iRecord365 Terms & Liability Agreement

This Terms & Liability Agreement ("Agreement") is entered into by and between iRecord365, LLC ("iRecord365," "we," "us," or "our") and the individual or entity using our services ("Client," "you," or "your").

This Agreement governs your use of iRecord365's electronic document recording and related services (the "Services").

2.1 E-Recording Only (Not Courthouse Filings). All documents are submitted electronically to the county recorder's office, not the courthouse.

2.2 Result Notifications. After the county records or rejects your document, we will email the result to the address provided in your submission form.

2.3 No Cost Estimates. To maintain efficiency and avoid delays, we do not provide cost estimates. Your invoice will reflect applicable county fees and iRecord365 service fees.

3.1 No Legal Review or Preparation. iRecord365 is not a law firm and does not provide legal advice or prepare/correct legal documents.

3.2 Document Content & Eligibility. We submit documents exactly as provided. You are solely responsible for ensuring legal accuracy, completeness, form requirements, and eligibility for e-recording. Not all documents are recordable electronically, even if a county e-records other document types.

3.3 Pre-Submission Review Recommended. We strongly recommend you have a legal advisor or qualified professional review your documents prior to submission.

3.4 Limited Pre-Check. Our review is limited to basic clarity and margin requirements. The county clerk makes the final determination on acceptance.

4.1 Initial Invoice. You will receive an initial invoice with (a) the estimated county recording fee, and (b) the iRecord365 service fee.

4.2 Secondary Invoice. If the county charges more than estimated or adds additional fees, you may receive a secondary invoice for the difference.

4.3 Submission Timing. We submit your document promptly upon receipt of payment, subject to the payment method's clearing times (see Section 5).

4.4 Service Fees. All iRecord365 service fees are strictly non-refundable, regardless of outcome or county decision. Service fees vary by document type and are listed on your invoice.

4.5 Expedited Service (Optional). If you request expedited service, we will issue an invoice within 10–15 minutes and submit your document within 5 minutes of payment (credit card / Zelle / check). ACH submissions occur only after funds clear (see Section 5).

We accept multiple payment methods. Full details appear on your invoice.

5.1 Credit Card — A 4% non-refundable service fee applies to all credit-card transactions. This fee is not returned if a refund is issued.

5.2 ACH (Bank Transfer) — Limits: Individuals up to $250 | Companies up to $1,000. No additional iRecord365 fees for ACH. Processing times (estimated): new clients and clients without ACH history — up to 10 business days (we submit your document after the 10-business-day clearing period); established clients with ACH history — 1–3 business days. Processing times may vary; these are estimates only.

ACH Pre-Note Verification: Our bank requires this for all new ACH transactions, which is why new ACH payments can take up to 10 business days to clear. This safeguards clients and iRecord365 against fraud. Learn more: https://ww3.achworks.com/about-us/how-achworks/

5.3 Physical Check — To avoid ACH clearing time, you may overnight a physical check. Upon deposit and confirmation, we proceed. Please notify us if you choose this option so we can note your account.

5.4 Zelle — Zelle payments are accepted with no additional fees (from iRecord365).

To cancel before payment, email info@irecord365.com or reply to any email from us; we'll remove your document and invoice.

Once an invoice has been paid, a submission cannot be canceled, and all service fees are non-refundable.

Fee $120 — includes personalized assistance coordinating with the county and addressing issues to reduce rejections.

No Guarantee / No Legal Advice: We cannot guarantee recording approval and do not provide legal services.

Upon payment, you will receive an email confirmation showing the county to which your document was submitted. This serves as proof of submission.

A $58 rejection fee applies starting with the second rejection — the first rejection is free.

Rejected documents older than six weeks are removed and no refund is issued. Our system automatically purges rejected documents after that timeframe, which means we no longer have access to them or the associated data once removed.

Later resubmissions are treated as new submissions with new invoices.

This is why our policy encourages clients to request any refunds or corrections within six weeks, which provides ample time to determine whether a document will be corrected, resubmitted, or refunded.

Refunds apply only if: (1) the final county recording fee is less than the estimated county fee prepaid by the customer; or (2) the county determines that the document cannot be electronically recorded or is otherwise non-recordable.

All iRecord365 service fees, software fees, expedited fees, concierge fees, processing fees, rejection fees, and administrative fees are nonrefundable.

Estimated county fees are collected in advance based on the information available at the time of submission. The final county fee may be higher or lower than the estimated amount.

Customers are responsible for responding to document requests, county rejections, correction requests, invoices, and other communications regarding their submission.

If the customer does not respond, resubmit the document, or communicate with iRecord365 for 60 consecutive days, the ticket may be considered inactive and administratively closed.

Refund requests for unused estimated county fees must be submitted in writing within six weeks, or 42 calendar days, after the ticket is canceled, closed, or determined to be non-recordable.

If a refund is not requested within the six-week period, the unused estimated county-fee balance may be placed on the customer's iRecord365 account as a credit toward a future submission.

Requests to return an account credit to the original payment method after the six-week period are not eligible for immediate processing. Such requests are subject to management approval, account verification, and a complete audit of the submission, payment, county fees, refunds, credits, and outstanding invoices.

Delayed refund requests, requests involving transactions more than 60 days old, and refund requests exceeding $1,000 may take up to 30 business days to audit and process after all necessary documentation has been received.

Any approved refund will be reduced by county fees already incurred, chargebacks, returned-payment fees, unpaid invoices, or other balances owed to iRecord365, when permitted by the customer's agreement and applicable law.

Approved refunds will be returned to the original payment method whenever possible. If the original payment method is unavailable due to the age of the transaction, iRecord365 may issue the refund through another approved payment method.

Refunds under $5 will be credited to the customer's account unless the customer specifically requests otherwise.

Refund processing begins only after the original payment has fully cleared and the refund amount has been verified.

County processing times are outside our control. iRecord365 targets same-business-day submission once payment is received during business hours depending on payment method (Section 5); this is a service target and not a guarantee or contractual commitment. The county's processing date is the official recording date.

Not every document can be sent the same day payment is received. Corrections may be required, the county may request additional information or documentation, a document may be rejected and need to be resubmitted, or volume and technical issues may delay submission. These events are normal and are not a breach of this Agreement.

If you are recording against a legal deadline — a lien filing window, a closing date, a statutory deadline, or any other time-sensitive requirement — you are solely responsible for building in enough time to absorb these delays. iRecord365 does not guarantee submission or recording by any specific date and is not responsible or liable for any consequence of a document not being submitted or recorded within your required timeframe. If your deadline is imminent, contact the county recorder directly or record in person instead.

After recording, mail the original matching document to: iRecord365 | 771 Harbor Blvd., Suite 400-237 | Destin, FL 32541. Include submission name and invoice number.

If you do not receive an update within a few days, contact us through the Contact section of our website or please give us a call at 714-602-1510.

All uploaded documents must be scanned originals suitable for lawful e-recording.

14.1 No Guarantee or Warranty. iRecord365 does not guarantee or warrant the outcome, timing, or acceptance of any document submitted to a county recorder's office. All county processing timelines, fees, and decisions are entirely outside our control.

14.2 No Responsibility for Advice or Suggestions. Any information, guidance, or suggestions provided by iRecord365 (verbally, in writing, or via email) are for general informational purposes only and should not be considered legal or professional advice. iRecord365 is not responsible for any actions, interpretations, or decisions made by the Client based on such information. Clients are solely responsible for verifying document requirements and obtaining professional or legal advice when necessary.

14.3 Limitation of Liability. To the fullest extent permitted by law, the total cumulative liability of iRecord365 — whether in contract, negligence, tort, or otherwise — shall be strictly limited to the total iRecord365 service fees paid for the specific document submission giving rise to the claim. iRecord365 shall not be liable for any indirect, incidental, consequential, exemplary, or punitive damages, including but not limited to lost profits, lost business, or delays caused by county processing or third-party systems.

14.4 Indemnification. You agree to defend, indemnify, and hold harmless iRecord365, its owners, employees, and affiliates from any and all claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from: (a) the content, accuracy, or legality of any document you provide; (b) your use or misuse of our Services; or (c) your violation of this Agreement or any applicable laws or third-party rights.

14.5 No Deadline Guarantee. iRecord365 does not guarantee that any document will be submitted, accepted, or recorded by any particular date, including any statutory, contractual, or court-imposed deadline. We do not track, calculate, or assume responsibility for any deadline applicable to your document, whether or not you have informed us of it.

14.6 Client Responsibility for Time-Sensitive Filings. You are solely responsible for identifying deadlines and for submitting documents to us far enough in advance to allow for payment clearing, internal review, county processing, rejections, and resubmission. You agree not to rely on iRecord365 to meet any deadline, and you accept the risk of any late or missed filing. If a filing is time-sensitive, you should use a method that gives you direct control over the filing date.

14.7 Force Majeure & Service Interruptions. iRecord365 is not liable for any delay, failure, or inability to submit a document caused by events outside our reasonable control, including but not limited to: county recorder closures, backlogs, or rejections; e-recording vendor or network outages; software, hosting, payment-processor, or banking failures; acts of God, weather, fire, power or internet loss; labor disruption; or governmental action.

14.8 Delayed or Missed Submissions Generally. To the fullest extent permitted by law, iRecord365 shall have no liability for any delayed, missed, or unsubmitted filing for any reason whatsoever, including administrative, clerical, staffing, or human error on our part. In every case, the limitation of liability in Section 14.3 applies, and our total liability is capped at the iRecord365 service fee paid for that specific submission. Your exclusive remedy for a delayed or missed submission is a refund of that service fee.

14.9 Payment Notification Delays & System Errors. Payment confirmation is not always immediate. Credit card, ACH, Zelle, and other electronic payments may be delayed, held for review, or reported to us late by the payment processor, bank, or accounting system. iRecord365 does not begin processing a submission until a payment is recorded in our system. You acknowledge and agree that if a payment is delayed, if we do not receive notification of your payment, or if a technical, integration, or software glitch prevents our system from recording or alerting us to your payment, the resulting delay or non-submission is at your sole risk. iRecord365 is not liable for any late, missed, or unsubmitted filing caused by delayed or unreported payment notification or by any technical or system error. If you have paid and have not received confirmation from us, it is your responsibility to contact us promptly to confirm receipt.

Certain documents, including but not limited to deeds, transfers, and filings that reference transfer tax, documentary tax, excise tax, consideration, purchase price, sales price, or other stated value, may require additional internal review prior to submission.

This review is performed to ensure accurate submission of financial information and to prevent incorrect county charges that may be imposed based on document content rather than amounts entered during submission.

For such documents, you acknowledge and agree that: additional review time may be required prior to submission; same-day submission may not be available for these document types; submission timelines may vary based on document content and county requirements; and iRecord365 may delay submission when necessary to verify financial fields for accuracy.

This review is considered part of our standard quality-control process and is not a service delay, failure to perform, or breach of this Agreement.

iRecord365 is not responsible for delays caused by required internal review or by unclear, incomplete, or inconsistent financial information contained in the document provided by the Client.

By checking the acceptance box or signing electronically, you agree your e-signature has the same legal effect as a handwritten signature and consent to receive records electronically.

We may modify or update this Agreement at our discretion at any time. Changes take effect upon posting to our website. Continued use of the Services after changes constitutes acceptance.

This Agreement and your invoice constitute the entire agreement and supersede all prior understandings. If any provision is unenforceable, the remainder remains in effect.

By typing your full legal name below, you confirm that you:

• Have read, understood, and agree to this Agreement;

• Acknowledge the ACH Terms and processing times (including pre-note verification and 10 business days for initial ACH clearance);

• Understand that iRecord365 service fees are strictly non-refundable.