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ESEffective Date: July 20, 2025
At Florida Document Specialists, we’re committed to delivering professional, reliable, and efficient services, including remote online notarization and apostille processing. Please carefully review these Terms of Service to ensure a seamless experience. By making a payment, you agree to be bound by these terms.
Payment Terms After we process your order, we’ll email you an invoice. Full payment is required in advance of service unless you’ve made prior arrangements with us.
Finality of Payment Payments are final upon submission. By making a payment, you confirm that you’ve reviewed and agreed to these terms. If you have questions, please seek clarification before making payment.
Refunds Refunds for online notarization and apostille services aren’t available once the process begins, except in cases of fault on our part or at our sole discretion. We only issue refunds for technical issues or errors on our part that prevent successful service completion, or at our discretion. Refunds aren’t available for completed services or for circumstances beyond our control, such as delays by government agencies, couriers, or rejection by the document’s recipient(s).
Minimum Requirements To ensure a smooth RON session, please meet these requirements:
System Requirements:
A desktop, laptop, tablet, or smartphone with a working camera and microphone.
A reliable high-speed internet connection.
The latest version of a web browser and operating system.
Each signer must have a unique email address.
Accepted Photo Identification:
Non-U.S. citizens outside the U.S. must provide a valid passport or government-issued photo ID from the U.S., Canada, or Mexico. National ID cards from other countries aren’t accepted.
IDs must be current or issued within the last five years and presented on video to the notary.
Accepted IDs include:
U.S. Passport
Passport from any country (doesn’t require a USCIS stamp)
Driver License or ID Card issued by any U.S. state or territory, Canada, or Mexico
U.S. Bureau of Citizenship and Immigration Services ID Card
U.S. Uniformed Services ID Card
Inmate ID from a U.S. State or Federal Facility (valid only if the inmate is in custody)
Personal Requirements:
Signers must be 18 years or older, except minors signing adoption consents.
Signers must be fluent in English or Spanish, or use our foreign language interpreter service.
Biometric ID verification is available, eliminating the need for a Social Security number or credit history.
Document Requirements:
Documents can be in any language, but notarial wording must be in English. We’ll address any issues with notarial language.
All required fields must be completed—no blank spaces allowed.
Signers must review their documents before the appointment. Notaries can’t provide legal advice or comment on document content.
Third-party submitters (e.g., attorneys) must ensure signers understand the documents and have addressed questions beforehand.
Standalone signature pages can’t be notarized; complete documents must be provided.
Foreign Language Documents:
Florida law requires signers to receive either a translation of the document(s) or an explanation of the document’s “nature and effect” in a language they understand.
Processing Times Processing times refer to the period from when we receive your document to when the government agency issues the apostille. This doesn’t include return shipping time. Additional services, such as notarization or translation, may extend timelines.
Service Levels
LUDICROUS SPEED: Same-day Florida Apostille Service (starts next business day if received after 12 pm ET). If unavailable, your order converts to RUSH service, and we’ll refund the price difference.
RUSH Service: 2–3 business days (starts next business day if received after 12 pm ET).
FAST Service: Under 10 business days.
STANDARD Service: Under 20 business days.
FBI Background Check RUSH Service (via D.C. Secretary of State): 3–4 business days.
U.S. Department of State Authentication: Approximately 8–10 business days.
Embassy Processing: Varies by embassy.
Return shipping options accommodate your timeline. Please note that return shipping time isn’t included in processing times. We’ll promptly communicate any delays due to notarization or translation.
Our Role We act as facilitators, managing document exchanges between you and relevant agencies. While we inspect documents for acceptability based on our experience, we aren’t responsible for rejections. If a document is rejected, we’ll assist in addressing the issue.
Document Safety We aren’t responsible for loss, damage, or delays once documents are submitted to third parties, such as government agencies or shipping carriers.
Exemptions for Government Errors We can’t be held liable for errors, omissions, or delays caused by government agencies.
Carrier-Related Limitations While we use trusted carriers, we aren’t liable for transit issues with FedEx, DHL, or USPS. DHL return shipping may require an additional day due to their 2 pm ET cutoff. FedEx International is available as a faster alternative.
We’re dedicated to your satisfaction. If you have questions or need assistance, please contact us:
Phone: 386-256-5540 or 800-255-5287
Email: notary@FloridaDocument.com
Verified Vault Access™ is an optional premium add-on to our Remote Online Notarization (RON) services. It provides a secure, encrypted digital archive (your “Vault”) of supporting documents and media from your RON session. You access your Vault via a password-protected QR code.
Your Vault may contain:
Signed notarized documents
Audit trail
ID verification reports
Notary journal entry
Full audio/video recording of the session
Access & Availability You can choose from two access options:
Lifetime access (default)
Time-limited access, expiring on a date you select.
Your Vault is hosted on a third-party encrypted cloud platform. While we strive for 24/7 uptime, availability may be affected by factors beyond our control.
It is your responsibility to retain your QR code and password. Florida Document Specialists won’t reissue lost credentials.
Security & Privacy Your Vault contents are stored using end-to-end encrypted, zero-knowledge cloud technology. This means:
Only you, and anyone you share your credentials with, can access your Vault.
Florida Document Specialists will never share your Vault content or password with any third party.
You are solely responsible for managing the distribution of your QR code and password.
Limitations of Service & Liability Verified Vault Access™ is provided for your convenience to retrieve supporting materials; it isn’t a legal record retention service. While we offer long-term or lifetime access, we can’t guarantee perpetual availability due to potential changes in technology, storage platforms, or business operations.
Always retain your own records. The digitally signed PDF you received at the time of your Remote Online Notarization session is the legally valid original document and should be securely maintained by you. Florida Document Specialists and the RON platform provider retain required documentation as mandated by law.
We aren’t liable for any damages, losses, or consequences resulting from your inability to access the Vault for any reason.
Refunds This service is considered delivered once your QR code and Vault link are activated. No refunds will be issued after activation, regardless of whether you access the Vault.
Changes to Service We reserve the right to modify, suspend, or discontinue the Verified Vault Access™ service at any time. Any previously issued Vaults will remain accessible for their designated access period unless restricted by legal or technical limitations.
Thank you for choosing Florida Document Specialists. We value your trust and are committed to providing professional, personalized service every step of the way.
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