Last updated: 27 August 2026
Xtra Copy Tournai
Rue de l'Yser 11, 7500 Tournai, Belgium
VAT: BE0700366625
Tel: +32 (0) 470/92.80.09
Email: administration@xtracopy.com
Websites: https://xtracopy.com, https://xtra-easy.com/
These General Terms and Conditions govern the sale of printing, binding and related services offered by Xtra Copy in-store and online.
Placing an order constitutes acceptance of these General Terms and Conditions. An order is definitively accepted upon confirmation by Xtra Copy or when production begins. As long as Xtra Copy has neither confirmed the order nor started production, the order remains without effect: the customer is bound to nothing, and any sums already paid are refunded in full, without any deduction whatsoever, within fourteen days. The customer is responsible for the technical quality of what they supply: Xtra Copy is not obliged to correct errors contained in the document or file. Rights in the content of what is supplied are dealt with in section 5.
Xtra Copy prints what the customer supplies, exactly as supplied. This section covers any document or file supplied to Xtra Copy, including a paper original brought into the shop. The customer is best placed to know where the texts, images and logos they have reproduced come from. This section sets out what the customer warrants when placing an order, what Xtra Copy does and does not check, what cannot be printed, and what happens to the documents and files supplied.
By placing an order, the customer declares and warrants, for any document or file supplied to Xtra Copy, including a paper original brought into the shop:
The exceptions provided for by Belgian law genuinely exist and Xtra Copy does not seek to restrict them: private copying, reprography for internal use, short quotation with the source indicated, illustration for teaching. They are simply narrower than is often assumed. Copying a book, a course pack or a musical score in full falls within none of them and may only be ordered with the rightholder's consent. Private use also gives no right to resell or distribute the printed copies. Xtra Copy does not give legal advice: in case of doubt, the customer should contact the rightholder or a legal adviser.
The price paid includes, where it is due, the statutory reprography remuneration that Xtra Copy pays to Reprobel for the copies it makes. That remuneration is not an authorisation: it does not allow a work to be reproduced beyond what the law permits.
Printing a dissertation or final-year project involves no check on citation rules or on the institution's plagiarism rules, which concern the student and their school alone.
Xtra Copy checks what is needed for printing: format, resolution, margins, colours. It does not read the content of what it is given and does not investigate the origin of the elements it contains. No rule requires it to monitor uploaded files, and Regulation (EU) 2022/2065 on digital services prohibits imposing a general monitoring obligation on a hosting service provider. The fact that a document is printed therefore does not mean that it has been approved.
Xtra Copy may refuse or interrupt an order where it has serious reasons to believe that the order infringes a third party's rights, that it concerns prohibited content, that the statement legally required on printed matter to be distributed or displayed is missing, or where the information requested is not provided. It informs the customer and states the reason.
Xtra Copy may request proof of identity or proof of rights for any order where it has serious reasons to doubt the rights invoked or the identity of the customer. That request is made before production starts, and the customer has a reasonable period in which to respond.
Where Xtra Copy refuses or interrupts an order that has already been paid for, the customer is refunded the full amount paid, without any deduction, within fourteen days. Once production has started, Xtra Copy no longer makes the refund conditional on proof of rights being produced: that proof is requested beforehand, not afterwards.
Certain reproductions are prohibited under criminal law, irrespective of any copyright question. They are described here in plain terms rather than by article numbers, so that the text remains accurate when the law is renumbered. Xtra Copy refuses:
This list is not exhaustive. As soon as Xtra Copy becomes aware of the unlawful nature of content, it stops printing it, removes it from its servers and informs the customer. It discloses a document or a file to a third party only at the request of a competent authority.
If a third party, an author, publisher, trade mark owner or photographed person, brings a claim against Xtra Copy concerning work printed for the customer, and that claim results from a breach of the warranties given above, the customer bears the consequences: the sums Xtra Copy would be ordered to pay, together with reasonable and substantiated defence costs. No lump sum and no penalty is provided for: only the amounts actually due are covered.
Xtra Copy informs the customer of the claim without delay. It passes on the relevant material and puts the customer in a position to submit observations and to take part in the defence. It concludes no settlement imposing sums on the customer without the customer's agreement.
This undertaking does not apply where the claim has its cause in a fault of Xtra Copy. In that case, Xtra Copy compensates the customer on the same terms.
Anyone who considers that a file uploaded to xtra-easy.com or a document printed by Xtra Copy infringes their rights may report this by email to administration@xtracopy.com, describing the work or right concerned and how they can be contacted. Xtra Copy acknowledges receipt within five working days at the latest and replies with reasons within one month at the latest. Those periods may be longer during the shop's closing periods, which are announced on the site. Where the content is manifestly unlawful, Xtra Copy acts without waiting for those periods.
The documents and files supplied to Xtra Copy are used only to fulfil the order. They are not resold, not reused for other purposes, and not published as examples of work without the customer's express consent, requested case by case.
Xtra Copy's staff are bound to secrecy regarding what is entrusted to them. Documents and files are disclosed to no third party and shown to no other customer. The only exception is a request from a competent authority. This undertaking also covers the customer's confidential information and trade secrets, in particular plans, studies, prices and internal company documents.
Files uploaded to xtra-easy.com are not kept indefinitely. An upload that does not become an order is deleted as soon as it no longer belongs to the two most recent upload days. An order that is never confirmed is deleted, together with its files, once seven days have passed. The files of an order that has been placed are deleted once six months have passed, that period allowing a reprint in the event of a complaint. These deletions are not instantaneous: they are carried out by a periodic clean-up, enabled in the site's administration, which runs only once per configured interval, currently twenty-four hours, and on the occasion of visits to the site. A file is therefore deleted at the latest one clean-up interval after the deadline that applies to it. The clean-up can also be started by hand. Paper originals brought into the shop are returned to the customer together with the printed work.
After those periods, the file itself is no longer kept. Xtra Copy retains only a minimal record of the order: its reference, the identity of the customer, and the text and date of the declaration accepted under point 5.1. That record contains no file, no image and no content of the printed document. It serves solely to answer a later claim from a rightholder. It is kept for ten years from the order, a period matching the limitation period for contractual claims under Belgian law, and is then deleted.
Where what the customer supplies contains personal data, the customer is the controller of that data and Xtra Copy acts as processor. Xtra Copy processes the data only on the customer's instructions and solely to fulfil the order. The persons with access to it are bound by confidentiality. Xtra Copy implements appropriate technical and organisational measures to protect it, and engages another processor only on the same terms. It deletes the data at the end of the periods set out above, unless a legal retention obligation applies. It assists the customer, so far as it is able, where a data subject exercises their rights or in the event of a data breach.
Full details of the processing, the retention periods and the customer's rights are set out in the privacy policy.
The provisions of this section apply without prejudice to the rights the law confers on consumers. None of them may have the effect of reducing those rights.
Prices are shown in euros, all taxes included. The price that applies is the one displayed at the moment the customer places the order: that price is due, even if the tariff changes afterwards. Xtra Copy may change its tariffs, but a change takes effect for the future only and has no effect on orders already placed. A subscription is a credit of copies bought in advance: the per-page price obtained at the time of purchase remains acquired until the credit is used up, whatever happens to the tariffs in the meantime, so a change applies only to subscriptions bought after it. Payment is due when the order is placed, by card, by PayPal or by drawing on a subscription as the case may be. Promotions are not cumulative unless stated otherwise.
In-store collection is free during opening hours. Delivery is carried out by a carrier; costs and lead times are indicated at the time of ordering. The lead times announced are indicative and are not a commitment to a date. Until the parcel is actually handed over to the customer or to the person they designate, the risk of loss or damage lies with Xtra Copy, in accordance with Article VI.44 of the Code of Economic Law. In the event of delay, loss or damage, the customer contacts Xtra Copy, which takes the matter up with the carrier.
A customer who orders at a distance as a consumer has fourteen days to withdraw, without having to give reasons and at no cost other than the cost of returning the goods and, where applicable, the extra cost of a delivery method other than the standard one that they themselves chose. That period runs from the day they receive the goods, or from the day the contract is concluded where a service is concerned. To exercise it, they send an unambiguous statement to administration@xtracopy.com, for example using the model withdrawal form annexed to the Code of Economic Law. Xtra Copy then refunds all sums received, including standard delivery costs, within fourteen days of receiving that statement. This right applies to supplies and accessories sold as they are. It also applies to subscriptions: if the customer asked for their credit of copies to be usable immediately, Xtra Copy retains the amount corresponding to the copies already used and refunds the balance. In accordance with Article VI.53 of the Code of Economic Law, the right of withdrawal does not, however, apply to goods made to the customer's specifications or clearly personalised, which covers printing work produced from their files or their instructions.
Any complaint must be submitted by email to administration@xtracopy.com. The customer is invited to do so within 7 days of receipt: that is the period allowing the fastest reprint. This is a recommendation, not a forfeiture of rights. After that period, the complaint remains admissible and the customer retains all their rights, in particular the legal guarantee of conformity.
Xtra Copy is liable for damage caused by its own fault. It is not liable for non-conformities originating in the documents or files supplied by the customer. Towards a business customer, and towards that customer alone, it is also not liable for indirect damage such as data loss or loss of earnings, except where these result from its fraud, its gross negligence or that of its employees, or the non-performance of an essential obligation of the contract. Towards a consumer, no exclusion of that kind applies: the consumer is entitled to full compensation for the damage caused by Xtra Copy's fault, whatever the seriousness of that fault, and the rights conferred on them by law, in particular the legal guarantee of conformity, remain unaffected.
Data is processed in accordance with the Privacy Policy available on the website and used for order management and customer relations.
These General Terms and Conditions are governed by Belgian law. Where the customer is a consumer, Xtra Copy may bring a dispute only before the court of that customer's domicile, while the customer keeps the choice the law gives them: the court of their own domicile, that of Xtra Copy's registered office, or that of the place where the disputed obligation arose or is to be performed. That choice follows from Articles 17 to 19 of European Regulation 1215/2012 and from Article VI.83, 23° of the Code of Economic Law, which treats as unwritten any clause designating a court other than those of Article 624, 1°, 2° and 4° of the Judicial Code. No provision of these terms may restrict it. Where the customer is a business, disputes fall to the courts of Hainaut, Tournai division.