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Ordering images terms and conditions

The following terms and conditions apply to Image Orders.

1. Preservation

We provide images in accordance with the Library's preservation policy, and reserve the right to provide an alternative format if the original item is not suitable for the imaging process requested by the customer. This will usually only happen after consultation.

2. Pre-Payment

All orders must be paid for before delivery.

3. Order Details

If the customer has failed to complete the required bibliographic information, or fails to respond to a request for additional information, we reserve the right to cancel the order at the point of receipt.

4. Cancellation Charge

If the customer cancels an order we have begun to process it, we reserve the right to charge the customer a cancellation fee.

5. Incorrect Item Charge

We reserve the right to charge the full price of any incorrect item supplied as a result of the bibliographic information supplied by the customer.

6. Order Calculation

EU customers registered for VAT are required to quote their VAT registration number at the time of placing an order. We reserve the right to charge an administration fee if subsequently required to send a replacement invoice where: the customer has not included the VAT number or failed to include VAT with their pre-payment.

Apart from cheaper photocopies/scans ordered within the Library all orders are subject to a minimum charge of £15.00 before VAT, postage or other charges.

7. Unfulfilled Order

Where we are unable to fulfill an order (or part thereof) no charge for the order (or part thereof) will be made to the customer.

8. Delivery Responsibility

The Digital Content Unit will not accept responsibility for delay, non-delivery or damage incurred by UK, European or International Postal Services. 

If you ask us to resupply the images a month after a download link was sent an additional fee will apply or you may be asked to submit a new imaging request.

9. Copyright

All requests must comply with UK Copyright Law. As part of the ordering procedure all customers are required to sign a copyright declaration form. This must be the personal signature of the person making the request. A stamped or typewritten, or the signature of an agent, is NOT acceptable. This form must be returned to the Digital Content Unit by email attachment, fax or post before delivery of images

10. Permission to Reproduce

The University Library owns and retains at all times the copyright on all copies produced. Customers may not reproduce any material supplied for any reason, (including academic or personal, and whether for profit or not) without prior written permission from the University Library. Customers wishing to reproduce supplied material should complete a Reproduction Request form

11. Use of Copies

In the first instance, all copies are supplied for (a) non-commercial research/private study or (b) internal evaluation for possible reproduction and publication. Evaluation copies for potential commercial use must be destroyed within 60 days of supply if no application for reproduction rights has been made.

12. Price Changes

The Digital Content Unit reserves the right to change the prices as published.

13. Force Majeure

The Digital Content Unit shall not be liable for any delay or failure to fulfill orders by reason of Force Majeure events.

14. Customer Responsibility

If you are ordering on behalf of a third party you agree to communicate these terms and conditions to them, and also to ensure that a copyright declaration form signed by the person you are ordering the images for is returned to us.


Updated June 2018

Contact us

Digital Content Unit
Cambridge University Library
West Road

Phone: +44 (0) 1223 765741
Fax: +44 (0) 1223 339684



Image request form

Licensing request form 



Audio-visual Services:


  • Imaging of library materials (including theses)
  • Licensing of Library materials
  • Product photography for catalogues, exhibitions etc.
  • Event and conference photography
  • Video making – events, interviews, conferences, short films
  • Multispectral photography
  • 3D photogrammetry


Digitisation Services:

  • Support to researchers in planning digitisation projects
  • Support for large-scale imaging projects, including off-site imaging
  • Help and advice on technical issues such as metadata and imaging standards
  • Hosting of digitised collections from other institutions