General Terms

Eligibility

To use TrustLabSign services you must be legally capable of entering into contracts in your jurisdiction and meet any age, identity verification or authority requirements for the specific document types. Use cases: corporate officers submitting board minutes must provide corporate authorisation documentation; agents must show power of attorney.

You must be at least the minimum age required to enter into contracts under applicable law. Where a transaction involves a minor, a legally recognized guardian or representative must act on their behalf, providing verifiable documentation.

Services must be used for lawful purposes only. Prohibited uses include facilitating fraud, evasion of law, or creation of documents intended to mislead government authorities. Example scenarios: notarizing a contract for a regulated business activity requires disclosure of underlying compliance steps.

Some services may be limited by jurisdiction due to local notarial rules or cross-border legal requirements. Users outside Malaysia should verify local enforceability and may need supplemental notarization steps. Practical case: cross-border property transfers may require embassy legalization in addition to TrustLabSign digital notarization.

Accounts

Creating an account allows access to document upload, workflow management and e-signature features. Account holders are responsible for information submitted and for maintaining secure credentials.

You must provide accurate and complete information, including identity and contact details. Where documents require legal validity, inaccurate information may invalidate the notarization—e.g., an incorrect corporate registration number can delay board resolution notarization.

Protect your login credentials and enable two-factor authentication where offered. We employ encryption and monitoring, but users must not share access. If you suspect account compromise, act quickly to limit exposure.

Accounts are personal and non-transferable unless explicitly permitted by TrustLabSign in writing. Transfers require verification of both parties and acceptance of updated terms reflecting any new authority or role.

If you discover unauthorized access or suspicious activity, notify us immediately via [email protected]. Include descriptive incident details and any relevant timestamps so we can take prompt remedial steps.

We may suspend or restrict accounts to contribute suspected misuse, comply with law or protect other users. Typical scenarios: repeated failed identity checks, breach of permitted use, or outstanding payment obligations.

Service Description

TrustLabSign provides digital notarization workflows, identity verification, secure document storage, and audit trails for legal and business documents. Service examples: executing statutory declarations, notarizing international contracts, and supporting remote witness processes under defined protocols.

We may modify features, integrations or supported document types to reflect legal developments, security improvements or user needs. Changes affecting core obligations will be communicated in advance with migration guidance and examples of how workflows will be impacted.

We aim to maintain high availability but may schedule maintenance windows. For mission-critical cases such as court filing deadlines, users should plan submissions accounting for potential service interruptions. We document typical response times and provide escalation paths for urgent matters.

User Rules

Users must follow rules designed to preserve the integrity, security and legal utility of notarized documents. The following list gives specific prohibited and required behaviors along with illustrative scenarios.

• Provide truthful and complete identity information during verification steps. Example: mismatch between passport details and uploaded document may trigger a manual review.
• Do not attempt to forge, alter or misrepresent documents. Altered documents may be rejected and reported to authorities when appropriate.
• Use the platform only for lawful and permitted document types. Contracts that require in-person statutory formalities may need supplemental steps.
• Respect intellectual property and privacy of third parties when uploading materials. Redact sensitive third-party data when not required for notarization.
• Comply with payment and billing obligations for paid services. Failure to pay may suspend access to active workflows.
• Cooperate with audits and verification requests related to documents you submit. Practical case: a buyer may be asked to confirm transaction details during escrow-related notarizations.
• Report suspected misuse or security issues promptly. Timely reporting helps protect all parties in time-sensitive legal processes.

User Content

User content includes documents, uploaded files, comments and any metadata you provide through TrustLabSign. You retain ownership of your content subject to the rights you grant in these Terms.

You remain the owner of your documents and any underlying rights, unless you explicitly transfer them outside the platform. For example, uploading a deed for notarization does not transfer title.

By uploading content you grant TrustLabSign a limited license to store, transmit and process the content to provide the requested services, maintain audit trails and comply with legal obligations. This license is limited to service delivery and necessary technical operations.

You are responsible for the legality and accuracy of uploaded content, including obtaining any consents required from third parties. Example: uploading a contract containing third-party personal data requires you to have lawful basis for processing.

We may remove content that violates these Terms or law, or when required by authorities. Removal actions will be logged and explained to the account holder where permissible. In routine cases, content may be archived to preserve auditability for legal compliance.

Intellectual Property

TrustLabSign and its licensors retain all intellectual property rights in the platform, software, branding and documentation. Users are granted only the rights expressly provided in these Terms to use the service.

• Do not copy, modify, distribute or create derivative works of proprietary platform components without written permission.
• Do not remove, alter or obscure proprietary notices and activity present in the service.
• Reverse engineering or decompiling platform components is prohibited except where permitted by mandatory law.

Paid Services

Certain TrustLabSign features—such as certified notarizations, prioritized processing or extended storage—are offered as paid services. Pricing varies by document type, volume and required verification level.

Pricing is displayed on our website and during checkout. We provide illustrative pricing cases (e.g., notarizing a corporate resolution vs. a personal affidavit) to help users choose the right plan.

Payments can be made via supported payment methods at checkout. Payment processors may require additional verification. Receipts and invoices will be issued and retained according to applicable tax rules in Malaysia.

Subscription plans auto-renew unless canceled. Examples: a legal firm may subscribe to a monthly plan for recurring notarization needs—cancellation before renewal stops future charges but does not retroactively refund prior periods.

Refunds are evaluated case-by-case based on service delivery and the nature of the issue. For instance, if a paid expedited notarization cannot be completed for reasons within our control, we will offer remedies such as a pro-rated credit or service extension.

You may cancel subscriptions through account settings. Cancellation timelines and any applicable notice periods are specified in your plan details. Example: canceling a managed document storage plan will stop future billing and provide options for data export.

Users are responsible for applicable taxes related to paid services. We may collect taxes at checkout depending on Malaysian tax rules and provide necessary tax documentation for business users.

We may update prices with notice to subscribers. Price changes will include examples of impact on existing plans and options to migrate or cancel before a change takes effect.

Failure to pay may suspend access to paid features and delay document processing. For urgent matters, we recommend ensuring billing details are current and using verified payment methods.

Disclaimer

TrustLabSign provides tools to facilitate digital notarization and document workflows but does not provide legal advice. Users should consult qualified legal professionals for advice tailored to their situation. Example: for complex cross-border estate planning, seek local counsel in relevant jurisdictions.

Limitation of Liability

To the extent permitted by law, TrustLabSign's liability for direct losses arising from use of the service is limited to amounts paid for the specific service during the relevant period. We are not liable for indirect, consequential or punitive damages. Practical case: delayed filing due to third-party governmental processing is beyond our direct control and may be subject to limited liability.

Third-Party Services

We integrate with identity providers, payment gateways and storage vendors. Those third parties may have separate terms and policies. When relying on third-party services for legal steps (e.g., embassy legalization), users must follow the third party's procedures.

Termination

We may terminate or suspend services for breach or legal requirement. Users may terminate by closing their account and following data export and retention procedures. Example: repeated policy violations related to document misuse can lead to termination.

Upon termination, access to documents and audit trails may be restricted. We will provide instructions for retrieving or exporting data where feasible and required by law, and retain certain records for compliance purposes.

Privacy

Our privacy practices are described in the Privacy Policy. We collect and process personal data needed to verify identity, execute notarizations and meet legal obligations. Examples include name, identification documents and signing timestamps used in audit logs.

Communications

We may send administrative, transactional and marketing communications. Users can manage preferences in account settings. For urgent legal notifications related to a submitted document, we may use multiple contact channels to ensure timely delivery.

Changes to Terms

We may update these Terms to reflect operational or legal changes. Material updates will be communicated with an effective date and migration guidance. Users will have an opportunity to review updated terms before continuing use in certain scenarios.

Governing Law

These Terms are governed by the laws of Malaysia. For example scenarios involving disputes over notarized property documents, Malaysian courts and applicable statutory rules will generally govern admissibility and enforcement.

Dispute Resolution

We encourage users to seek informal resolution through our support channels first. If unresolved, disputes will follow the dispute resolution procedures set out in these Terms and may be subject to Malaysian jurisdiction and courts unless otherwise agreed.