Document Handling Policy

Effective Date: October 28, 2026

At Inkcredible Notary & Apostille, we understand that your documents are important. Whether it’s a birth certificate, diploma, FBI background check, power of attorney, or another personal record, you deserve to know how your paperwork will be handled.

This policy explains how we receive, review, process, transport, and return customer documents for California apostilles, federal apostilles, document authentication, and related services.

1. Our Approach to Document Care

We take reasonable precautions to protect documents in our care and to limit unnecessary handling or disclosure of personal information.

Our approach is to:

• Request only the documents and information needed for your service.
• Provide clear instructions before you send original documents.
• Limit access to documents according to business and processing needs.
• Use appropriate packaging and tracked shipping where included in your service.
• Keep customers informed about important processing and delivery steps.
• Return original documents according to the agreed delivery arrangements.

Although we take document handling seriously, no transportation or storage method can eliminate every risk.

2. Before You Send Your Documents

Please contact Inkcredible and receive submission instructions before mailing or delivering original documents.

Different documents have different requirements. The correct processing authority depends on where the document was issued, who signed or certified it, and where it will be used.

For example, California-issued documents are generally processed through the California Secretary of State, while qualifying federal documents are processed through the U.S. Department of State.

Documents issued by other states may require processing through the appropriate authority in the issuing state.

Some documents must be original certified copies, while others may require notarization or additional preparation. Federally issued documents have different requirements and generally should not be notarized simply to obtain a federal apostille.

We may ask questions about your document type, issuing authority, destination country, and deadline to help determine the appropriate next steps.

Do not send irreplaceable original documents without first confirming the submission requirements.

Unless otherwise agreed, customers are responsible for arranging and paying for delivery of their documents to Inkcredible.

3. Digital Documents and Preliminary Review

Our initial online inquiry forms collect contact information and details about your document request. They do not require you to upload document copies.

If a document needs to be reviewed before processing, we will provide instructions for submitting the necessary information.

Please do not send Social Security numbers, passport numbers, financial account details, identification photographs, or other sensitive records through ordinary contact forms, website chat, or unsolicited email.

If a document contains sensitive information unrelated to our review, we may ask whether that information can be concealed in a preliminary reference copy. Original documents required for official processing must remain complete and unaltered.

Electronic copies used for preliminary review do not replace an original or certified document when the processing authority requires one.

4. Receiving and Reviewing Documents

When documents are received, Inkcredible reviews them for the processing requirements associated with the requested service.

This may include checking the document type, issuing authority, relevant signatures or seals, and whether additional preparation appears necessary.

For federal documents, we may also review whether the document appears to meet the applicable federal submission requirements.

If we identify a potential issue, we may contact you for clarification or additional instructions before proceeding.

Our review is limited to the requested document service. It is not a legal examination of the document’s contents and does not guarantee that a government agency will issue an apostille or that the receiving organization will accept the document.

5. Document Storage and Access

While documents are in Inkcredible’s possession, we take reasonable measures intended to prevent unauthorized access, loss, damage, or unnecessary disclosure.

Documents may contain personal information, so access is limited to individuals or service providers who reasonably need the information to fulfill the requested service.

We do not use customer documents for advertising, public examples, or unrelated business purposes without appropriate authorization.

Original documents are not routinely copied or retained simply because they were submitted for apostille processing. Copies or records may be maintained when reasonably necessary for the requested service, an authorized transaction, or compliance with applicable law.

6. California Apostille Processing

California apostilles are issued by the California Secretary of State for eligible documents bearing signatures or certifications of California public officials.

Examples may include California birth, marriage, and death certificates, qualifying notarized documents, and properly prepared educational or business records.

Our Standard California Processing Route

Step 1 — Documents arrive at Inkcredible

After receiving submission instructions, you arrange delivery or an agreed handoff of the required documents to Inkcredible.

Step 2 — Inkcredible submits the documents

We prepare eligible documents for submission to the California Secretary of State.

Our standard California apostille package includes tracked shipping from Inkcredible to the Secretary of State and tracked return shipping to Inkcredible.

Step 3 — The documents return to Inkcredible

After processing, the California Secretary of State returns the documents through the arranged return shipment.

Step 4 — We arrange delivery to you

We review the returned materials for the requested processing result and coordinate final delivery or an agreed handoff.

Shipping from Inkcredible to your final destination is separate from the standard California processing package unless specifically included in your quote.

Expedited or specialized California orders may follow a different processing route, which will be explained before the order is accepted.

7. Federal Apostille and Authentication Processing

Federal apostilles are issued by the U.S. Department of State, Office of Authentications, rather than the California Secretary of State.

Federal processing may apply to documents such as FBI background checks, certain federal court documents, and records issued or certified by qualifying U.S. federal authorities.

A federal document may require an apostille or a different form of authentication depending on the country where it will be used.

Our Federal Document Process

Step 1 — We review your request

You tell us what federal document you have, which agency issued it, and where it will be used.

We review the available information to help identify applicable submission requirements.

Step 2 — We confirm the processing arrangements

Federal requests have their own government requirements, fees, processing schedules, and shipping arrangements.

We provide a custom quote identifying the services and charges included in your order.

Step 3 — Documents are submitted for federal processing

After payment and receipt of the required documents, Inkcredible coordinates submission of eligible documents to the U.S. Department of State’s Office of Authentications using the agreed processing method.

The federal government determines whether the document qualifies for an apostille or authentication certificate.

Step 4 — Documents are returned

Return shipping and handling are arranged according to the accepted quote. Where arranged for return to Inkcredible, we receive the processed documents before coordinating final delivery to you.

The exact shipping route and any associated charges are confirmed before processing.

Important Federal Document Requirements

Federal documents may need to be originals or properly certified copies bearing the required official signatures and seals.

Customers should not have an original federal document notarized simply to prepare it for federal apostille processing. Doing so may make the document unsuitable for the requested authentication.

Federal processing times are determined by the U.S. Department of State and may differ substantially from California processing times.

Inkcredible cannot guarantee federal processing dates or acceptance by the receiving organization.

8. Documents for Countries Outside the Hague Apostille Convention

Not every country accepts apostilles under the Hague Apostille Convention.

For documents intended for countries outside the Convention, a different authentication procedure may be necessary. Additional embassy or consular legalization may also be required.

The appropriate process depends on the document, issuing authority, and destination country.

Inkcredible may provide assistance or coordination for eligible authentication requests according to a separately confirmed quote and service arrangement.

We do not represent that an apostille alone will satisfy every country’s requirements.

9. Tracking, Carriers, and Delivery

When tracked shipping is included in your order, shipment tracking information may be provided upon request or as part of service updates.

Inkcredible uses third-party carriers and, when appropriate, other transportation providers to move documents between locations.

Carriers operate under their own service conditions, limitations, and delivery procedures.

Tracking helps monitor a shipment’s progress, but it does not guarantee that a package cannot be delayed, misdelivered, damaged, or lost.

Additional shipping options, insurance, declared-value coverage, or signature requirements are not automatically included unless specifically stated in your quote or delivery agreement.

We recommend promptly notifying us if a delivery appears incorrect, incomplete, damaged, or missing.

10. Returning Your Documents

Return arrangements depend on the type of service and the accepted quote.

For our standard California apostille service, completed documents ordinarily return to Inkcredible before final customer delivery.

Federal and specialized orders may have different return-shipping arrangements. When return to Inkcredible is included, we receive the documents and coordinate the agreed final delivery.

Return options may include an agreed local handoff or shipping to a designated address.

We will confirm the available return methods and applicable charges before arranging final delivery.

Customers are responsible for providing an accurate, complete delivery address and informing us of any changes before shipment.

Please verify your delivery details carefully, especially when documents are being sent to a third party or an international destination.

Once a package has entered a carrier’s network, changes to its destination or delivery arrangements may be limited.

11. Processing Delays and Unsuccessful Submissions

Government agencies determine whether documents qualify for an apostille or authentication certificate.

A submission may be delayed or returned without the requested certificate if additional information, corrections, or documents are required.

When we receive notice of a processing problem, we will review the information available and contact you regarding the next steps.

Some situations may require additional document preparation, replacement certified copies, another submission, or other services not included in the original order.

Any additional charges will be disclosed for your approval before additional paid work begins.

Processing and shipping estimates are not guaranteed completion dates.

12. Lost, Damaged, or Misdelivered Documents

If we become aware that a document may have been lost, damaged, or delivered incorrectly, we will review the circumstances and take reasonable steps to investigate.

Depending on the situation, this may involve contacting the shipping carrier, reviewing tracking information, initiating a carrier inquiry or claim, or discussing document replacement options.

Original records can sometimes be difficult or costly to replace. Customers should tell us before submission if their documents are irreplaceable or require special handling.

Any responsibility for loss, damage, replacement expenses, or other remedies is determined by the circumstances, applicable law, relevant service agreements, and available carrier coverage.

Nothing in this policy limits rights or remedies that cannot legally be waived.

13. Document Copies and Record Retention

Inkcredible may retain customer contact details, order information, shipping records, communications, invoices, and other records reasonably needed to administer services, resolve questions, and meet business or legal obligations.

Copies of submitted documents, when obtained for a legitimate processing purpose, are retained only as reasonably necessary for that purpose or for applicable recordkeeping obligations.

We do not routinely retain original apostille or authentication documents after completion of an order. Documents are returned according to the agreed delivery arrangements.

Official California notarial journals are maintained separately in accordance with California law. Journal records are subject to their own custody, disclosure, and retention requirements.

Requests concerning personal information may be made under our Privacy Policy, subject to applicable legal exceptions.

14. Customer Responsibilities

To help avoid delays or handling problems, customers are responsible for:

• Providing accurate information about their documents and intended destination.
• Identifying the issuing agency or authority when known.
• Following the submission instructions provided by Inkcredible.
• Supplying complete and eligible documents.
• Informing us of deadlines or special handling needs before placing an order.
• Using appropriate packaging when sending documents to Inkcredible.
• Providing accurate mailing and delivery information.
• Responding to requests for clarification when necessary.
• Reviewing completed documents and promptly reporting concerns.

Please retain your own shipment tracking information when mailing documents to Inkcredible.

15. Privacy and Confidentiality

Information contained in customer documents is used only as reasonably necessary for the requested services, related business administration, or legal obligations.

Documents may need to be reviewed by government agencies, carriers, or authorized processing providers involved in fulfilling the order.

We do not sell customer document information or share document contents with advertisers for marketing purposes.

For additional information about personal information, website forms, communication records, and third-party service providers, please review our Privacy Policy.

16. Changes to This Policy

We may update this Document Handling Policy when our services, procedures, technology, or legal requirements change.

The current version will be posted on our website with an updated effective date.

Changes will not retroactively alter the agreed terms of an existing service order except as permitted by law.

17. Contact Inkcredible

If you have questions about submitting documents, California or federal processing, shipping arrangements, document privacy, or the status of an order, please contact us.

Inkcredible Notary & Apostille
San Diego County, California

Email: contact@inkcrediblenotary.com

Phone: (619) 776-3311

Website: inkcrediblenotary.com