Terms of Service

1. Service Description

Recordness provides virtual mail management services, including:

• Virtual Business Addresses: Real, verified addresses in 200+ countries for receiving physical mail
• Mail Receipt & Scanning: Receiving, opening (with authorization), scanning, and digitizing your mail
• Mail Storage: Physical retention for 30 days, digital retention for 7 years
• Mail Actions: Forwarding, shredding, archiving, and download services
• AI Categorization: Automated sorting and prioritization of mail using OCR and AI
• Compliance Services: Form 1583 processing, CMRA compliance, registered agent services

2. Account Registration and Authorization

2.1 Account Creation

• You must be 18 years or older and legally authorized to enter contracts
• Provide accurate, complete, and current information during registration
• Maintain the security of your account credentials
• You are responsible for all activity under your account

2.2 Authorization Requirements

Payment-First Flow: You must pay for your subscription before receiving a virtual address. Your address remains inactive until authorization documents are approved by our registered agents.

3. Virtual Address Usage Policies

3.1 Permitted Uses

• Business correspondence and official mail
• Package delivery from reputable carriers
• Legal documents and compliance filings
• Financial statements and tax documents
• Marketing materials and promotional items

3.2 Prohibited Items and Activities

Consequences: Receiving prohibited items may result in immediate account suspension, mail rejection, law enforcement notification, and legal action. We reserve the right to refuse handling of any suspicious mail.

4. Mail Handling Procedures

4.1 Mail Receipt

• We receive mail on your behalf at your designated virtual address
• Mail is logged, photographed (exterior), and you receive an instant notification
• Mail will not be opened without valid Form 1583 authorization

4.2 Mail Scanning

• After authorization approval, we open and scan your mail (except items marked "Do Not Open")
• Scans are processed through OCR for text extraction
• AI categorizes mail (legal, financial, promotional, etc.) and flags priority items
• Legal mail receives urgent priority handling with compliance deadline tracking

4.3 Physical Retention & Shredding

4.4 Mail Forwarding

• Forwarding requests must be submitted before the 30-day physical retention deadline
• Forwarding fees apply based on carrier (FedEx, UPS, USPS, DHL) and destination
• International forwarding may incur customs duties (your responsibility)
• Tracking information provided for all forwarded items

4.5 Mail Archiving & Deletion

• Archive important mail indefinitely (up to 7-year retention limit)
• Request early deletion through your dashboard (30-day grace period for recovery)
• Permanently deleted mail cannot be recovered

5. Billing, Payments, and Subscriptions

5.1 Subscription Plans

• Subscriptions are billed monthly or annually based on your selected plan
• Payment is required upfront before virtual address activation
• All payments processed securely through Stripe
• Subscription auto-renews unless canceled at least 24 hours before renewal

5.2 Additional Fees

• Mail forwarding (varies by carrier and destination)
• Expedited scanning (if offered)
• Storage beyond included limits
• Additional team members (if applicable to plan)

5.3 Refund Policy

No refunds are provided for:

• Subscription fees once the billing period has started
• Mail scanning, forwarding, or other processing fees
• Account termination due to Terms violations

Pro-rated refunds may be considered in cases of service outages or billing errors at our sole discretion.

6. User Responsibilities

• Accurate Information: Ensure all registration details are current and accurate
• Authorization Updates: Re-submit Form 1583 if your address or ID changes
• Monitor Your Account: Regularly check for new mail and take action before retention deadlines
• Legal Compliance: Ensure your use of virtual addresses complies with all applicable laws
• Tax Obligations: You are responsible for any tax implications of using a virtual address
• Notify Senders: Inform senders of your virtual address to avoid misdirected mail

7. Account Termination

7.1 Termination by You

• Cancel subscription anytime through your dashboard
• Access continues until end of current billing period
• Download all mail before account closure (grace period: 30 days)
• Physical mail held for 30 days for forwarding, then shredded

7.2 Termination by Recordness

We may suspend or terminate your account immediately for:

• Violation of these Terms (prohibited items, illegal activities)
• Non-payment or failed payment methods
• Fraudulent activity or identity theft
• Abuse of our staff or registered agents
• Extended inactivity (6+ months with unpaid balance)

8. Liability and Disclaimers

8.1 Service Availability

While we strive for 99.9% uptime, we do not guarantee uninterrupted service. Scheduled maintenance and unforeseen outages may occur.

8.2 Mail Loss or Damage

• We exercise reasonable care in handling mail but are not liable for loss, theft, or damage beyond our control
• Carrier liability applies to forwarded mail (FedEx, UPS, etc.)
• Insurance recommended for high-value items
• We are not responsible for sender errors, postal service delays, or customs holds

8.3 OCR & AI Accuracy

While our OCR and AI categorization are highly accurate, we do not guarantee 100% accuracy. Users should verify critical information extracted from scans.

8.4 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: Recordness liability is limited to the amount you paid for services in the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential damages.

9. Modifications to Terms

We may update these Terms with 30 days' notice via email and dashboard notification. Continued use after changes constitutes acceptance. Material changes affecting pricing or service scope require explicit consent.

10. Dispute Resolution and Governing Law

• Governing Law: These Terms are governed by the laws of [Your Jurisdiction - to be determined based on company registration]
• Arbitration: Disputes resolved through binding arbitration (except for small claims court)
• Class Action Waiver: You agree to bring claims individually, not as class actions

11. Contact for Terms Questions