Terms and Conditions

Please read these Terms of Service and Use and our Privacy Policy carefully before you use this website (the “Site”) or any of our Services.

If you do not agree to be bound by the Terms of Service and Use, then you may not use the Site or any of the Services. You must be 18 years of age or older to use the Site or any of the Services that may be made available to you. By using the Site and Services, you affirm that you are 18 years of age or older and that you agree to be bound to these Terms of Service and Use.  

The Site is owned and operated by SecureScan, LLC, a New York limited liability company (“Virtual Mail Now” or the “Company”). To open an account with Virtual Mail Now and to use any Services offered by Virtual Mail Now, you must read, understand, and agree to these Terms of Service and Use (sometimes referred to as the “Agreement” or the “Terms”) and our Privacy Policy. Opening an Account or tendering any payment to Virtual Mail Now for any Services constitutes your agreement to be bound to these Terms.

Virtual Mail Now reserves the right to refuse service or cancel and issue a prorated refund to any subscriber for any reason or no reason, except as prohibited by law.

These Terms are a legally binding agreement between you and Virtual Mail Now.  This Agreement governs your use of any of Virtual Mail Now’s services including, without limitation, mail scanning and forwarding services, and your use of the Site (the “Services”). Virtual Mail Now provides Services to you subject to the notices, terms, and conditions set forth in this Agreement. When you use any of the Services, you will be subject to the rules, guidelines, policies, terms, and conditions that apply to such Services, and they are incorporated into the Agreement by this reference. Virtual Mail Now reserves the right to modify this Agreement at any time and to place new or additional terms and conditions on your use of the Services. Such modifications and additional terms and conditions will be effective immediately and incorporated into this Agreement. Your continued use of the Services after such time will be deemed your acceptance of the Agreement as updated. 

Contact Information 

You agree to provide contact information such as your full legal name, mailing address, email address and/or phone number and to keep your contact information up to date so that we may contact you if needed. 


The content on this Site, including without limitation any text, software, code, scripts, graphics, photos, sounds, interactive features, and the like, and logos contained therein (“Content”), is owned by or licensed to Virtual Mail Now and is subject to copyright and other intellectual property rights under law. You shall not (i) license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the Content or the Services in any way; (ii) copy, modify or make derivative works based upon the Content or the Services; (iii) reverse engineer or decompile or access the Content or the Services; (iv) access (or attempt to access) the Content or Services through any automated, unethical or unconventional means or by any means other than through the means we provide; or (v) engage in any activity that disrupts or interferes with the Services. 

Required Documentation 

You agree to submit a notarized USPS Form 1583 form along with two types of identification as required by the United States Postal Service.  You agree to return the form with a legible stamp/seal via our secure online portal showing the signature of the notary. Customers residing or not located in the USA are required to have the process completed at the US Embassy/Consulate or through an authorized online notary public such as www.notarycam.com

Virtual Mail Now reserves the right to request additional verification of your identity at any time for any reason.  Failure to successfully verify identification to the satisfaction of Virtual Mail Now may result in closure of the Account and refunding of any unused portion of the subscription payment.  

As your authorized agent for the receipt of mail, Virtual Mail Now will accept all mail, including registered, insured, and certified items along with those requiring a signature.  Mail and package items arriving with names not listed on a notarized and accepted USPS 1583 form or missing the mandatory mailbox number identifying the appropriate owner may be returned to the sender or destroyed without notice. 


During the account registration process, you will be required to create an account (“Account”). After you have successfully created an Account, you will receive a designated mailbox (“Mailbox”). You agree to provide accurate and current information when you register with Virtual Mail Now and you agree to maintain and promptly update that information to keep it accurate and current at all times. You agree that Virtual Mail Now may store and use all of the information that you provide for use in maintaining and billing fees to your Account. 

Please do not reveal your Account information to anyone. You are solely responsible for maintaining the confidentiality and security of your Account and related information concerning all activities that occur on or through your Account. Virtual Mail Now shall not be responsible for any losses arising out of the unauthorized use of your Account or arising out of misuse of your Account or Mailbox. 

You agree to immediately notify Virtual Mail Now of any suspected unauthorized or improper use of your Account, password information or any other breach of security.  

Term, Renewal, and Termination 

The initial Mailbox rental period is for one month or one year and the rental shall automatically renew for successive one-month or one-year periods unless you terminate the Account and Services from your secure billing area located within your online account. 

Payments start immediately upon the release via email of your Virtual Mail Now address and login credentials via an encrypted email.  Upon cancelation of your Account, refunds shall be limited to the remaining portion of the current billing cycle of one month or one year.

Virtual Mail Now may, in its sole discretion, terminate your Account, the Mailbox and/or any or all Services with or without notice and for no reason or any reason except as prohibited by law.  This includes, without limitation, the following: your violation of any provision of this Agreement; any suspected or actual illegal, improper, fraudulent or abusive activity (which also may be referred to appropriate law enforcement authorities); your use of  the Mailbox or any Services for any unlawful, illegitimate, improper or fraudulent purposes; your failure to cooperate or provide information in connection with any investigation undertaken by Virtual Mail Now or any local, state, or federal authorities, or any other governmental agency in any way related to your use of the Mailbox or any Services; failure to pay any amounts when they become due; or your use of a payment mechanism which Virtual Mail Now determines or suspects is being used in an unlawful, improper or fraudulent manner. 

Upon such termination, your right to use the Account, the Mailbox and/or any Services will immediately cease. Virtual Mail Now shall cease all Services to you, and you agree to forfeit any and all claim and rights to letters and packages remaining in your Mailbox. Virtual Mail Now reserves the right to remove or delete any information that you may have on file with us, including any Account or login information.  

As a courtesy to you, unless Virtual Mail Now suspects you have engaged or are engaging in unlawful activities, Virtual Mail Now may hold and forward any mail on site to you for a period of not more than thirty (60) days, provided you pay all related postage, packing material, and forwarding fees in advance. If no mail forwarding arrangements and payments are made in advance of or immediately upon termination, your mail may be refused and/or returned to sender, and/or Virtual Mail Now may destroy any mail or package delivered to and/or remaining with Virtual Mail Now. 

You agree and acknowledge that it is your responsibility to notify correspondents of any change of address, and that the USPS will not accept a change of address upon termination of your Account, the Mailbox and/or any Services. In addition to terminating your Account, Mailbox and/or any Services, Virtual Mail Now, reserves the right to take appropriate legal action.  

This Agreement survives the termination or suspension of the Account, the Mailbox and/or any Services. 

Fees and Payments 

By creating an Account and selecting a plan, you acknowledge that you agree to pay all fees incurred through the use by anyone of your Account. Virtual Mail Now reserves the right to modify the Fee Schedule at any time and to charge new or additional fees; each of which will be effective immediately and incorporated into this Agreement. Your continued use of the Services will be deemed acceptance of the updated charges and fees.

You must keep your Account payment information current to ensure uninterrupted Services and avoid any applicable reactivation fees.  Reactivation fees are applied for any Account which fails to keep an active payment source on file that results in access restriction to the Account. The reactivation fee will be a minimum of $25 and accounts that have been delinquent for over 30 days are responsible for any missed subscription payments prior to reactivation of the account. 

All fees including forwarding and postage fees are due immediately upon completion of the Services requested and should preclude pickup by the carrier.  Failure to pay fees when due may result in immediate access restriction of your Account until all fees due have been paid in full.  

If you exceed the number of mail items per month included in your plan, you will be automatically upgraded to a plan that supports the appropriate number of mail items. Personal plans that exceed 50 mail items will be upgraded to the Shared plan. Shared plan subscribers who exceed 100 mail items per month will be upgraded to the Premium Plan. Premium plans that exceed 250 mail items are billed an additional $10 per 50 mail items.

Virtual Mail Now is not a customs agent or broker. You are solely responsible for the import and/or export of your mail and goods, and for all related expenses, items and issues, including without limitation all customs, duties, tariffs, taxes, return fees or other charges or fees of any nature relating to the shipment of your mail or goods. Similarly, charges for any additional insurance above the standard amount of insurance provided by carriers will be added automatically for all shipping requests of merchandise. The additional charges will be based on the value provided by the customer during the shipping request procedure and are the responsibility of the customer to pay.  

Virtual Mail Now does not accept third-party shipping accounts. 

Email Opt-out Policy 

When signing up for our Services, you will be signed up to receive occasional emails to notify you of incoming mail items or that we have completed a Services request you made.  You may unsubscribe from these emails at any time by going to the My Account section of your online mailbox and customizing the notification section to your specific needs.   Emails regarding your account, billing, software updates or security updates are not subject to this policy. 

Limitation of Liability 

Virtual Mail Now shall not be liable for any damages that result from the use of or your inability to use the Services and products offered on the Site.  Virtual Mail Now will also not be responsible for mail or package items lost, delayed, misrouted or damages incurred as a result.  

If we cannot provide Services to you for any reason, our liability is limited to a prorated refund of the balance of your subscription fee.  

You agree that the total amount of liability of Virtual Mail Now, if any, for all claims arising out of or related to this Agreement or performance under this Agreement shall not exceed $50 regardless of the nature of the claim, except in any circumstance in which a Virtual Mail Now officer, employee, or agent acted with malicious purpose or in a manner exhibiting wanton and willful disregard of your property.  


To maintain affordable services as well as the most stringent security possible, all mail and packages are processed at our central processing center located in Albany, New York.  Arrivals to other addresses provided by Virtual Mail Now are shipped via United Parcel Service (UPS), USPS, DHL, FedEx or other carriers to the Albany center, which may lead to delays in digitization of such items.  Customers receiving time-sensitive documents are encouraged to subscribe to our Albany, New York address for the fastest possible processing of arrivals.  


Virtual Mail Now has a specific location for the delivery and acceptance of packages.  Packages are defined as any item delivered by a carrier that contains merchandise.  Any package delivered to an address other than the package center address located in the Account section of your online mailbox is subject to a minimum $10 postage fee to direct the item to the correct processing center, as well as significant delays prior to the upload of the item into an online account for viewing and processing.   

All packages are subject to a $4.95 package receiving fee in addition to any other fees. 

Any Account suspected of receiving illegal or fraudulent goods may be subject to immediate cancelation and closure without advance notice.  Virtual Mail Now at its sole discretion may require customers to provide additional identification prior to shipment release and failure to do so may result in the item being return to the sender or destroyed.  

It is the responsibility of the customer to ensure the items requested to be shipped by Virtual Mail Now are acceptable via the method requested and for the region being shipped to.  Virtual Mail Now accepts no responsibility or liability for lost or returned items as a result. 


You agree to protect, defend, indemnify and hold harmless Virtual Mail Now, its members, managers, affiliates, officers, directors, agents, employees, successors and assigns, from and against any and all claims, causes of action, liabilities, judgments, penalties, losses, costs, damages and expenses (including attorneys’ fees and all related costs and expenses of litigation or arbitration, or at trial or on appeal, if any, whether or not litigation or arbitration is instituted) of any kind arising from or related to: (i) this Agreement; (ii) the Services; (iii) your use of the Services, including without limitation, any infringement or other claims that could arise from our scanning any documents in connection with the Services provided to you; (iv) your violation of any third party right, including without limitation any copyright, property, or privacy right; (iv) the failure of any third party, including but not limited to USPS, FedEx, UPS, DHL or any other commercial delivery or courier service, to provide delivery or courier services accurately and on time; (v) damage to or loss of your mail by any cause whatsoever whether or not attributable to our negligence or omission; or (vi) any violation by you of any federal, state or local laws, statutes, rules or regulations. As with the other terms of the Agreement, this section survives your use of the Site and the Services. 

Equipment and Software 

You agree to provide, at your own expense, Internet access, compatible software, and compatible equipment to access and use the Site and Services. You may need to obtain updates or upgrades from time to time in order to continue using the Site and Services. Virtual Mail Now may modify system requirements or the Virtual Mail Now software at any time. VIRTUAL MAIL NOW MAKES NO WARRANTY THAT ANY PARTICULAR COMPUTER, PORTABLE DEVICE, OR OTHER RECORDING DEVICE WILL BE COMPATIBLE WITH THE SITE AND SERVICES PROVIDED TO YOU, THAT ANY DEVICE USING THE SITE AND SERVICES WILL FUNCTION FULLY OR PROPERLY, OR THAT THE SITE WILL WORK ON THE EQUIPMENT AND SOFTWARE USED BY YOU.  

Entire Agreement; Binding Effect; Assignment 

This Agreement, including the Privacy Policy, which is incorporated by reference, and any future amendments by us, constitute the entire Agreement between you and Virtual Mail Now and governs your use of the Site, the Account, the Mailbox, and the Services, superseding any prior agreements between you and Virtual Mail Now with respect to the Site, the Account, the Mailbox, and the Services.  This Agreement is binding upon and shall inure to the benefit of the parties and their respective successors, heirs, executors, administrators, personal representatives, and assigns. You may not assign this Agreement without Virtual Mail Now’s prior written consent. 

Waiver and Severability of Terms 

Virtual Mail Now’s failure to enforce any provision of this Agreement shall not constitute a waiver of such right or provision or of any other rights or provisions in this Agreement. If a court of competent jurisdiction should find that one or more rights or provisions set forth in this Agreement are invalid, you agree that the remainder of this Agreement shall be enforceable and that the invalid provision shall be enforceable to the fullest extent permitted by law. 


You agree that regardless of any statute or law to the contrary, any claim or cause of action arising out of or related to use of the Services or in connection with this Agreement which you assert must be commenced within one (1) year after such claim or cause of action arose or be forever barred. 

Section Titles 

The section titles in these Terms of Use are for convenience only and have no legal or contractual effect.  

Choice of Law and Arbitration 

This Agreement and the relationship between you and Virtual Mail Now shall be governed by the laws of the State of New York without regard to its conflict of law provisions.  You agree that any dispute arising out of or relating in any way to your use of this Website or the Services requires that such claim be resolved exclusively by binding arbitration. The arbitration shall be conducted by a single arbitrator in New York, U.S.A., in accordance with the rules of the American Arbitration Association (“AAA”). No claims of any other parties may be joined or otherwise combined in the arbitration proceeding. Unless otherwise expressly required by applicable law, each party shall bear its own attorney’s fees without regard to which party is deemed the prevailing party in the arbitration proceeding. Subject to these Terms of Use, the arbitrator shall be authorized to award either party any remedy permitted by applicable law.  


Should this arbitration agreement be deemed invalid or otherwise unenforceable for any reason, it shall be severed and the parties agree that exclusive jurisdiction and venue for any claims will be in state or federal courts in Albany, Albany County, New York, and you and Virtual Mail Now agree to submit to the personal and exclusive jurisdiction and venue of such courts, and you waive any objections that you might otherwise have thereto.   

Notwithstanding the foregoing, in recognition of the global nature of the Internet, you agree to comply with all local rules regarding online conduct and acceptable content.  Specifically, you agree to comply with all applicable laws regarding the transmission of technical data exported from the United States or the country in which you reside.  If you are a resident of any country outside the United States, you understand and agree that we store and process your information on computers located in the United States, and that by providing any information to Virtual Mail Now, you acknowledge and consent to the transfer of such information to the United States.

Contacting us

If you have any questions about this Privacy Policy, the practices of the Site, or your dealings with the Site, please contact us via any of the appropriate support methods below.

Terms@VirtualMailNow.com (Email)

877-722-6362 (Phone)