EDMS Basic Annual Plan - 20% Payment Discount Applied
Electronic Data Management Service Plan - Premium:
Up to 3 primary folders with any combination of up to 12 subfolders for a cumulative total of 150 files.
No Life Cycle Management and Legal Hold services
Will Auto Renew in 12 months and be immediately due
The parties have executed this Agreement as of the Effective Purchase Date.
Electronic Data Management Service Plan - Premium:
Up to 3 primary folders with any combination of up to 12 subfolders for a cumulative total of 150 files.
No Life Cycle Management and Legal Hold services
Will Auto Renew in 12 months and be immediately due
The parties have executed this Agreement as of the Effective Purchase Date.
Customer Service Agreement Terms and Conditions
Effective Date: Obligations to start on the date of purchase and to continue in effect throughout the entire term of service.
These Terms and Conditions ("Agreement") govern the use of services provided by Online Doc Vault Limited Liability Corporation ("Online Doc Vault” “Company," "we," "our," or "us"). By accessing or using our services, you agree to be bound by these terms. If you do not agree with any part of this Agreement, please do not use our services. By using our services, you accept these terms and conditions.
1. Definitions
• "Services" refers to the document control, mail and email services, registered agent services, notary services, contract management, and any other related services provided by Online Doc Vault.
• "User," "Client," or "You" refers to any individual or entity using our services.
2. Scope of Services
The Company provides the following services:
• CMRA Virtual Address Services: Secure mail management, handling, and forwarding.
• Registered Agent Services: Acting as a registered agent for businesses and receiving legal documents.
• Remote Online Notary Services: Providing notarization of documents as permitted by law.
• Contract Administration Services: Assistance with signature validation, with additional processing and audit trail history available.
• Document Control Services: Secure storage, organization, and timely access to important documents.
We reserve the right to modify, increase price of or discontinue any of the above services at our discretion and we will give you 60 days’ notice of any changes. We require 30 days’ notice to terminate your service(s) with all due and final fees prepaid.
3. User Responsibilities
By using our services, you agree to:
• Provide accurate and complete information and all required documentation when registering for services.
• Maintain accurate required information by informing us of any changes immediately and we will not be responsible for any errors due to unnotified changes.
• Use our services in compliance with all applicable laws and regulations.
• Not using our services for any fraudulent, unlawful, or unauthorized purposes.
• Maintain confidentiality of your account credentials and notify us of any unauthorized access.
Failure to comply with these responsibilities may result in immediate suspension or termination of services.
4. Fees and Payment
• Users agree to pay all applicable fees associated with the services they select.
• Fees must be paid on time as per the payment schedule provided during registration.
• Failure to make payments may result in service suspension or termination.
• Monthly Payments are non-refundable and not prorated upon cancelation.
• Annual Payments are refundable after the non-discount amount is retroactively applied for whole non-prorated months of service already provided after 30 day advance cancelation notice is received.
• We reserve the right to adjust pricing with prior 60-day notice to clients.
5. Confidentiality and Privacy
• We take reasonable measures to protect user data and maintain confidentiality.
• Personal information is collected, stored, and used in accordance with our Website Privacy Policy.
• our EDMS and CMRA Data is collected, stored, and used in accordance with our Data Security Policy. Docusign and BlueNotary transactions are per those websites policies:
https://www.docusign.com/trust/security
• We do not sell to or share any data with third parties unless required by law. Apart from the transaction date that is transmitted on this website no other data will be shared on this website. We will be handling your work on a Online Doc Vault dedicated platform, distinct from this commerce website.
6. Registered Agent Services
If you use our registered agent services, you agree that:
• We may receive legal and official documents on your behalf.
• We will forward documents to the contact details you provide.
• You are responsible for keeping your contact information up to date.
• Failure to respond to digitally and / or physically forwarded documents and email notifications we have correctly sent per your on file instructions may result in legal consequences for which we do not accept responsibility or liability.
7. Notary Services
• Notary services are provided in compliance with applicable state and federal laws.
• Users must provide valid identification for notarization.
• We reserve the right to refuse notarization if documents are incomplete, appear fraudulent, or do not meet legal requirements.
8. Virtual Address Services
• Each addressee must fill-out the USPS Form 1583, Application for Delivery of Mail Through Agent, and must provide matching address verification (personal – Photo ID / businesses add – State Certification or Business license). All documentation must be complete, match, currently dated and verified or USPS will reject the application and service cannot be provided. The mail agency (us) is required to enter Form 1583 data and upload supporting documents into the Postal Service’s electronic CMRA Customer Registration Database and recertify it each quarter. The initial process and any changes will necessitate a video meeting that will be facilitated by Online Doc Vault. Failure to comply will mean no further service can be provided.
• No COD mail will be received.
• Upon termination by either party, we are not required to electronically transmit, physically hold or remailed any type of mail received by us for you, and it will be shredded. Be advised that neither you nor us can file a change-of-address order from our address to another as per the USPS as per the Domestic Mail Manual, section 508.1.8 updated 1/19/2025.
9. Limitation of Liability
• We are not responsible for lost, delayed, misdelivered, or mishandled documents due to acts of god third-party providers (e.g., postal, couriers, and email services or any government office).
• We do not guarantee legal validity of documents handled through our services.
• Our total liability for any claim related to our services shall not exceed the amount paid for the specific service in question.
10. Force Majeure Clause
Neither party shall be held liable for any failure or delay in performance of its obligations under this Agreement if such failure or delay is due to circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, government restrictions, wars, terrorism, labor strikes, supply chain disruptions, power failures, cyberattacks, or any other unforeseen event that renders performance impracticable ("Force Majeure Event"). The affected party must promptly notify the other party of the Force Majeure Event and make reasonable efforts to mitigate its effects. If the Force Majeure Event continues for more than sixty (60) days, either party may terminate this Agreement with written notice, without liability for any damages arising from such termination.
11. Termination of Services
We may terminate or suspend services if:
• A user violates these Terms and Conditions.
• Payments are not made as agreed.
• We suspect fraud, abuse, or illegal activity. Due to legal consequences we also may be compelled to report such to the proper authority.
Users may terminate their services by providing 30 days of written notice. Termination does not absolve outstanding fees due before the termination date.
12. Governing Law and Dispute Resolution
• This Agreement shall be governed by the laws of Commonwealth of Pennsylvania.
• Any disputes arising from this Agreement shall be resolved through arbitration or legal proceedings in Montgomery County, Commonwealth of Pennsylvania.
13. Modifications to Terms
We may update these Terms and Conditions at any time. Users will be notified of changes 60 days in advance, and continued use of services constitutes acceptance of the modified terms.
14. Contact Information
For any questions or concerns regarding these Terms and Conditions, contact us at:
customerservice@onlinedocvault.com / 800-530-9357
By using our services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions and all additional documentation provided.
Mutual Non-Disclosure Agreement
Effective Date: Obligations to start on the date of purchase and to continue in effect throughout the entire term of service.
This Mutual Non-Disclosure Agreement (the "Agreement") is entered into as of the Effective Date by and between:
• ("Party A")Online Doc Vault Limited Liability Corporation, a Commonwealth of Pennsylvania Limited liability Corporation with its principal place of business at 9 E. Township Line Road, Souderton, PA 18964, and
• (“Party B”) Purchaser, represented by a signatory who is legally designated and authorized to make this purchase, is the party making the purchase and possesses the legal authority to sign this agreement and bind any company they claim to represent to its obligations. If someone signs this agreement without the necessary authority and the contract is deemed invalid or unenforceable because of this false signature, then as we reasonably relied on the signer's authority, we will hold the signer personally liable for the obligations outlined in the contract and any damages or losses incurred with the unauthorized signing.
• Purpose
The parties wish to explore a potential business relationship (the "Purpose") and, in connection with this Purpose, may disclose to each other certain confidential and proprietary information. This Agreement sets forth the terms and conditions under which such confidential information will be disclosed and protected.
2. Definition of Confidential Information
"Confidential Information" means any non-public information, whether written, oral, or in any other form, disclosed by either party to the other that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. This includes, but is not limited to, business plans, customer data, financial information, marketing strategies, technical data, and proprietary software.
3. Obligations of Receiving Party
The party receiving Confidential Information ("Receiving Party") agrees to:
• a. Use the Confidential Information solely for the Purpose.
• b. Restrict disclosure of the Confidential Information to its employees, agents, or third parties who need to know such information for the Purpose and who are bound by confidentiality obligations at least as protective as those in this Agreement.
• c. Protect the Confidential Information with the same degree of care it uses to protect its own confidential information, but no less than reasonable care.
4. Exclusions from Confidential Information
Confidential Information does not include information that:
• a. Is or becomes publicly available without breach of this Agreement.
• b. Was known to the “Receiving Party” before disclosure by the disclosing party.
• c. Is received from a third party without breach of any obligation of confidentiality.
• d. Is independently developed by the “Receiving Party” without use of or reference to the “Disclosing Party's” Confidential Information.
5. Term
This Agreement shall commence on the Effective Date and continue for a period of five (5) years], unless terminated earlier by either party with 30 day written notice. The confidentiality obligations shall survive for all time after the termination of this Agreement.
6. Return or Destruction of Materials
Upon termination of this Agreement or upon request, the “Receiving Party” shall promptly return or destroy all materials containing Confidential Information and certify in writing that it has complied with this obligation.
7. No License
Nothing in this Agreement grants any license or right to either “Party” under any intellectual property rights of the other party.
8. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Pennsylvania, without regard to its conflict of law principles.
9. Miscellaneous
• a. This Agreement constitutes the entire agreement between the parties regarding the subject matter herein and supersedes all prior agreements and understandings.
• b. Any amendments or modifications to this Agreement must be in writing and signed by both parties.
• c. If any provision of this Agreement is found to be unenforceable, the remaining provisions shall continue in full force and effect.
Data Security Policy
Version: 1.0
Effective Date: February 1, 2025 / Last Updated: February 1, 2025
1. Purpose
This Data Security Policy outlines the security measures that the Online Doc Vault’s Electronic Document Management System (EDMS) strives to validate compliance with CMMC Level 1 (L1) standards with the exception that there is no USA data sovereignty. "Please note that the information provided is not sovereign and may be shared across the global internet infrastructure, making it accessible beyond specific jurisdictions." The EDMS platform is designed, maintained and monitored continuously by built in protocols using Microsoft Purview and Sentinel to protect client records, maintain data integrity, and safeguard sensitive information against unauthorized access or loss. Entra ID MFA is used to control access to private portals.
2. Scope
This policy applies to all clients utilizing the Online Docu Vault’s EDMS. It covers the security measures in place to confirm safe storage, controlled access, and secure transmission of electronic documents.
3. Security Controls and Measures
The Online Doc Vault’s EDMS implements the following security controls to protect client data:
• Access Control:
o Enforces role-based access control (RBAC) to ensure only authorized users have access to specific documents.
o Requires multi-factor authentication (MFA) for all system access.
o Provides detailed permission settings to define user roles with view, edit, or delete privileges.
• Data Encryption:
o Encrypts all data at rest and in transit using Microsoft encryption software.
o Ensures secure communication channels for document transmission.
• Audit and Monitoring:
o Logs all access, modifications, and deletions of records for accountability.
o Provides clients with access to audit logs for transparency and tracking.
• Data Backup and Recovery:
o Implements automated, secure backups to protect against data loss.
o Backup for rapid recovery of client documents in the event of a system failure or cyber incident.
• Secure Data Retention and Disposal:
o Supports data retention policies in compliance with your requirements.
o Implements secure deletion protocols to properly dispose of obsolete documents.
4. Incident Response and Reporting
The Online Doc Vault’s EDMS provides dedicated electronic security to monitor, investigate, and respond to potential security incidents:
• Provides 24/7 digital monitoring for potential security threats.
• Notifies affected clients immediately in case of a data breach.
5. Client Responsibilities
While Online Doc Vault works to verify a secure EDMS environment, clients must also take measures to protect their data, including:
• Assigning appropriate user roles and permissions.
• Reporting any suspected unauthorized access or security concerns promptly.
• Ensuring their users adhere to best security practices when accessing the system.
6. Compliance and Enforcement
The Online Doc Vault conducts regular system updates and audits to maintain security compliance.
• Clients will be notified of policy updates or changes affecting their data security.
• Failure to comply with security measures may result in restricted access to the services or termination of service.
Approval & Acknowledgment
By purchasing and utilizing Online Doc Vault’s services, clients acknowledge and agree to the security measures outlined in this policy and any future updates.