In compliance with Personal Data Protection Laws, we inform you that the information given to TRAMITA (henceforth TRAMITA) derived from the continuous process of servicing, shipping, and billing of certificates, will be incorporated into a secured, encrypted TRAMITA file.
The handling of your information is to ensure a correct contractual and administrative relationship with our clients, as used with the processing of orders and billing. TRAMITA will not use your information for any other means than what was previously described.
The fact that you accept the Terms and Conditions and provide us with personal information, implicates your consent on the handling and incorporation into the previously-mentioned TRAMITA file, in a free, unmistakable, specific, and informed manner.
You have the option to deny further permission to access your information, you also have the right to access, modify, cancel, and refuse access to your data by sending a request via any means you choose that includes certified delivery and receipt, to the following address: TRAMITA – 228 Park Ave S #73035 – New York, NY 10003-1502; or by email to: email@example.com
In compliance with Personal Data Protection Law, TRAMITA promises to ensure that all personal information remains confidential. Furthermore, TRAMITA will employ any necessary means to ensure that your information is not altered, lost, seen, or accessed by un-authorized parties.
Your credit card details will be used and stored on secure servers used by our payment processor/carrier. TRAMITA does not store any of this information. By accepting the Terms & Conditions, you will be accepting the transfer and use of this data by the bank or payment processor to complete the payment.
All orders of Vital Record Certificates made online through TRAMITA’s website are private. Vital Record certificates are processed exclusively for the customer or eligible requestor and cannot be used by any other person. Also, their use is limited by State and Federal law.
To demonstrate our commitment to convenient communications, we have adopted the following terms and conditions, regarding Email, which are incorporated by reference into all Emails sent and received by our Team Members (i.e., our employees).
Our communications with you via Email are conditioned upon your agreement to the following terms:
- All email communications henceforth are directed to the email address given by the customer. No other email address will be used.
- In order to ensure email communications are coordinated with the customer order TRAMITA offers all customers a personal MY ORDER page - https://vital-records.us/my-order/ - which allows customers to track the process of their orders.
- All email communication from customers as well as the upload of any documentation or forms required by law and that TRAMITA may require to process the on-line orders must be done only through the MY ORDER page - https://vital-records.us/my-order/ -.
- No other forms of sending required documentation, ID, application forms or consent forms are advisable i.e. regular mail, or personal delivery at our offices as they may be lost or the expected delivery times increased. TRAMITA may not be held responsible if any customer decides to use any other means to send the documentation other than through the MY ORDER page -https://vital-records.us/my-order/ -.
- Email is an effective means of communicating a message. However, due to its brief and informal nature, Email may not accurately represent the entire or final detail of a matter or the official business record of the Company. Indeed, communications on a particular matter may be exchanged through multiple channels, all at the same time, such as when an Email responds to a call for example. Accordingly, Email, by itself, may not accurately reflect the complete communication or intent of the Company as to the subject matter referred to within the communication, nor constitute an official business record of the Company. All official matters should be subsequently confirmed in writing and sent to our logistics office. Also, the mere receipt of an Email by the Company may not be sufficient to notify the Company in a timely manner of the matters contained within that Email.
- Monitoring Communications: All Emails sent to or from our Team Members may be forwarded, monitored, and/or reviewed by others within our Company other than the designated recipient/sender with or without notice to the designated recipient/sender. We may also record or monitor other forms of communications you have with us via the website, Email, and telephone. By using such communication mediums you are consenting to the recording or monitoring of the same.
- EMAILS ARE GENERALLY NOT FORMAL SIGNED TEXTS; E-SIGN DISCLAIMER: Unless there is explicit and specific language and disclosure to the contrary, Emails from our Company will not contain or constitute an electronic signature, even if the sender's name appears in the Email. Email communications are not intended to be construed as legal documents that represent the company and agreements are generally sent by TRAMITA to clients in formal signed email texts explicitly mentioning its objective and function as a Formal and binding email.
- UNSECURED TRANSMISSIONS: It should be noted that regular Email is typically sent via the Internet which is an open network. While certain designated areas within our websites employ technologies to secure your data and the transmissions between you and our Company, regular Email uses the Internet which is an open system and we cannot guarantee that all Email transmissions (sent or received) are secure, error free, corrupted, incomplete or virus free and/or that they won't be lost, delivered incorrectly, destroyed, delayed, or intercepted/decrypted by others. Therefore the Company advises the exclusive use of the MY ORDER page - https://vital-records.us/my-order/ -.
FORBIDDEN EMAIL CONTENT: All of our Team Members are prohibited from using Email to make or send any type of menacing, defamatory, discriminatory, harassing, offensive or threatening statements/materials, or statements/materials that infringe the copyright or legal rights of others in Email. Such communications are against Company policy and outside the scope of our Team Member's employment. The Company does not accept any liability in respect to such communication, and the Team Member responsible will be personally liable for any damages or other relating issues. Please report any such violations to our Public Relations Team firstname.lastname@example.org .
The use of the Company's Email facilities for purposes of sending menacing, harassing, offensive or threatening messages to our Team Members is strictly prohibited and is unlawful; violators will be prosecuted to the fullest extent of the law. In these cases, where the communications sent by the customer are considered by us as offensive, threatening or harassing TRAMITA reserves the right to cancel the order sent by the customer without any further explanation proceeding to refund the fees paid by the customer while keeping a service fee of $49.00 plus tax.
Use of the Company's Email facilities for purposes of to encouraging Team Members to breach their employment agreements or to interfere with their employment status with our Company is strictly prohibited.
Once the order is received the customer will receive an automatic email confirming the order was sent (the Order Confirmation email is sent to the email address provided by the customer when completing the online application form).. This email also contains all the data provided in the corresponding online application form by the customer and we suggest that the customer reviews all submitted information and immediately sends information of any necessary correction. Any incorrect information may mean that the correct certificate cannot be found.
In order to provide the opportunity to correct any submitted data before handling and sending to the corresponding Vital Records Office TRAMITA gives all customers a 24 hour period without charge to do so..
This 24 hour period can also be used by all customers to, if necessary, cancel the order that was sent without any charge or any questions asked. A refund of the full amount is credited to the card used to pay the order within the next 48 hours . From this point, the timescale for reception of the refund will depend only on the relevant customer Bank or Credit Card company. When the refund is completed the order is closed and Tramita will send an email communication confirming the refund and closure of order. Once this is done, the order can not be reactivated. If the customer wishes to order a new certificate they must complete a new online application form and follow the payment procedure.
The 24 hour period starts right after the order is sent and confirmed by Tramita by means of an automatic email (Order Confirmation email).
As explained, since these documents are unique and personalized TRAMITA can only accept order cancellations within the previously mentioned 24 hour period that begins after the order is sent or if the process has not been commenced by one of our employees.
Our online service is open to the legal profession and general public to obtain original certified copies of US state vital records. These documents may be ordered directly from the relevant government agency at a lower cost. When using our online ordering service, the (online) processing fee is included to cover the cost of providing a secure online ordering service, expert assistance and thorough review of all pertinent information to ensure compliance with government laws and regulation.
We consider that the processing of an order has started when the first email communication is sent by our Customer Service team.
We stress that, even if the certificate hasn’t been issued by the Vital Records Office, at first communication Tramita had already to process the order and dedicate personnel to its handling and analysis, for example:
certification of the requesters eligiblity as a requester in accordance with State and Federal law;
review of the information or documentation sent;
request of the documentation that is required by State or Federal law to request the personal document;
acknowledgement of receipt and acting according to the certificate type,
manual search of the county or borough where the record is held or might be held in case of incorrect information, missing information or even due to the fact that the requestor does not know the exact required information;
Tramita most probably had to pay some required fees in advance besides other inherent business costs.
Because of the previously stated reasons, and once an order has been placed and the process commenced, requests for a refund of the service fee will not be accepted except in the cases mentioned below.
Also, take into account that fees charged by the Vital Records Office are non-refundable, since these fees are considered search/service fees, regardless of whether the record is found or not. Where possible please confirm that the information provided is exact. If any information is not exact, please mention that on the order form to assist the Vital Records Office in the search for the record you require.
TRAMITA will not be held responsible for the contents of a certificate, as these items are based on information held on the systems of the Vital Records Office. TRAMITA does not have access to said certificate contents prior to receiving the certificate. Any queries/complaints regarding the contents must be dealt with by the relevant Vital Records Office.
Though it is optional, we strongly suggest that the customer completes the field asking for the reason behind requesting the certificate. As in some cases, they might need to add a specific note/stamp to process the certificate according to your needs. If the order form does not state the reason for request, TRAMITA cannot be held responsible if the certificate delivered is not what the customer or requester required.
Also if the customer has any deadline to present the required certificate we strongly advise the customer to mention the same. With this information and taking into consideration the average processing times of the Vital Records Office and likely shipping times involved, our Customer Service team will advise you on the best options that may even include advice to cancel the order and fully refund the amount paid (if no fees were paid by Tramita).
For more information see PROCESS TIMES in all of our online application forms, our FAQ page - https://vital-records.us/faq/ - or here in the Process Time paragraphs.
In the case that the customer orders multiple copies of the certificate, the Vital Records Office has the right to send fewer copies if they believe that the client does not need the number requested. In these cases, and since this is an issue of the Vital Records Office, TRAMITA can not be held responsible for the customer receiving fewer copies than were ordered. This issue is another reason why we strongly suggest completing the reason for request field stating why you need multiple copies. TRAMITA will not be held responsible if the field is left blank or for the Vital Records Office´s decision. In these cases and after confirmation by the Vital records Office of the number of copies to be issued, TRAMITA will refund the corresponding amount for the number of copies that were not issued by the Vital Records Office.
In these cases, and if the customer wishes to receive additional copies of a certificate, a new order must be made and the customer must fill in a new online application form.
There will be one total fee charged per order,, based on the items requested in the submitted online application form, and this total fee will be charged directly to the customers credit card. The customer will receive a receipt of the transaction from our payment carrier apart from the charge being itemized by the customer bank or credit card company on their respective account statement. This will be considered as a receipt.
TRAMITA reserves the right to keep a service fee ($49.00 plus tax) and no refunds will be made of this service fee if no communication is received from the customer within one month of our last communication sent. An email reminder communication will be sent to the customer and if no answer is received within 24 hours the order will be closed and cannot be reactivated. Any other fees and any other additional services ordered by the customer that were charged by TRAMITA will be where possible, fully refunded and credited directly to the card* used by the customer to pay for the order or a cashier's check will be sent to the address provided by the customer for the order. (*From this moment on the time taken to deliver the refund will depend only on the relevant customer Bank or Credit Card company).
In some cases it is, according to State Law, obligatory for the requestor to complete an application form or release/consent form to proceed with an order. Do take into consideration that to obtain certain certificates onlinethe Vital Records Office will require original signatures from the eligible requestor.
Also, Government agencies will require identification documents, such as a current government photo ID (e.g. driver’s license, passport, etc.) without which the required certificates or documents will not be issued.
For this reason, TRAMITA Customer Service team, after analyzing the type of certificate or document required, will inform the customer through an email communication, of all the documents we may need in order to process the online request together with the Vital Records Office and/or Government Agency.
At this point of the process, if the customer or requester wishes to cancel the on-line order of the document, TRAMITA will charge a Service fee of $10 to pay fees or emoluments that were paid in advance as well as other inherent business costs. The remaining amount paid by the customer will be fully refunded within 48 hours. Where possible, refund amounts will be credited directly to the card* used by the customer to pay the order or with a cashier's check sent to the address provided by the customer in the order that was received. (*From this moment the time to receive the refund depends on the customer Bank or Credit Card company).
The impossibility on the customer or requesters part to send the required documents or forms via email through the MY ORDER web page will not give the customer entitlement to a full refund and so a fee of $10 will be applied.
The mentioned fee is $12 for the following states/cities:
PA – PENNSYLVANIA
CA – CALIFORNIA
NYC – NEW YORK CITY
TX – TEXAS
FL - FLORIDA
IL – ILLINOIS
Due to State Laws, it is mandatory to provide a legible and clear valid photo ID. Depending on the State it can also be mandatory to provide a consent form, sworn statement, affidavit or notarized documents; or even an original application form completed and signed by the eligible requestor.
If the valid photo ID / Consent form or any other document required by State Law, uploaded through MY ORDER site is not clearly legible once printed, the Vital Records Office may reject the application without refunding the stated fee.
Tramita will ask our customer's at least 3 times to provide a clearly legible document to avoid rejection of the application by the Vital Records Office. If the customer cannot provide a clearly legible document and valid photo ID as required, the order will be closed and considered canceled.
If no email communication is received from the customer within one month of our last communication sent and the required documents are not provided, TRAMITA reserves the right to keep its established service fee ($49.00 plus tax). No refunds will be made of this service fee and TRAMITA will consider the order cancelled.
We will accept requests for partial refunds in the following cases only:
For any additional services that we have not yet commenced such as:
Special domestic shipping service.
For this to happen, the customer must inform TRAMITA of their need as soon as possible and a partial refund request will only be accepted if our company can confirm that the process of these additional services was not commenced.
When confirmed to the customer by email a refund for the full amount paid only for these services will be issued in the next 48hours. Where possible, refund amounts will be credited directly to the card* used by the customer to pay the order or the refund will be done with a cashier's check sent to the address provided by the customer in the order that was received. (*From this point the time to receive the refund will depend only on the customer Bank or Credit Card company).
If you are ordering additional services, the overall process time will increase due to the need of first having to receive the certificate ordered before the additional service can be processed.
To have a certificate legalized, the overall process time can also be affected by any possible delays at the Secretary of State’s Office, which they normally will notify us of if they are planned delays.
If the required country in which the document will be used is a signatory of the Hague Convention we can then certify a document for foreign use by obtaining an Apostille. Apostilles normally take less time to obtain than a Certificate of Authentication which is for countries that are not signatories.
A Certificate of Authentication requires an extra seal/signature from the US Department of State. Depending on the state where the event is registered, extra steps may be required before the certificate can be legalized which will even further delay the total process.
All estimated process times do not reflect delivery times, as this depends on the form of delivery offered by the Vital Records Office or corresponding Government agency and whether international shipping was requested.
Any delays or incidents involving mail services are not TRAMITA's responsibility.
To help avoid any problems with the delivery, make sure that the delivery address is complete and that the name given is also listed on the mailbox at the delivery address. PO Boxes are not accepted. Physical addresses are preferred, taking into account that Government agencies, Vital Records Offices, and companies like FedEx and UPS do not ship to these addresses.
If the Vital Records Office is unable to provide a certificate (incomplete/incorrect information, not recorded, etc.), no refund is given as the Vital Records Office considers it a service/search fee, not a fee to produce a certificate.
This is why it is important to provide as much information as possible, which is as accurate as possible. Almost all Vital Records Offices charge service/search fees if exact information is not given.
In the case that the client provides information that is not totally accurate for the search, with prior consent of the client, we reserve the right to conduct more extensive searches using information that may not appear on the order form.
The process time depends on the Vital Records Office where the record is located, stated reason (i.e.: Apostille/Certificate of Authentication, for legal-use, and other), time of year, and if a rush service is chosen and/or available.
The national average for Vital Record Offices to process an order is aprox. 4 weeks.
Note that some Vital Record Offices have longer process times.
This is possibly due to several reasons, such as high work loads at the state agency, short staff, non-computerized searches, etc. According to our experience some examples would be California 4-6 weeks, Texas 6-8 weeks, New York State 10-12 weeks, etc.
Tramita is committed to obtain all ordered certificates in the fastest way fully using our experience and resources available nevertheless we cannot promise a specific date of delivery.
If the customer has a deadline to present the required certificate we do ask that they mention the same. With this information and taking into consideration the average processing times of the Vital Records Office, our Customer Service team will advise you of the best option that may even include a recommendation to cancel and process a refund of the amount paid (if no fees were paid by Tramita).
The customer is entitled to cancel an order and ask for refund at any moment but delay in the average period for shipping will not be considered as a valid reason for full refund.
As stated previously Tramita reserves the right to keep a service fee ($49.00 plus tax) and no refund will be made of this service fee. The remaining amounts paid will be refunded immediately after customer confirmation. Where possible, the refund amount will be credited directly to the card* used by the customer to pay for the order or a cashier's check will be sent to the address provided by the customer in the order that was received.(*From this point the time to receive the refund depends on the customer Bank or Credit Card company).
For more accurate processing time averages contact our Customer Service Team through the MY ORDER page - https://vital-records.us/my-order/ -.
If a client decides to present a chargeback for a particular order TRAMITA will analyze the presented reason and if we consider the customer is right a full refund will be issued. If, on the other hand, we consider that the presented/stated reason is not valid or true TRAMITA will present all information available we might have to dispute the chargeback.
When the final decision is in favor of TRAMITA, a service fee of $50 ($49.00 plus tax) will be charged and the remaining amounts paid, minus any fee previously paid by TRAMITA, will be refunded. No refund will be made of this service fee.
Please have in mind that chargeback processes are long since information has to be sent to the banks and analyzed.
If the client needs a refund we advise then to get in contact with our Customer Service team via My Order web page - https://vital-records.us/my-order/ -.
and inform us. This will save both parties time!
Where possible, the refunded amount will be credited directly to the card* used by the customer to pay for the order or a cashier's check will be sent to the address provided by the customer in the order that was received.(*From this point the time to receive the refund depends on the customer's Bank or Credit Card company).
Finally, a special entry for those who fought for their country: If any of our customers are Veterans please mention it on the order application form that you send. Tramita will offer a refund of $10 per order to all Veterans.