Manual Library and Copyright Policy

Effective date: October 25, 2026

1. What this policy covers

1.1 This policy explains how the ScanSticker Go manual library and parts library work, what a Company agrees to when it shares a manual or adds part data, how anyone can report a problem, and how a copyright owner can ask ScanSticker LLC ("ScanSticker", "we") to remove a file.

1.2 "Company" means a business that uses ScanSticker Go. "Rights holder" means the owner of the copyright in a manual, or someone authorized to act for the owner, such as the equipment manufacturer.

1.3 This policy is part of the ScanSticker Go Terms of Service (section 9 of the Terms covers the same ground).

2. How the manual library works

2.1 ScanSticker keeps one central library of equipment manuals: service manuals, parts manuals and wiring diagrams. Each file is matched to a make on ScanSticker's list of makes and to one or more models.

2.2 The library grows from manuals that Companies upload. ScanSticker stores the files themselves, not only links to them. ScanSticker never fetches manufacturers' files from the internet and re-hosts them; the manual finder in section 2.5 stores links only.

2.3 Manuals are for a Company's staff only. They never appear on the public sticker page, a customer's private page, a payment page or any email to a customer.

2.4 The same file uploaded by several Companies is kept once, with all the models they gave it.

2.5 Manual finder. For a unit onboarded with a make and model but no manual, ScanSticker may, after 7 days, look for the manufacturer's official page for that manual, using an AI service named in the Privacy Policy and sending it only the make, model and equipment type. ScanSticker stores a link, never a copy, and the link shows as a manual only after the Company confirms it. Sites that block automated access are not worked around; the unit stays on "Needs a manual".

3. When a manual is shared

3.1 Each manual upload shows a box, "Share with the ScanSticker library", ticked unless the uploader unticks it. The uploader decides, for each manual.

3.2 A manual saved with the box ticked, for a make on ScanSticker's list and at least one model, is added to the library at once. A manual for a make that is not yet on the list stays private until ScanSticker matches the make to the list, and is then shared.

3.3 No person at ScanSticker reviews a manual before it is shared, except when the automated checks in section 3.7 hold it back. ScanSticker may remove any manual at any time, for any reason, including those in section 7.

3.4 An unticked manual stays private to the Company. The owner or an admin can tick the box later, which shares the manual then. Unticking it later does not remove a copy already in the library.

3.5 Pilot companies. For a Company in ScanSticker's pilot, sharing manuals is a condition of its pilot agreement, so the box is ticked and cannot be unticked.

3.6 Before a person's first manual upload, and whenever this wording changes, the app shows the upload terms and asks the person to tap "Agree and upload". ScanSticker records the person, the Company, the version of the terms and the time.

3.7 Automated checks. ScanSticker may check manuals shared with the library automatically, using an AI service named in the Privacy Policy, for markup or annotation layers, reseller watermarks, customer details and poor scans. A flagged manual stays private to the Company and waits for review by ScanSticker staff, who may share it, keep it private or remove it. The checks can miss things; they do not change the Company's promises in section 7.

4. What the library keeps, and what it never keeps

4.1 The library keeps the file, its type (service manual, parts manual or wiring diagram), its make and its models. When ScanSticker copies a file into the library, it removes the PDF's hidden document details (author, creator, producer, title, subject and keywords).

4.2 The library never keeps or shows the Company's name, the person who uploaded the file, the title the Company gave it, the unit, the customer, the site, the serial number or any note. ScanSticker keeps a private record of which Company contributed a file, and when, that only ScanSticker staff can see, so it can handle reports and notices.

4.3 The library copy stays when the Company edits its own document, unticks sharing, or leaves ScanSticker Go.

4.4 Deleting a shared manual. When the Company deletes a manual it shared, the app asks "Also remove it from the ScanSticker library?". If the Company is the only one that contributed that file, it is taken down at once. If other Companies contributed the same file, the request goes to ScanSticker staff as a report, and staff decide.

4.5 Replacing a manual. "Replace with a cleaner version" swaps the Company's file for a new one and retires the old library copy in the same way as section 4.4.

4.6 On a unit, the Company's own manual of each type is shown first; library copies of the same type are under "Other versions".

5. Files that should never be shared

Untick the box, or do not upload at all, for:

1. documents about a particular customer or site: service reports, invoices, drawings, contracts, warranty registrations and photos;
2. anything showing a person's name, signature, phone number, address or handwriting, including a manual with a service ticket or handwritten notes scanned into it;
3. documents marked confidential, "dealer only", "for authorized service only" or "do not distribute";
4. documents the Company received under a confidentiality agreement or a paid subscription whose terms forbid sharing;
5. anything the Company is not sure it may share.

Other documents and photos the Company stores (anything that is not a service manual, parts manual or wiring diagram) are never added to the library.

6. The license a Company grants

6.1 For each file the Company shares with the library, and for the part data in section 9, the Company grants ScanSticker a non-exclusive, worldwide, royalty-free, perpetual, irrevocable license, sublicensable to other Companies and our service providers, to store, copy, index, format, display and make the file or data available within ScanSticker Go. This survives deletion of the file, the account or the Terms of Service.

6.2 The license is for use inside ScanSticker Go only. ScanSticker will not sell manuals separately or publish them on the open web.

6.3 The Company keeps whatever rights it has in the file. The license does not transfer ownership.

7. The Company's promise

7.1 Each time it shares a manual or adds part data, the Company promises that:

1. it has the right to let ScanSticker share the file with other Companies, because it owns the copyright, the rights holder has given permission, or the rights holder's published terms allow it;
2. it has removed customer details first: the file contains no personal data and nothing about a particular customer or site;
3. the file is not confidential and not subject to terms that forbid sharing;
4. the file is, as far as the Company knows, a manual for the make and models it chose.

7.2 If a promise turns out to be untrue, ScanSticker may remove the file, stop the Company from sharing with the library, and take the further steps the Terms of Service allow, including the indemnity in section 18 of the Terms.

8. Using shared manuals

8.1 Companies may use shared manuals to install, service and repair equipment. They may not resell them, post them publicly, copy the library in bulk, or remove copyright notices.

8.2 Manuals are provided as they are. A shared manual may be out of date or may not match a particular unit. Staff should check the manufacturer's current documents and follow its safety instructions. ScanSticker does not promise that any manual is accurate or complete.

9. The parts library

9.1 When a user adds a part to a unit with a part number, ScanSticker records the part number and the description used against that unit's make and model. When another Company opens a unit of the same make and model, the app offers those parts as suggestions. Nothing is added to a unit unless a user chooses it.

9.2 Only the part number, the description and the make and model are shared. Prices, costs, quantities, the Company's name, the person, customers, sites, serial numbers and notes are never shared. Deleting a part from a unit does not remove it from the parts library.

9.3 Keep descriptions short and in your own words; do not paste paragraphs from a manual.

9.4 A suggested part may be wrong for a unit. Check it against the manufacturer's documents before ordering or fitting it.

10. Reporting a problem

10.1 Any user can report a library manual or a suggested part from the app, choosing a reason: wrong model, wrong part, customer information, copyright, or other (with a note). ScanSticker keeps who reported it for its own use only and never shows it to other Companies.

10.2 ScanSticker looks at reports and may remove the manual or part, correct its make or models, or leave it in place. A report of customer information is looked at first.

10.3 A copyright report from the app is treated as a report, not as a notice under section 12. A rights holder who wants a file removed for copyright sends the notice in section 12.

11. Manufacturers

11.1 A manufacturer may ask ScanSticker, with or without a formal notice, to stop sharing its manuals. ScanSticker will block that make: it takes down that make's manuals already in the library, and new manuals of that make stay private to the Company that uploads them.

11.2 Requests go to the designated agent in section 15.

12. Copyright notices

12.1 A rights holder who believes a file in ScanSticker Go infringes its copyright can send a written notice to ScanSticker's designated copyright agent (section 15).

12.2 The notice must include:

1. a physical or electronic signature of a person authorized to act for the rights holder;
2. identification of the copyrighted work claimed to be infringed;
3. identification of the file in ScanSticker Go, with enough detail to find it, such as the make, model and document type;
4. the sender's name, address, phone number and email;
5. a statement that the sender believes in good faith that the use is not authorized by the rights holder, its agent or the law;
6. a statement that the information in the notice is accurate and, under penalty of perjury, that the sender is authorized to act for the rights holder.

12.3 Within 1 business day of receiving a complete notice, ScanSticker removes the file or blocks access to it. It then tells the Company that contributed the file and sends it a copy of the notice.

12.4 An incomplete notice gets a reply explaining what is missing.

12.5 ScanSticker keeps a record of every notice, the file, the action taken and the dates.

13. Counter-notices

13.1 A Company whose file was removed after a notice may send a counter-notice to the designated copyright agent. It must include:

1. the Company's physical or electronic signature;
2. identification of the file removed and where it appeared before removal;
3. a statement under penalty of perjury that the Company believes in good faith the file was removed by mistake or misidentification;
4. the Company's name, address and phone number, and a statement that it consents to the jurisdiction of the federal district court for the judicial district of its address, and that it will accept service of process from the person who sent the notice or that person's agent.

13.2 ScanSticker sends the counter-notice to the person who sent the original notice and tells that person it will restore the file in 10 business days. Unless that person tells ScanSticker it has filed a court action to stop the use, ScanSticker restores the file no less than 10 and no more than 14 business days after receiving the counter-notice.

13.3 A file restored after a counter-notice may still be removed under section 3.3 for other reasons.

14. Repeat infringers

14.1 ScanSticker counts each valid notice against the Company that contributed the file. A notice that is withdrawn, or a file restored after a counter-notice, does not count.

14.2 A Company with 3 valid notices within 12 months can no longer upload manuals. A Company with 5 valid notices within 12 months has its account ended under section 20 of the Terms of Service. Before the account ends, the owner can still export the Company's records, and payments its customers already owe still reach the Company's Stripe account.

14.3 ScanSticker tells the owner in writing each time a notice is counted.

15. Designated copyright agent

Notices, counter-notices and manufacturer requests go to ScanSticker's designated agent, registered with the U.S. Copyright Office (registration DMCA-1084051):

Copyright Agent

ScanSticker LLC

1657 Chenier Arch, Apt 104, Virginia Beach, VA 23451

Email: support@scansticker.com

Phone: 757-373-1405

Reports that are not copyright notices can be sent from the app or to support@scansticker.com.