Is what I said to myself, "I must give them a gift," considered a vow that must be fulfilled, and is it permissible to substitute it with something else due to the distance and hardship?

What was mentioned is not considered a vow, for a vow is only binding through a verbal utterance that signifies commitment. It is not permissible to pay the company or its workers for extracting the file; this is a right of the questioner and a duty of the entity, and paying money for that is considered a forbidden bribe according to Islamic law. Therefore, neither a gift nor a vow is incumbent upon the questioner.