Printing Service Terms and Conditions

1. Submission and Payment

• All printing requests must be submitted through the designated submission portal.
• Payment must be made at the time of submission. Accepted payment must be submitted through Stripe Pay for any requests, other than schools within the Alpha Trust, who will be invoiced internally.

2. Turnaround Time

• Standard turnaround time is 2-3 business days from the point of payment. This is dependent on the size of order. If the order would be estimated to take over this time, Reprographics will contact you to inform you of estimated times of completion.
• Expedited services may be available upon request and subject to additional fees.

3. Print Quality and Responsibility

• Work will be printed exactly as submitted. It is the responsibility of the user to ensure that all files are correctly formatted and free of errors.
• The reprographics service is not responsible for any errors or omissions in the submitted order.

4. Prioritization of Orders

• Internal educational orders will always be prioritized over external or non-educational submissions.
• Users submitting non-educational work may experience longer turnaround times during peak periods.

5. Collection and Delivery

• Completed work must be collected within 7 working days of notification. Uncollected work may be disposed of after 7 working days.
• Delivery services are available and are listed at time of purchase.

6. Confidentiality

• All submitted orders will be treated as confidential. The reprographics service will not share or disclose any content without the user’s explicit permission.

7. Copyright and Intellectual Property Rights

• Users must ensure that they have the necessary rights and permissions to reproduce any copyrighted material.
• The reprographics service will not be held liable for any copyright infringement resulting from the reproduction of submitted orders.
• By submitting the order, users confirm that they own the intellectual property rights or have obtained permission from the copyright holder.

8. Refunds and Cancellations

• Refunds will only be issued if the reprographics service fails to meet the agreed turnaround time or if there is a fault with the printing that is attributable to the service.
• Cancellations must be made as soon as possible after the time of submission. If the printing order has been started, cancellations may not be accepted, and refunds will not be issued.
• To request a refund or cancellation, users must contact the reprographics office directly with their order details.
• In the rare circumstance that a product has been priced incorrectly, and that price would cause financial loss to the organisation, then CCHSG Print Services has the right to cancel the order and issue a refund. Best efforts have been made to ensure accuracy of all products.

9. Lost or Damaged Work

• The reprographics service will take all reasonable precautions to ensure the safety and integrity of submitted orders.
• In the event of loss or damage to submitted orders, the reprographics service’s liability will be limited to the cost of the printing service.
• Users are encouraged to retain copies of all submitted orders to prevent loss of original materials.

10. Damage During Delivery

• The reprographics service will not be held liable for any damage that occurs during delivery by third-party carriers.
• Any claims for damage during delivery must be directed to the carrier.

11. Damage During Printing

• If damage occurs during the printing process, the reprographics service will reprint the work at no additional cost to the user.
• Users must report any printing defects or damage within 1 working day of receiving the printed work.
• The reprographics service’s liability for printing defects or damage is limited to the cost of reprinting the affected work.

12. Reprints for Lost or Damaged Work

• Users may request a reprint for work that is lost or damaged during the printing process.
• Reprint requests must be made within 1 working day of the original delivery or collection date.
• The reprographics service will reprint the work at no additional cost if the loss or damage is attributable to the service.

13. Refunds for Lost or Damaged Work

• Users may request a refund instead of a reprint for work that is lost or damaged during the printing process.
• Refund requests must be made within 1 working day of the original delivery or collection date.
• The reprographics service will issue a refund if the loss or damage is attributable to the service.

14. Environmental Responsibility

• The reprographics service is committed to sustainable practices. Users are encouraged to submit work electronically to reduce paper waste.

15. Data Protection

• The reprographics service complies with all relevant data protection laws and regulations.
• Personal data collected during the submission process will be used solely for the purpose of completing the printing service and will not be shared with third parties without the user’s consent.

16. User Conduct

• Users are expected to interact with reprographics staff respectfully and professionally.
• The reprographics service reserves the right to refuse service to users who engage in abusive or inappropriate behaviour.

17. Feedback and Complaints

• Users are encouraged to provide feedback on the service to help us improve.
• Complaints should be directed to IT Manager and will be addressed promptly.

18. Liability Limitations

• The reprographics service’s liability is limited to the cost of the printing service. The service is not liable for any indirect, incidental, or consequential damages arising from the use of the service.

19. User Responsibilities

• Users are responsible for ensuring that their submissions comply with all applicable laws and regulations.
• Users must not submit any material that is offensive, defamatory, or otherwise inappropriate.

20. Service Availability

• The reprographics service operates during Monday to Friday, 0800 – 1600. Submissions made outside of these hours will be processed on the next business day.
• The service may be unavailable during scheduled maintenance or due to unforeseen circumstances. Users will be notified of any service interruptions.

21. Contact Information

• For any inquiries, issues, or feedback, users can contact the reprographics service at reprographics@cchsg.com

22. Quality Assurance

• The reprographics service conducts regular quality checks to ensure high standards are maintained.
• Users are encouraged to provide feedback on the quality of the printed work to help us improve our services.

23. Technical Support

• Technical support is available for users who need assistance with file formatting or submission.
• Users can contact 01206 216285 for help with any technical issues.

24. Archiving and Storage

• The reprographics service may retain copies of submitted work for a limited period for quality control and record-keeping purposes.
• Users can request the deletion of their files after the completion of the service.

25. Emergency Services / Rush Orders

• In case of urgent needs, emergency printing services may be available at an additional cost.
• Users much contact the Reprographics office on 01206 216285 after the order has been submitted for a rush order to be agreed. The fixed price for a rush order is set at £10.
• Rush orders submitted before 1500 will be processed the same day and can either be picked up from the office before 1600 or delivery option selected.
• Payment for the rush order will be sent via the nominated email address on the account.

26. Dispute Resolution

• In the event of a dispute, users are encouraged to contact the reprographics service directly to resolve the issue amicably.
• If a resolution cannot be reached, the dispute may be escalated to the IT Manager for further review.

27. Service Feedback

• Periodic surveys may be conducted to gather user feedback and improve the service.
• Users are encouraged to participate in these surveys to help enhance the quality of the reprographics service.

28. Training and Development

• The reprographics service staff undergo regular training to stay updated with the latest printing technologies and best practices.
• Continuous professional development ensures high-quality service delivery.

29. Accessibility

• The reprographics service is committed to providing accessible services to all users, including those with disabilities.
• Users requiring special accommodations are encouraged to contact the reprographics office to discuss their needs.

30. Compliance with Local Laws

• The reprographics service complies with all UK laws and regulations.
• Users are responsible for ensuring that their submissions do not violate any applicable laws.

31. Insurance

• The reprographics service carries insurance to cover certain types of loss or damage. Details of the coverage can be provided upon request.

32. Digital File Formats

• Accepted digital file formats for submission are available at the point of upload to the storefront.
• Users are responsible for ensuring that their files are in an acceptable format. Files submitted in unsupported formats may not be processed.

33. Payment Terms

• Detailed payment terms, including any applicable taxes and fees, will be provided at the time of submission.
• Users are responsible for any additional costs incurred due to changes or corrections requested after submission.

34. Service Limitations

• The reprographics service may have limitations on the types of materials that can be printed (e.g., size, colour, paper type).
• Users will be informed of current availability through option displayed on the storefront.

35. User Agreement

• By submitting work to the reprographics service, users agree to abide by these terms and conditions.
• Users acknowledge that they have read and understood the policy before submitting their work.

36. Amendments and Updates Notification

• Users will be notified of any amendments or updates to the terms and conditions via email or through the reprographics service portal.
• It is the user’s responsibility to stay informed about the current terms and conditions.

37. Amendments and Updates

• The reprographics service reserves the right to amend these terms and conditions at any time. Users will be notified of any changes via email.
• Amendments to prices for products can happen at any time. This is due to the current market prices for the media being used. Prices for products can rise and fall.