Terms of service

Ufficio Certificati

Civil registry and vital records certificates · Historical documents and baptismal certificates · Apostilles · Sworn translations

Disclaimer: Ufficiocertificati does not issue documents; the document is issued by the Municipality or the competent authority. Ufficiocertificati handles the entire procedure on behalf of the client.

Ufficiocertificati acts as a private intermediary. The documents are available from official government sources; we take care of the request and collection on behalf of the client through a formal authorization.

1. DEFINITIONS

For the purposes of these General Terms and Conditions, the following terms have the meanings set forth below:

Provider: UfficioCertificati, owner and manager of the homonymous platform, which provides the Services on behalf of the Customer.

Customer: any natural or legal person who accesses the Platform and purchases one or more Services, whether as a consumer or a professional.

Consumer: the Customer who is a natural person acting for purposes unrelated to any entrepreneurial, commercial, craft or professional activity, pursuant to art. 3 of Legislative Decree 206/2005 (Italian Consumer Code).

Basic Service: intermediation activity through which the Provider requests, on behalf of the Customer, a document from the competent Municipality, registry office, State Archive or parish archive, to then deliver it to the Customer. The Basic Service includes three typologies: ordinary certificates, historical documents, and baptismal certificates.

Ordinary Certificate: registry or civil status certificate (residence, family status, birth, marriage, death, citizenship, etc.) referring to recent documents, issued by the competent Municipality.

Historical Document: registry or civil status act older than one hundred years, kept at the competent Municipality, the State Archive or other archival entity.

Baptismal Certificate: ecclesiastical document kept at the competent parish archive, requested in cases where civil birth registration is not available, in particular for periods prior to the establishment of civil registries in Italy (before 1872).

Extra Service — Apostille: additional option selectable by the Customer during the Order phase, consisting of obtaining the affixing of the Apostille pursuant to the Hague Convention of October 5, 1961 on the requested document, in order to make it valid in the countries adhering to the Convention without the need for further consular legalization.

Extra Service — Sworn Translation: additional option selectable by the Customer during the Order phase, consisting of the translation of the document by a translator registered in the Register of Technical Consultants of the competent Court, with subsequent asseveration by oath before the Court Clerk.

Municipal Fees: any costs requested directly by the Municipality or the archival entity for the issuance of the document, separate and additional to the Basic Service fee. They occur primarily for Historical Documents.

Third-Party Professional: sworn translator or other professional external to the Provider, appointed for the execution of Extra Services that require certified specialized skills.

Platform: the website www.ufficiocertificati.com and all its contents, functionalities, and Services.

Order: the request formalized by the Customer through the Platform for the purchase of a Basic Service, with or without Extra Services.

2. INTRODUCTION AND ACCEPTANCE

These General Terms and Conditions govern the contractual relationship between the Provider and the Customer with reference to all Services that can be purchased through the Platform. The submission of an Order constitutes full and unconditional acceptance of these General Terms and Conditions, the specific conditions of the requested Service, and the Privacy Policy regarding the processing of personal data.

The Provider reserves the right to modify these General Terms and Conditions at any time. The modifications will be effective from the date of publication on the site; continued use of the Platform following publication implies acceptance of the new conditions.

3. OBJECT OF THE CONTRACT

The Provider provides, on behalf of the Customer, a Basic Service of intermediation for the retrieval of official documents. The Customer can combine the Basic Service with one or more Extra Services from those available during the Order phase. The Provider is not a public entity, does not issue its own documents, and does not replace the public administrations or the Third-Party Professionals appointed.

Each contract between the parties consists of the following documents, in order of prevalence: a) General Terms and Conditions; b) Request form; c) Descriptive sheet of the Service; d) Privacy Policy regarding the processing of personal data.

4. CONCLUSION OF THE CONTRACT

The contract is concluded when the Provider receives confirmation of the Order and the corresponding payment. The Customer receives a confirmation email at the address provided during the purchase. In the case of payment by bank transfer, the contract is considered concluded at the time of the actual crediting of the sums.

4.1 Rejection or cancellation of the Order

The Provider may reject or cancel an Order — upon notice to the Customer — in the following cases: supervening impossibility of execution due to force majeure; absence of legal requirements on the part of the Customer; publication of an incorrect or manifestly derisory price; well-founded suspicion of illicit use of the Service. In case of cancellation, the Customer receives a full refund within 14 working days.

5. BASIC SERVICE

The Basic Service consists of intermediation for the retrieval of an official document on behalf of the Customer. The Customer must always provide the identification data necessary for the request (name, surname, date and place of birth of the subject, and any other information requested in the order form). The three typologies of Basic Service are governed by the following paragraphs.

5.1 Ordinary certificates

They include current registry and civil status certificates (residence, family status, birth, marriage, death, citizenship, etc.) issued by Italian Municipalities. The indicative processing times are:

• Standard service: within 15 working days from payment confirmation.
• Urgent service: within 7 working days from payment confirmation (with a tariff supplement).

The times are indicative and do not constitute an essential term of the contract. The Provider is not responsible for delays caused by municipal offices, strikes, or other events beyond its control. If the urgent deadline is not met due to causes attributable to the Provider, the supplement is refunded.

5.2 Historical documents

They include registry and civil status acts older than one hundred years, kept at the competent Municipality or the State Archive. The Customer is required to provide the essential data of the subject (name, surname, approximate year and place of birth) to allow the localization of the document.

Historical Documents are not subject to the standard processing times provided for Ordinary Certificates. The times vary depending on the conservation archive, its access modalities, and the response times of the custodial entity. An indicative estimate is communicated to the Customer during the Order phase.

5.2.1 Municipal Fees for Historical Documents

For the issuance of Historical Documents, some Municipalities or State Archives may require the payment of Municipal Fees, the amount of which varies from entity to entity and cannot be determined in advance by the Provider. Such costs are frequent, particularly for historical birth certificates, and can reach significant amounts.

The procedure is as follows: during the processing, if the competent entity requests the payment of Municipal Fees, the Provider promptly notifies the Customer via email, indicating the exact amount and the payment details provided by the entity. Processing remains suspended until confirmation of payment by the Customer. The Customer is free to proceed with the payment or to renounce the request.

Municipal Fees are a cost imposed by the competent public entity, completely distinct from the Provider's Service fee. The Provider has no margin on these sums and is in no way responsible for them. In the event of the Customer's renunciation of paying the Municipal Fees, the Basic Service is considered unexecutable: the provisions of art. 5.4 on negative outcomes apply.

5.3 Baptismal certificates

They include ecclesiastical documents kept in parish archives, requested in cases where civil birth registration is not available — in particular for periods prior to 1872. The Customer will provide the identification data of the subject (name, surname, reference parish if known, approximate year of birth).

Processing times depend on the availability and access modalities of the competent parish archive and cannot be standardized. An indicative estimate is communicated to the Customer during the Order phase. The Provider is not responsible for delays or impossibilities of access attributable to the parish.

Baptismal certificates are not civil status documents and their legal value depends on the regulations of the country or entity requesting them. It is the Customer's responsibility to verify the suitability of the document for their purpose before proceeding with the Order.

5.4 Negative outcome

If the document cannot be found or cannot be issued for reasons independent of the Provider's will (gaps in the registers, denial by the entity, nonexistent document), the Customer is promptly informed. In this case, no refund for the Basic Service is due, except for the return of the urgent supplement if the deadline was not met for causes attributable to the Provider.

5.5 Additional documentation

For some types of documents, the Provider may request additional documentation from the Customer (e.g., copy of identity document, signed proxy). Processing times remain suspended until the receipt of such documentation.

6. EXTRA SERVICES

Extra Services are additional options that the Customer can select during the Order phase to combine with the Basic Service. Two Extra Services are available: Apostille and Sworn Translation. Both are performed on the document obtained through the Basic Service and presuppose its successful outcome.

Extra Services are initiated only after the completion of the Basic Service, i.e., after the requested document has been obtained. In the event of a negative outcome of the Basic Service, the fees for the Extra Services are fully refunded.

6.1 Apostille

The Apostille Extra Service consists of obtaining, on behalf of the Customer, the affixing of the Apostille on the document obtained through the Basic Service. The Apostille is provided for by the Hague Convention of October 5, 1961, and certifies the authenticity of the document for use in the countries adhering to the Convention, without the need for further consular legalization.

The Apostille is issued by the competent Prefecture. Issuance times depend on the issuing office and cannot be controlled by the Provider. The apostilled document is delivered to the Customer in digital format (scan) and, upon request, in original paper format via courier at the Customer's expense.

The Apostille Service is applicable only to documents destined for countries adhering to the Hague Convention. For non-adhering countries, consular legalization is necessary, which constitutes a distinct Service. The Customer is advised to verify the adhesion of the destination country before selecting this Extra Service.

6.2 Sworn Translation

The Sworn Translation Extra Service consists of having the obtained document translated by a Third-Party Professional — a translator registered in the Register of Technical Consultants of the competent Court — and having it certified by oath before the Court Clerk. The sworn translation has legal value and is required for the use of Italian documents abroad or for specific administrative procedures.

The Provider coordinates the Service: it receives the document, entrusts it to the suitable Third-Party Professional, and returns the sworn translation to the Customer. The quality and correctness of the translation are the exclusive responsibility of the Third-Party Professional, who operates in full professional autonomy.

The sworn translation has legal value exclusively in the original paper version bearing the stamp and signature of the translator and the oath report. The digital version (PDF) has the value of an informative copy only. The Provider is not responsible for errors or inaccuracies in the translation attributable to the Third-Party Professional.

The languages available for the Sworn Translation Service are indicated in the descriptive sheets on the Platform. Processing times vary depending on the length and complexity of the document and the requested language; an indicative estimate is communicated to the Customer during the Order phase.

7. DELIVERY METHODS

At the end of the processing, the document is delivered to the Customer as follows:

Digital format (PDF): standard method for all Services. The document is sent to the email address indicated during the Order.

Original paper format: available upon request for Ordinary Certificates and apostilled documents. Shipping costs via courier are borne by the Customer and are indicated before the conclusion of the Order.

Sworn Translation: delivered in original paper format, which constitutes the only version with legal value. Shipping is handled by the Provider via courier, at the Customer's expense.

The Customer receives an email notification upon completion of the Order. It is recommended to also check the spam folder. The Provider is not responsible for delays in postal or courier delivery attributable to the carriers.

8. ACCOUNT AND REGISTRATION

Registration is not mandatory to place an Order. However, the Customer can create a personal account by entering a valid email address and a secure password. The account is strictly personal: any transfer or sharing of credentials with third parties is prohibited. In case of unauthorized access or loss of credentials, the Customer must immediately notify info@ufficiocertificati.it.

8.1 User panel

The account allows the Customer to check the status of ongoing Orders, access their purchase history, and manage their billing and contact information.

8.2 Account cancellation and GDPR rights

To request the cancellation of the account, simply send a request to info@ufficiocertificati.it. Within 48 working hours, the data will be removed, except for that whose retention is required by law. Pursuant to EU Regulation 2016/679 (GDPR), the Customer has the right to access, rectify, delete, port, limit, and object to the processing of their personal data.

9. PRICES AND PAYMENT METHODS

All prices indicated are exclusive of VAT, unless otherwise specified, and may be updated without prior notice. In the event that an incorrect price is published, the Order will be canceled and the Customer fully refunded. The Municipal Fees that may be required by public entities for Historical Documents (art. 5.2.1) are not included in the Service price and are communicated separately.

9.1 Card payment (Stripe)

The Customer can pay by credit card, debit card, or prepaid card through the secure Stripe platform. The Provider does not acquire or store card data.

9.2 Advance bank transfer

In the case of bank transfer, processing only begins at the time of actual crediting. The payment must be received within 5 working days from the Order confirmation; after this period, the Order will be automatically canceled. The reason for the transfer must include the identification number of the Order. The bank details are communicated in the confirmation email.

10. RIGHT OF WITHDRAWAL

The Consumer Customer has the right to withdraw from the contract without obligation to provide a reason within 14 days from its conclusion, pursuant to art. 52 of the Italian Consumer Code. The withdrawal is exercised by sending a written communication to the contact details indicated in art. 15.

10.1 Exclusion of the right of withdrawal

Pursuant to art. 59, paragraph 1, letter a) of the Consumer Code, the right of withdrawal cannot be exercised when the service has been fully performed before the expiration of the 14 days, subject to the explicit consent of the Customer and with express waiver of the right of withdrawal. This consent is collected during the completion of the Order.

10.2 Effects of withdrawal and refunds

Withdrawal exercised before the start of processing entitles to a full refund within 14 days. If processing has already begun, the Provider will retain an amount proportional to the activities performed. No refund is granted in the following cases:

1. a) the service has been fully completed;
2. b) the negative outcome of the Basic Service is a consequence of incorrect or insufficient data provided by the Customer;
3. c) for Extra Services, the work has been entrusted to the Third-Party Professional or the competent office for the Apostille;
4. d) the Customer has renounced paying the Municipal Fees required by the entity (art. 5.2.1).

In the event of a negative outcome of the Basic Service due to causes not attributable to the Customer, the fees for the Extra Services are fully refunded.

10.3 Provider's withdrawal

The Provider may withdraw from the contract with a 15-day notice via Certified Email (PEC) or registered letter with return receipt. The withdrawal has immediate effect in case of illicit behavior by the Customer or due to force majeure.

11. OBLIGATIONS AND LIMITATIONS OF LIABILITY

The Provider undertakes to perform all Services with professional diligence. Except in cases of willful misconduct or gross negligence, it is not responsible for delays or damages arising from events beyond its control, including: dysfunctions of public offices or archives, strikes, natural disasters, interruptions of postal or digital services, technical times of the appointed Third-Party Professionals.

11.1 Customer's obligations

The Customer undertakes to provide accurate, complete, and truthful data during the Order phase; to use the obtained documents exclusively for lawful purposes; not to transfer, disclose, or resell the obtained documents to third parties. The Customer is solely responsible for any non-compliant use and undertakes to indemnify the Provider against any claim for damages.

11.2 Processing of third-party data

When the Service involves personal data of third parties, the Customer declares to act in full compliance with EU Regulation 2016/679 (GDPR): they have obtained the consent of the data subject or there is another condition of lawfulness provided by the regulations. The Provider processes such data exclusively as an external data processor and only for the purposes necessary for the execution of the Service.

12. INTELLECTUAL PROPERTY

All content on the Platform — texts, graphics, logos, interfaces, software, and any other element — is the exclusive property of the Provider or of third parties who have granted its use. Any reproduction, distribution, modification, or commercial use without prior written authorization from the Provider is prohibited.

13. TERMINATION OF THE CONTRACT

Failure to comply with the obligations provided for in these General Terms and Conditions entails the immediate termination of the contract and the cancellation of all ongoing Orders. The termination operates by right even if the information provided by the Customer proves to be false, erroneous, or misleading, or if the Services are used for illicit purposes or otherwise prohibited by current legislation.

14. APPLICABLE LAW, JURISDICTION AND ODR

The contract is governed by Italian law. For disputes with Consumer Customers, jurisdiction belongs to the Court of the place of residence or elected domicile of the Consumer, pursuant to art. 66-bis of the Consumer Code. In all other cases, the parties elect the Court of Messina as exclusively competent.

The Consumer Customer residing in the EU can access the European Commission's ODR platform for the out-of-court resolution of disputes: https://ec.europa.eu/consumers/odr/

15. CONTACTS AND SUPPORT

For any communication, support, exercise of GDPR rights, or withdrawal notification:

Titular: Claudio Arena

E-mail: info@ufficiocertificati.it

Website: www.ufficiocertificati.com

Certified Email (PEC):ufficiocertificati@legalmail.it

Registered office:via Lombardia 12 - 98124 Messina