Terms of Service

These Terms of Service ("Terms") govern your use of the services provided by Newcastle Document & Apostille Services ("we," "us," or "our"). By engaging our services, submitting documents to us, or paying an invoice, you ("the Client") agree to be bound by these Terms.

1. Scope of Services

• Role of Intermediary: We act solely as a facilitator and coordinator. Our role is to assist you in preparing documents, booking appointments with third-party Notaries Public, and lodging applications with the Department of Foreign Affairs and Trade (DFAT) or foreign Embassies.
• No Legal Advice: Any information provided by us regarding document requirements is based on administrative experience, not legal qualification. It does not constitute legal advice. You are responsible for confirming specific legal requirements with the receiving authority in the destination country.

2. Client Responsibilities

• Accuracy of Information: You warrant that all information and documents provided to us are true, accurate, and authentic. We are not responsible for delays or rejections caused by incorrect spelling, false data, or forged documents.
• Original Documents: Where original documents are required (e.g., University Degrees for Apostille), you accept the risk inherent in shipping these documents.

3. Fees and Payments

• Payment Terms: Full payment is required before we commence any coordination work or book third-party appointments.
• Disbursements: Our fees may include "disbursements" (payments we make on your behalf to Notaries, DFAT, or Embassies). If these third-party fees increase without notice, you agree to pay the difference.
• Refund Policy:
  • Before Work Commences: If you cancel before we have reviewed your documents or booked appointments, a full refund less a $20 admin fee applies.
  • After Work Commences: Once we have drafted documents, booked a notary, or lodged with DFAT, no refunds are provided, regardless of the outcome.

4. Limitation of Liability

To the maximum extent permitted by Australian Consumer Law, we exclude liability for:

• Third-Party Delays: We are not responsible for processing delays caused by DFAT, Embassies, or Notaries Public. Any timelines provided (e.g., "3-5 days") are estimates only and are not guaranteed.
• Loss in Transit: We use premium couriers (DHL, FedEx, AusPost Express). However, we are not liable for documents lost, damaged, or delayed by these courier services. We strongly recommend you arrange insurance for valuable documents.
• Rejection of Documents: We are not liable if a document is rejected by an authority due to their changing policies, your ineligibility, or the content of the document itself.
• Consequential Loss: We are not liable for any indirect loss, such as missed flights, lost job offers, or visa refusals resulting from document delays.

5. Indemnity

You agree to indemnify and hold us harmless against any claims, damages, or legal costs arising from:

• The fraudulent nature of any document you provide.
• Your breach of these Terms.
• Any reliance you place on our administrative guidance as legal advice.

6. Document Retention & Privacy

We respect your privacy in accordance with our Privacy Policy. We do not retain physical copies of your documents after the job is complete. Digital copies are deleted in accordance with our retention policy (typically 30-90 days).

7. Governing Law

These Terms are governed by the laws of New South Wales (NSW), Australia. Any disputes arising from these Terms are subject to the exclusive jurisdiction of the courts of NSW.