Effective Date: May 1, 2026 · Last Updated: May 1, 2026
By scheduling a pickup or submitting media for digitization, you agree to the following terms.
1. Who We Are
The Memory Vault LLC is a white glove memory digitization and preservation service based in Sugarloaf, New York. We offer in-home pickup and delivery throughout Orange County, NY and surrounding service zones. Contact: hello@thememoryvaultny.com
2. Services
We digitize VHS and camcorder tapes, photographs, 35mm negatives and slides, medium format film, film reels, audio cassettes, vinyl records, and home-burned DVDs. Pricing is listed on our Services & Pricing page and confirmed in your Order Summary at the time of booking. Pricing is subject to change; your confirmed order price will not change after booking.
3. Pickup & Delivery
We come to your door. Pickup and delivery fees are per-mile as published on our website. Please be present at pickup so we can inspect your media together. Estimated turnaround is 3–7 business days. Rush service (24–48 hrs) is available by arrangement at 30% of the order total, $30 minimum.
4. Digital File Delivery
Completed files are delivered via:
- Gallery — free, active for 30 days
- USB drive (32GB) — $15 + applicable sales tax
- DVD disc — $8/disc + applicable sales tax
5. 30-Day File Retention & Permanent Deletion
Please read this section carefully.
We retain a backup copy of your completed digital files for 30 calendar days after delivery. After 30 days, all files are permanently and irrevocably deleted from our systems. Deleted files cannot be recovered — by us or anyone else.
You are solely responsible for downloading and saving your files before the 30-day window closes. We strongly recommend saving to at least two locations immediately upon receipt.
If your files are deleted because they were not downloaded in time, a new service order must be placed and paid for at current rates. No exceptions or credits will be made for re-digitization due to failure to download within the retention period.
We are not a storage service. Do not rely on us as your only backup.
6. Media Condition
We inspect all media at pickup and note any concerns before beginning work. We cannot guarantee successful digitization of aged, damaged, or deteriorated media. By submitting media, you acknowledge this risk. We will always notify you of any concerns before we begin.
7. Payment
We accept credit card, Venmo, Zelle, cash, and check (established clients only). Orders of $100 or more require a 50% non-refundable deposit before work begins. Remaining balance is due upon completion. Original media will not be returned and Gallery access will not be provided until payment is received in full per contract. NYS and Orange County sales tax (8.125%) applies to physical deliverables (USB drives, DVD discs, storage boxes). Gallery delivery is tax exempt under New York law.
8. Originals
All original media is returned to you when your order is completed and paid in full. We never keep or discard your originals.
9. Copyright
Our services are for personal home recordings only. By submitting media, you confirm you own it or have the right to have it digitized. We do not process commercially produced or copyrighted content.
10. Our Liability
Our total liability for any claim is limited to the fees paid for your specific order. We are not liable for the sentimental or intrinsic value of any media or content, or for losses resulting from failure to download files within the 30-day retention period.
11. Abandoned Media
Unclaimed media after 60 days may be deemed abandoned after two written notices.
12. Governing Law
These Terms are governed by the laws of the State of New York. Disputes are subject to the jurisdiction of Orange County, New York courts. New Jersey clients retain all rights under the NJ Consumer Fraud Act.
13. Updates
We may update these Terms at any time. Continued use of our services after an update constitutes acceptance of the revised Terms.
