Terms and conditions

Version: 2.1, last modified on 1/1/2020

The following Terms and Conditions describes the general rules and policies and Terms and Conditions together with the Privacy Policy of vitalrecords-online.com govern the site’s relationship with the user. The user is bound by and must respect these terms when accessing this website and contracting its services. The user (hereinafter those who contract the services offered by vitalrecords-online.com and complete the application form will be referred to as: “user,” “client,” “you,” “end user,” “end customer”) fully recognizes these terms and conditions, hereinafter referred to as “our terms” which govern the applicant’s use of vitalrecords-online.com (hereinafter referred to as “us,” “our,” “we,” “company,” “the web,” “web platform,” “software,” “services,” “site”.) The user also agrees to respect any and all relevant and applicable regulations and legislation. Please be advised that all persons legal interests are protected and that the relationship between you and vitalrecords-online.com is built on trust. Therefore, you must accept these terms of service in order to make use of this site and the service we offer. You must not use this Website, if you have any objection to these Terms And Conditions.

The website vitalrecords-online.com has been created and it's being managed by Malvacoast Partners SL (NIF: B98736713),  Calle Bailen, num. 4, 6th floor, door 11 - 46007 Valencia, Spain

Accessing, using, reading and navigating this web in any way means that you agree to follow and be bound by the Terms and Conditions set herein. Furthermore, by using our services you agree comply with the navigation tips and guidelines we provide, as well as any applicable laws, regarding vital records applications. Please note that the company preserves the right to change those conditions, if seen necessary. In the cases that: you are dissatisfied with the use of this website; you do not agree with the set Terms and Conditions; you do not agree with the applicable laws or you do not comply with them; you have become dissatisfied with this web - in any of cases mentioned, you should immediately terminate the use of our services.

By using this web you confirm that you understand and agree with the set terms of use. The company reserves the right to amend and change these same terms and it will be your responsibility to read and understand the changes made. Any use of this web by our customers will be considered a confirmation of this agreement. Furthermore, you agree to let us manipulate the personal information provided by you, in order to complete the offered services of this web and, in needed, to communicate any newly made changes or offered services.

Use of Website

This website is operated by Malvacoast Partners SL, a privately owned company, not affiliated with any government, state, local, third-party, or marketing data agencies.

The Site offers certain services or products (herein referred to as “Purchases”) for which the user may be required to provide information such as (inter alia) billing and shipping addresses and payment information etc. Therefore the user understands and warrants that:

  • The User, in accordance with legislation, can employ any credit or debit card(s) relating to any Purchase; and that.
  • The information provided is true, complete and accurate.

By using this website, applicants acknowledge and accept that they are not authorized to reuse, download, modify, copy or redistribute any part of the information included on vitalrecords-online.com and also accepts to use the services provided by vitalrecords-online.com strictly for their personal use. The user may not use this site or the services offered on or through vitalrecords-online.com for personal gain and you may not sell or provide information to any third party. The Service provided by Malvacoast Partners SL, is subject to the stated Terms and Conditions (“Terms”) which may be updated from time to time

The Site may employ third parties to ensure a quick and simple payment process and to improve other services referring to Purchases. Therefore when the user provides their information, the User grants the Site the right to transmit this data to the relevant third parties in order to complete the necessary action, all of which is predicated on our Privacy Policy.

Personal Data

The content existent on this webpage is access-free. However, when you purchase the services offered, you will be required to create a password-protected account. The information you provide, during your registration process, must be complete and accurate. The information the user introduces into the Site’s online application platform will be used to complete the official application documents. vitalrecords-online.com, in the event the user provides wrongful information, a termination of the business relationship with the website will take place immediately. False or inaccurate data will result in delays and possible rejections by the state Health Department or Vital Records Office. Therefore, the user is prohibited from using aliases, false names or those of other people (unless when applying on behalf of a third person,) false/fake/offensive/vulgar email accounts in order to authorize the registration. Should we detect any such activity, the account will be closed and the business-relationship will be ceased immediately, without any official notice. Under these circumstances, no refund will be made available to the user.

By choosing to file your application online, you agree to the disclosure of your personal data to your state’s Vital Record Office, or any other Government related authority. Additionally, you as the client agree that we, as the company, can request e-filing receipts/confirmation from the Vital Record Office in question on your behalf (our client), if seen as necessary.

Information registered on vitalrecords-online.com is managed as personal information and will not be exposed to a third party except in the following cases:

  • When the applicant’s agreement can be obtained.
  • The law requires we provide these details.
  • Notified as a form in which personal information cant be discriminated.
  • Necessary for the task such as maintenance and management of system.
  • Necessary for the management of the site.

The company will process the application using the information provided by the applicant. vitalrecords-online.com is not responsible for any incorrect information provided.

Within our Privacy Policy section you can read in detail our confidentiality regulations and how we manage, store and protect all the personal data on this web.

Please also note that user information may be collected by vitalrecords-online.com when visiting the site and may then be stored in our secure databases. This information could include:

  • Contact details: Email address and phone number.
  • Personal information including full name, address, date and place of birth.
  • ID information (issuance and expiration date, document number).
  • Connection log and information regarding the IP connection.
  • Cookies.
  • Payment record.

We collect information about you in accordance with our privacy policy and our cookie policy. When you, the user, access this site, necessary information is gathered in order to submit your application. Please note that when choosing to file an online application via our self-help software, you are taking full responsibility for making sure the information provided is both correct and accurate, since our self-help software will not guarantee that the application may contain any misspelled words/name/address written.

Our Services

The Site provides Users a way to process their Vital Record applications faster by providing independent preparation services for official Government document requests (herein referred to as “Documents”). Our agents may provide assistance, however, we are not a law form nor do we purport to be one, therefore we will not dispense legal advice at any time. Our services include, properly reviewing all of your answers, assisting with filling out the application and checking the entire document for accuracy, completeness, spelling and grammar review. In addition we may contact you via email or phone for additional information in order to process the request. You may read more about our services in the "about us" section of this website.
vitalrecords-online.com charges $59 for its preparation package (also called by the sole word "package" on the site) which includes a filled PDF birth certificate application and personalized instructions of how to request your vital record. This fee does not include the fee set by each state to process your application. You can learn more about your state’s fees here.
Prior to purchasing any of our application packages, the user will have the opportunity to review all the provided details and make changes if necessary. If you have made an error, it is important that you correct it before proceeding. Once you have confirmed the details, you will be prompted to enter your credit card details for our service charge. After you have entered the payment information, the fee will be charged to the card used within a maximum of 24 hours.
By purchasing our services you are agreeing to be bound to our Merchant of Record Malvacoast Partners SL, that assumes an array of administrative responsibilities and is held liable as the financial institution that processes the applicant’s payment(s) that goes through vitalrecords-online.com, including tax, compliance risk, invoicing, refunds requests or any dispute. Malvacoast Partners SL is based in calle Bailen, num. 4, 6th floor, door 11 - 46007 Valencia, Spain, registered in the Chamber of Commerce. The parties submit all their disputes arising out of or in connection with this Agreement to the exclusive jurisdiction of the Courts of Madrid, Spain. The Merchant of Record ensures all digital transactions are encrypted and protected through high-quality firewalls and physical security, handled with precision and full compliance with Law Regulations. The company is not affiliated nor does it purport to be associated with any Governmental agencies and therefore does not accept responsibility or liability for the processing times of the U.S. Health Department to process, issue and deliver a Document. The User will receive their Vital Record certificate within the set time each state takes to process the Vital Record request once the completed application has been sent to the relevant State office. For further details on processing times, please consult our “State fees & processing time” page.
By using our services the user understands and agrees that we, as the company, may set certain limits to the use of our web and also reserve the right to make amendments and modifications of the offered services. Including, but not limited to this web’s written, visual and audio contents, hours of availability, the required equipment for accessing and/or using this platform and the established price.
Furthermore, you understand and agree that the company cannot guarantee the outcome of your application, nor can it protect you against time-related problems, such as late or incomplete filing. What is more, you understand and agree that the pertinent Government agency has the legal right to amend, change and post forms as well as change their fees amount. We recommend you always verify that the form you are about to file is still up to date, and the filing fee is correct, due to the possible changes, mentioned above.
You agree that we cannot and will not be held responsible for the rejection of your application, due to any external factors beyond our control, such as your ineligibility for the particular benefit for which you have applied.
You agree that we cannot be held responsible for any changes made by the Health Department, regarding eligibility criteria, restrictions or any new requirements.
You agree that any of the any of the service limitations mentioned in these Terms and Conditions cannot be used an argument for a refund.
If a member damages a third party when using this service, he/she shall be held accountable and must resolve it at their own cost and it shall not cause damages to this website.
The entity of information, provided on this web is general information and it should be used as overall instructions only. If your personal case requires the attention of attorney, please consult one.
vitalrecords-online.com doesnt take any responsibility for damages of members arising from the use of this service, so shall not burden compensation responsibility for damages.
If a member violates the Terms of Use set herein and damages vitalrecords-online.com this website may demand damages against him/her.

Refund Policy

vitalrecords-online uses the information users provide on its website to pre-fill your application documents. vitalrecords-online is not responsible for any mistakes you may make or any inaccuracies in the information that you provide to us that may result in your failure to receive a Document. No refund will be issued should the above-mentioned circumstance occur.

Because user satisfaction is our priority, we do guarantee a full refund within 120 days from the date of purchase under the following limited circumstances:

  • If the User does not receive the package
  • if the User cannot use the application software form due to substantial technical reasons
  • If the reason for which you are requesting a refund is unlisted here or for further questions regarding the application package, do not hesitate to contact us.

Rush orders

We will not be held liable if the state for which you requested your certificate does not allow rush orders. Please check that this option is available for the requested state on the application form.

Notarization Process

Certain states require a notarized sworn letter to verify a user’s identity. If you were born in one of the states that carry this requirement, an additional document with notarization instructions will be provided.

If a notarized sworn letter is required, you are responsible for the notarization of the sworn letter in order to get the application approved by your state. The post-purchase discovery that your state requires notarization does not provide reasonable grounds for a refund.

How to request a refund

To request a refund, please contact us via mail [email protected] or via our contact page, stating your name, order number and reason for refund. We will process your refund request within 10 business days following the initial request. Please note that all refunds will be issued to the individual who made the original payment and to the original payment method used.

Information concerning Minors

If you are filling out a form or providing information pertaining to a minor, you must either be the parent or legal guardian. By accepting the Terms & Conditions set herein, you acknowledge that when providing information concerning a minor you are either the parent or the legal guardian.

Liability Exemptions

In no way shall vitalrecords-online.com, nor any of its officers, directors and employees, be liable to you for anything arising out of or in any way connected with your use of this Website, whether such liability is under contract, tort or otherwise, and vitalrecords-online.com, including its officers, directors and employees shall not be liable for any indirect, consequential or special liability arising out of or in any way related to your use of this Website. vitalrecords-online.com is not liable should the applicant fail to receive the required document due to circumstances beyond our reasonable control. Additionally, in the case that the applicant’s request is not found by the concerning Government Office, he/she accepts that nor the Government, nor vitalrecords-online.com is required to provide a reason. You understand and agree that this company does not offer any legal services, nor are we authorized to make such consultations. The services of this web include facilitation to complete and request vital records applications faster. We are not authorized to give any legal advice, nor are we doing so via the contents of our web. All the written and visual material, available publicly and privately was created for informational purposes only. The user also agrees that vitalrecords-online.com cannot be held responsible for the result of said application, as approval is subject to the government’s authorization. vitalrecords-online.com cannot be held responsible application outcomes that are a result of having provided erroneous information or from a mistake made by the applicant.

vitalrecords-online.com reserves the right to cancel the registration of any applicant and to delete their personal information and application when the user: disregards, changes or omits any part of the required procedure for registration; does not meet eligibility requirements and is therefore considered unsuitable to complete the online application; gives fraudulent or erroneous personal information or participates in any unlawful activity.

By browsing our web and using our services, you agree to the following:

  • You, as the client, understand that we, as the company, are not and cannot represent you in any legal affairs.
  • No attorney-client relationships nor privileges will be created between client and company.
  • By using our services you agree to the prices, required to be paid to this company, for the provided services.
  • The work of this company has not been evaluated by the United States Government, regarding its experience, knowledge or services.


The user expressly agrees and understands that that the Company is an independent organization, not affiliated with the US government or any government agency. Therefore the User expressly agrees that the use of this Site remains solely at his/her discretion. The Site is administered on an "AS IS" and "AS AVAILABLE" basis. The Company makes no representations or assurances of any kind, expressed or implied, as to the operation of this site or the information, content materials, or products included on this site, course of performance, non-infringement, suitability for a particular purpose or merchantability. The following is a list of the restrictions and prohibited activities for users of vitalrecords-online.com

  • Commit any illegal acts;
  • You are not to publish, transmit, copy, reprduce, post or distribute any of the written, visual or audio contents, provided on this web for free or limited use, without our previous written consent;
  • Violate the website’s copyright or intellectual property;
  • You are not to take advantage of the name and/or brand of vitalrecords-online.com , without our previous written consent;
  • Participate in any activity that may harm vitalrecords-online.com or its employees, shareholders or third parties;
  • Insult this website, its members, or third parties;
  • You are not to transmit, upload, write, spread or use any software, which may threaten the security of this web platform such as viruses, time or date bombs, defects, etc;
  • You are not to translate, sublicense, modify, adapt, reverse engineer, duplicate, disassemble any part of this web platform. You are prohibited of any source code, algorithm or ideas copying/imitating/reproducing;
  • You are not to spam or flood any part of our system;
  • You are not to remove/delete/alter any trademark, copyright or other proprietary rights, directly linked to this web/property of this web;
  • You are not to use the services/information/content of this web for unlawful activities.
  • You are not to attempt/make any resale or otherwise commercial use of this web platform;
  • You are not to use any robots, spiders, data collecting programs or any other type of methods, which may lead to the reproduction or breakage of our online platform without express written consent granted by vitalrecords-online.com.

Service Contents

vitalrecords-online.com reserves the right to modify or remove content regarding the services offered, management methods and conditions, without notice and any time it sees fit. Website users agree to be bound by the conditions detailed herein and understand that any infringements of these rights may result in legal proceedings towards them.

Notarization Process

To verify an applicants identity, some US States require a notarized letter to be sent along with the Vital Record Application. The customized instructions provided in the preparation package will provide, for these States, the detailed steps the User will need to take to process their application successfully. The User has the sole responsibility for obtaining the sworn notarized letter to be sent along with their application. Please note that, certain states will not process the Vital Record application without a notarized sworn letter.

Links To Other Websites

vitalrecords-online.com may have links to third party websites or services which are in no way under the control of nor owned by the Site. Therefore, the User understands and agrees that vitalrecords-online.com cannot and will not be held responsible for the policies, terms, practices or content of any third party sites. vitalrecords-online.com does not offer the products or services of these third party entities. Furthermore the user validates and agrees that vitalrecords-online.com will not be held accountable or found at fault, directly or indirectly, for any harm or loss caused allegedly or otherwise or in relation to the use of or dependence on any such subject matter, commodities or resources available on or through any third party websites. The User is strongly advised to procure and inform themselves on the terms and conditions and privacy policies of any and all third party web sites or services that they visit.

Suspension of Services

The user understands and agrees that vitalrecords-online.com reserves every right to temporarily suspend, terminate, delete or deactivate your account, without having to send any previous notification of this action.This will be done if the company believes you have breached our Terms and Conditions. You also understand and agree that we may suspend our services in case of any of the following situations: for system maintenance, whether urgent or necessary; natural disasters (floods, earthquakes, tidal waves, etc.) or public disturbances (strikes, riots, war, etc.); unanticipated failure in electricity supplies; fires; updates, technical difficulties or changes to the system, or other reasons. The user acknowledges and agrees that this company shall not be liable nor can it be held responsible for the consequences, any damages suffered by a user or third party as a result of closing/deactivating an account, nor will the continue to use this website after the deactivation of your account has been made effective. Furthermore, the User hereby indemnifies to the fullest extent vitalrecords-online.com and its, executive officers and managers and their staff, suppliers, agents, licensee and licensors from and against any and all liabilities, costs, demands, causes of action, claims, expenditures or debt, damages and expenses (inter alia reasonable attorney’s fees) ensue out of or in any way related to the use and access of the Site, or your breach of any of the provisions of these Terms.

Complaint Right

If a user is not in agreement with the end service they have the right to complain to the company. The company has satisfaction guarantee policy which covers most issues that could arise from the transaction. The user can file a complaint with the company up to two years from the date of purchase. Please refer to our refund policy for further details.

Withdrawal Right

The user has the right to withdraw from this contract within 14 days without giving any reason. The withdrawal period will expire after 14 days from the day of purchase. The company has satisfaction guarantee policy which covers most issues that could arise from the transaction. Please refer to our refund policy for further details.


vitalrecords-online.com also reserves the right to amend the contents of the website as well as the terms and conditions detailed herein. These changes may take effect immediately without prior notice. It is the responsibility of each user to ensure they are aware and review the terms and conditions which apply on a regular basis or whenever they decide to contract the services offered by vitalrecords-online.com. By continuing to access or use the Site after any alterations become effective, you concur to be bound by the revised terms. If you do not agree to the new terms, please cease use of the Site immediately.


vitalrecords-online.com offers a forthright vital records application package service that warrants payment of a service fee. Additional application or filing fees payable to the the Vital Records Office or State Health Department, may apply, as determined by the circumstances and they are not included in the Application package purchase price. There is no additional shipping cost or further expense associated with our service since delivery time is immediate once the transaction is completed. Once payment of our service fees has been completed, the user will immediately receive their vital records application package via email.
To learn what are the fees please “click here”.

Depending on the origin of your transactions, the payment method used and the origin of the payment method, your transaction may be subject to applicable fees for currency exchange or price differences, due to Exchange Commissions. Your transaction may be subject to currency exchange commission assessed by your bank or card issuer. The Company is not responsible for any commission for currency exchange or surcharges and will not give any compensation or refund for any surcharges imposed by your bank or card issuer. 

Customer Service

For any questions regarding difficulties accessing your profile, filling in your application, printing it out or about how your data is stored, please contact our friendly Customer Support Team. Should you wish us to modify information within your profile, you understand and agree that you are authorizing a member of our team to have full access to your personal information, with the final aim of resolving a previously communicated problem.

Company Information

vitalrecords-online.com operates as a part of Malvacoast Partners SL, based in calle Bailen, num. 4, 6th floor, door 11 - 46007 Valencia, Spain. If you need to contact us for any reason you can contact our professional customer service team directly at any time via email [email protected] or via our contact page.

Contact Us

Should you have any queries regarding our Terms and Conditions, your dealings with or the practices of this Site, please use our contact page: Contact Us.