in our local Central Ohio office. To keep our facilities organized and secure, we enforce a strict abandoned property policy:

• Pickup Timeline: Physical items submitted for digitization or recovery services must be picked up by the client (or their authorized representative) within ninety (90) calendar days of the date the final invoice or completion notice is sent.

• Safe Physical Disposal: If any physical media, customer equipment, or assets remain unpaid or uncollected after ninety (90) calendar days, the property will be deemed legally abandoned. Vintage Solutions, LLC reserves the right, in its sole discretion, to safely recycle, destroy, or otherwise dispose of the physical items without any further notice or liability to the client. This includes utilizing our complimentary physical item recycling program to safely dismantle analog media components.

M. Legacy Gallery Program Disclaimers & Technical Limitations

The "Legacy Gallery" program is an ongoing, annual memory-preservation service designed for families with children from Pre-K through the fifth grade, focusing on the annual digitization of childhood artwork, school projects, and creative milestones [3, 71]. By enrolling in or submitting items to the Legacy Gallery program, you agree to the following unique technical and physical guidelines:

• Archival Flatbed Scanning Limits: Standard flat media (including paper drawings, documents, report cards, and 2D artwork) are digitized using professional flatbed scanners optimized for items up to 12" x 18".

• Overhead Photography for Large Prints: For oversized flat items up to 20" x 24", or extremely fragile paper pieces, we utilize specialized overhead digital photography. This process ensures your items are captured in high resolution without being pressed against scanning glass, minimizing contact and avoiding damage to delicate surfaces.

• Three-Dimensional (3D) Crafts & Sculptures: For bulky, multi-dimensional media (such as clay sculptures, dioramas, macaroni crafts, and papier-mâché), Vintage Solutions, LLC utilizes a tabletop Light Box and high-resolution digital photography. You explicitly acknowledge and agree that these services are delivered strictly as digital photograph files (such as high-quality JPEGs or PNGs) and do not result in a physical 3D replica. The client agrees that the camera angles, shadows, background lighting, and technical depth-of-field used during lightbox photography represent professional artistic and technical judgments.

• Sticky, Wet, or Loose Materials: For items containing loose glitter, wet or peeling glue, oil pastels, or thick paint, we utilize protective wax paper sheets during intake and transport to separate pieces and prevent color or particle transfer. However, because these materials are inherently unstable, you agree to release and hold harmless Vintage Solutions, LLC, from any liability regarding the flaking of glitter, smudging of pastels/paint, or peeling of glue that occurs during standard technical handling and transportation.

• Annual Gift & Archiving Terms: Files from the Legacy Gallery program are consolidated annually on the client's secure Memory Dashboard or offline storage, and may be used to compile annual digital archives or personalized family gifts, subject to standard production timelines and rates.

N. Baseline Tape Diagnostic & Damaged Media Policy

To maintain our commitment to total transparency and honest pricing, Vintage Solutions, LLC performs a complimentary baseline diagnostic review on all incoming physical videotapes and audio tapes upon receipt at our Columbus office [136, 255].

• Blank or Degraded Media Exemption: If, during our baseline technical analysis, a videotape (such as VHS or MiniDV) or an audio cassette is found to be completely blank, or suffers from physical decay so severe that digitization is technically impossible (including advanced "sticky shed syndrome" where the magnetic layer has peeled or deteriorated completely), you will be completely exempted from any digitization charges for that specific item.

• No Charge for Non-Transferred Items: You will only be invoiced for tapes and cassettes that yield usable digital files or successful transfers, ensuring you never pay for empty or unrecoverable media.

• Partially Blank or Television Broadcast Media Rule: While completely blank or unrecoverable media is exempted from digitization charges, tapes that are only partially blank or contain television broadcasts remain subject to billing if personal footage is successfully captured. Specifically, if a physical tape or cassette yields at least sixty (60) seconds of unique personal, family, or historical footage, that item will be billed at our standard, full flat-rate per-item fee, regardless of the remaining content, static, blank space, or television commercial broadcasts captured on the rest of the media. Tapes yielding less than 60 seconds of unique personal footage will be treated as blank under our exemption policy.

O. Standard Production and Turnaround Times

Vintage Solutions, LLC prides itself on providing efficient, meticulous, and high-quality local processing for your personal physical media.

• Standard Turnaround Timeline: The standard estimated production and turnaround time for digitization, consulting, and media processing services is 7 to 15 business days starting from the business day after your physical media is officially received, cataloged, and marked as "In Progress" in our Columbus office.

• Production Variables: You explicitly acknowledge and agree that this timeline is a non-binding operational estimate. Actual turnaround times may fluctuate and are subject to extensions based on project size, volume of physical media, media formats, structural degradation (such as mold, sticky-shed syndrome, or physically damaged tape housings requiring specialized repairs), unanticipated equipment maintenance, hardware malfunctions, machine breakdowns, critical parts replacement, and high-volume seasonal demand (such as holidays).

• No Liability for Delays: Vintage Solutions, LLC is committed to returning your physical items and completing your files as quickly as possible. However, we assume zero operational, financial, or legal liability, and offer no discounts or refunds, for any direct, indirect, or consequential damages resulting from project delays or production extensions.

P. Moldy, Contaminated, and Sticky-Shed Media Remediation

To protect our highly specialized digital transfer workstations and technical machinery from chemical contamination, head clogs, and debris, Vintage Solutions, LLC enforces a strict contamination policy on all incoming physical media:

• Right of Refusal: We reserve the right, in our sole discretion, to refuse to process or run any physical media (such as videotapes, film reels, or audio cassettes) that exhibits extreme environmental contamination, including heavy mold growth, water damage, chemical decay, or severe physical disintegration.

• Mandatory Remediation Fees: If we determine that a videotape or audio tape is affected by mild to moderate mold, dust, or sticky-shed syndrome (where the magnetic binder has decayed), but remains salvageable, the media must undergo a professional cleaning, stabilization, or baking process before it can be run through our transfer decks. To cover technical labor, equipment sanitation, and specialized cleaning materials, all salvageable contaminated media is subject to a mandatory, non-refundable Remediation Fee of $15.00 per physical item. This fee will be added to your invoice and must be paid before digitization is completed.

Q. Carrier Liability and Transit Disclaimer

While Vintage Solutions, LLC offers premium digitization services local to Central Ohio, some clients may request physical shipment of their completed USB drives and original physical media.

• Counter-to-Counter Default: Vintage Solutions, LLC operates primarily as an in-person, local drop-off and pickup counter service.

• Two-Person Operation, Business Hours, and Appointment Policies:

  • Operating Hours: Vintage Solutions, LLC is a local, two-person operation based in Columbus, Ohio. Our standard counter hours are Monday through Friday from 9:00 AM to 5:00 PM, and Saturday and Sunday from 11:00 AM to 3:00 PM (by appointment only).

  • Appointment Requirements: To ensure dedicated service and avoid production delays, pre-scheduled appointments are strictly required if you are dropping off physical media and have custom project instructions, design questions, or need to speak directly with our lead technician, Jaycee.

  • Standard Drop-offs (No Appointment Needed): If you are performing a standard drop-off of physical items and do not require a direct technical consultation or speak with Jaycee, you may drop off your materials at our office suite at any time during regular business hours with the building Suite Manager, King Collins, without a pre-scheduled appointment. Upon drop-off, you will complete the bottom portion of our multi-part intake form and retain the top sheet for your records, and King Collins will securely lock your physical items in our office. All standard drop-offs deposited with building Suite Manager King Collins, or left at the front desk without a pre-scheduled appointment, are guaranteed to be cataloged, barcoded, and processed by the next calendar day. Once processed, the customer will automatically receive an intake confirmation email detailing the unique barcode number of each physical item received, along with instructions to track the real-time progress of their order at www.myvintagesolutions.com/myorder using their unique Customer ID and the last four (4) digits of their primary phone number as their secure personal identification number (PIN) login credential.

• Customer Assumes Transit Risk: If you request, authorize, or arrange for the physical shipping of your materials (either sending them to our Columbus office or requesting return shipment), you explicitly acknowledge and agree that all shipping and transit processes are conducted entirely at your own risk. Vintage Solutions, LLC assumes zero legal, operational, or financial liability for any packages, items, or irreplaceable physical media that are lost, delayed, stolen, misdelivered, or damaged by third-party shipping carriers (such as USPS, FedEx, UPS, or DHL).

• Filing Carrier Claims: In the event of a shipping loss or transit damage, it is the client's sole responsibility to file and manage insurance claims directly with the respective third-party shipping carrier. Vintage Solutions, LLC is not obligated to negotiate, compensate, or provide refunds for carrier-related losses.

R. Content Sensitivity, Adult Material, and Technical Monitoring Policies

Vintage Solutions, LLC maintains strict adherence to federal and state laws while respecting our clients' personal privacy.

• Technical Quality Control Monitoring: You explicitly acknowledge and agree that to ensure proper transfer alignment, capture resolution, framing, and sound quality, our technicians must physically view and monitor portions of your digitized video footage and photos during the processing cycle.

• Prohibition on Illegal Content: Vintage Solutions, LLC strictly prohibits the processing, digitization, or reproduction of any illegal material, including but not limited to Child Sexual Abuse Material (CSAM), explicit depictions of non-consensual sexual acts, or material promoting extreme violence.

• Termination of Service: If a technician discovers illegal material during the technical monitoring process, Vintage Solutions, LLC reserves the right to immediately halt and permanently terminate the digitization service without refund. Furthermore, we are legally obligated to, and will, immediately report such material and surrender the digital files and physical media to federal, state, or local law enforcement authorities.

• Adult/Explicit Content Discretion: For standard adult content that is legal but highly explicit, we reserve the right, in our sole discretion, to decline processing of the media, in which case the items will be returned to the client and any pre-paid fees for unprocessed items will be refunded.

S. Client Privacy and No-Marketing Trust Guarantee

At Vintage Solutions, LLC, we recognize that your submitted physical media contains deeply private, personal, and irreplaceable family history. We are committed to maintaining the absolute confidentiality and privacy of your files:

• Strict Private Custody: All digitized files, images, video footage, audio recordings, and recovered data are handled in strict confidence. Technicians only view or monitor media to perform technical quality control as outlined in Section 2.R.

• No Marketing or Social Media Use without Written Consent: Vintage Solutions, LLC expressly guarantees that we will never publish, share, distribute, stream, display, or use any portion of your digitized media, photos, or files for marketing, advertising, website portfolios, promotional campaigns, or social media posts without your explicit, separate, signed written Media Release Form. Your personal family history remains 100% private.

T. Secure Chain of Custody, Customer IDs, and Barcode Tracking

To ensure the absolute security, organization, and flawless tracking of your irreplaceable family memories while they are in our local Columbus office, Vintage Solutions, LLC enforces a strict multi-tier chain-of-custody tracking protocol:

• Unique Customer ID Assignment: Upon account creation or order check-in, every client is assigned a unique, permanent Customer ID. This ID links all of your submitted items, special instructions, and digital uploads directly to your secure billing and delivery profile.

• Individual Item Barcoding: Immediately upon receipt, every physical item submitted (including individual videotapes, audio cassettes, motion film reels, slide sets, or photo boxes) is tagged with a durable, unique barcode label.

• Specialized Scanning Stations: Our technicians scan these individual barcodes at every step of our digitization workflow—from baseline diagnostics and repair to capture, rendering, quality control check, and packaging. This real-time tracking eliminates any risk of mixed-up tapes or misplaced files.

• Barcode-Based Digital Filename Matching (CustomerID_ItemID): To guarantee absolute security, eliminate manual typing mistakes, and ensure permanent traceability, every completed digital file we deliver is saved and named strictly using the standardized format CustomerID_ItemID (e.g., your unique Customer ID followed by an underscore and the item's individual barcode ID, such as VS-CUST-9999_10254.mp4 or VS-CUST-9999_10254.jpg). Your digital files will never be named arbitrarily or randomly, ensuring your files are easily searchable and linked back to your physical originals.

 

3. Risk of Loss, Liability, and Warranties

A. Risk of Loss of Materials

While we employ a comprehensive system for receiving and tracking materials, you acknowledge that materials (including aging film, photos, or audio tapes) could be misplaced, mismatched, or sustain damage during the digitization process, especially if the items are already deteriorating prior to our receipt.

Except in cases of our gross negligence or willful misconduct, you agree to hold Vintage Solutions, LLC harmless regarding the third-party online file delivery service (e.g., Google Drive and Dropbox). This includes any loss, destruction, or corruption of the Digitized Materials or Your Files.

B. Limitation of Liability and Sentimental Value Disclaimer

• Sentimental Value Waiver: You explicitly acknowledge and agree that the physical media (aging films, cassettes, tapes, reels, photographs, or digital storage devices) submitted to Vintage Solutions, LLC for processing, digitization, or recovery possesses no commercial market value and contains personal memories whose value cannot be calculated in commercial terms. Under no circumstances shall Vintage Solutions, LLC, its owners, employees, or affiliates, be held liable to you or any third party for any sentimental, emotional, or non-economic damages, nor for any punitive, indirect, incidental, special, consequential, or exemplary damages arising from the loss, misplacement, mismatch, corruption, or physical damage of your submitted materials.

• Exclusive Remedy and Liability Cap: In the extremely rare event that physical media or customer equipment is damaged, corrupted, lost, or misplaced due to our technical operations or machinery malfunctions, your sole and exclusive remedy, and our maximum legal and financial liability, is strictly capped at providing you with a brand-new, blank media item of the exact same format (e.g., a blank VHS tape, blank 8mm film reel, or blank USB drive) or issuing a full refund for the specific service fee paid for that individual item. This cap applies to lost profits, lost data, or business interruptions arising from our digitization or recovery services.

C. Warranty Disclaimers

THE USE OF VINTAGE SOLUTIONS, LLC SERVICES AND SOFTWARE ARE AT YOUR SOLE RISK. OUR SERVICES AND SOFTWARE ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. WE EXPRESSLY DISCLAIM ALL WARRANTIES OF ANY KIND, WHETHER EXPRESSED OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF TITLE, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

D. Force Majeure (Acts of God)

Vintage Solutions, LLC is committed to safeguarding your memories and fulfilling our production commitments. However, you agree that Vintage Solutions, LLC shall not be held liable or legally responsible for any damage to materials, loss of data, project delays, or failure to perform services resulting from a Force Majeure event (Acts of God) beyond our reasonable control. This includes, but is not limited to, localized power outages, electrical grid failures, fires, water damage, localized flooding, building structure damage, severe weather events (storms, tornadoes, blizzards), telecommunications and internet outages, cloud hosting system failures (such as Sync.com, Google Drive, or Dropbox deactivations), localized lockouts, civil unrest, or government-mandated business closures. Under such circumstances, our performance timelines will be automatically extended for the duration of the Force Majeure event.

 

4. Communications and Opt-In Policy

A. SMS/Text Messaging

By providing your mobile phone number, you explicitly consent to receive SMS/text messages from Vintage Solutions, LLC related to our digital and consultation services. This includes project updates, billing alerts, and relevant promotional offers.

• Message Frequency: Message frequency varies based on your requested services and project status.

• Cost: Standard message and data rates may apply depending on your mobile carrier plan.

• Opt-Out: You may opt out of receiving SMS messages at any time by replying "STOP" to any of our text messages. After sending "STOP," you will receive one final confirmation text, and no further messages will be sent unless you re-enroll.

• Help: For assistance or customer support, reply "HELP" to any text message or contact us at hello@myvintagesolutions.com.

• Data Privacy (10DLC Compliance): Your mobile information, including your phone number and text messaging consent status, will not be shared with, sold to, or distributed to any third parties or affiliates for marketing or promotional purposes.

B. Email Communications

By providing your email address, you consent to receive email communications from Vintage Solutions, LLC regarding your account, quotes, and promotional updates.

• Opt-Out: You can withdraw your consent and unsubscribe from promotional emails at any time by clicking the "Unsubscribe" link provided at the bottom of our marketing emails or by emailing us directly.

• Service-Related Emails: Please note that even if you opt out of promotional communications, we reserve the right to send essential transactional and service-related emails regarding any project that has entered the "In Progress" stage.

 

5. User Conduct and Content

Prohibited Conduct: You agree not to use our products or Site for any illegal or unauthorized purpose or to violate any laws in your jurisdiction. Prohibited conduct also includes uploading content that is unlawful, harassing, defamatory, or infringes upon any intellectual rights of any other party.

 

6. Dispute Resolution and Governing Law

A. Arbitration and Class Action Waiver

Any dispute or claim arising from your use of Vintage Solutions, LLC's services will be resolved through binding arbitration rather than in a court of law.

• Waiver: You and Vintage Solutions, LLC both expressly waive any right to bring claims against each other as class members in any class or representative action.

• Procedure: Arbitration will be conducted by a single arbitrator in accordance with the American Arbitration Association (AAA) rules. The arbitration will take place in the State of Ohio, in Franklin County, or as close to it as possible.

B. Governing Law

This Agreement shall be governed by the laws of the State of Ohio without regard to its conflict of law provisions.

 

7. Intellectual Property Rights

All Vintage Solutions, LLC trademarks, copyrights, trade names, service marks, and logos are and shall remain the property of Vintage Solutions, LLC. You agree not to display or use these marks without obtaining our prior written consent.

 

8. Contact Information

If you have any questions or concerns regarding this Terms of Service Agreement, please contact us at:

• Email: hello@myvintagesolutions.com

• Telephone Number: (614) 787-5060

• Mailing Address: Vintage Solutions, LLC, 200 East Campus View Blvd Suite 200, Columbus, Ohio 43235