1. Agreement to These Terms

These Terms of Service (“Terms”) are a binding agreement between you and GovBotics (“FaxItOnce,” “we,” “us,” or “our”) governing your access to and use of the FaxItOnce website at https://faxitonce.com and the fax-transmission service offered there (the “Service”). By creating an account, submitting a document, or making a payment, you agree to these Terms and to our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service.

2. Eligibility

You must be at least 18 years old and able to form a binding contract to use the Service. By using the Service you represent that you meet these requirements and that the information you provide is accurate. The Service is intended for individual, consumer use.

3. The Service

FaxItOnce lets you upload a document and send it as a fax to a destination fax number on a pay-per-use basis. You acknowledge:

• Send-only. We transmit outbound faxes only. We do not provide inbound fax reception and do not assign you a fax number.
• File format. We accept PDF files only. Other formats are not supported.
• Page limit. Each fax may be up to 45 pages. Faxes exceeding the limit will not be sent.
• Supported destinations. We support sending to a limited list of countries. Sending to a destination we do not support, or that we block, will not complete. Some destinations may count as multiple pages.
• One-time send. Each transmission is a discrete, one-time service. We do not store an address book, queue, schedule, or subscription on your behalf.

We may add, change, suspend, or discontinue any part of the Service at any time.

4. Your Account and Security

You are responsible for the confidentiality of your login credentials and for all activity under your account. Notify us promptly of any unauthorized use. We are not responsible for loss arising from your failure to maintain account security, or from your inability to access a registered email address used for password recovery.

5. Pricing, Payment, and Refunds

• Price. The price per fax is shown at checkout (currently $2.75 per fax, up to 45 pages). Prices are subject to change; the price displayed at the time of your transaction applies.
• Payment. Payments are processed by our third-party payment processor (Stripe) via a hosted checkout. You authorize the charge shown at checkout. You are responsible for any applicable taxes.
• Wallet / prepaid credit. If you add prepaid credit to your account, it is applied to future transmissions. Credit has no cash value and is non-transferable.
• Billing descriptor. Charges may appear on your statement under the name of our payment entity (GovBotics).
• Refunds. Because each fax is a discrete service, completed transmissions are generally non-refundable. If a transmission fails on our side, we may, at our discretion, credit or refund the affected charge. We do not resend or retry failed faxes.

6. Acceptable Use

You agree that you will not use the Service to:

• send unsolicited advertisements or “junk faxes” that are prohibited by applicable law;
• send any unlawful, fraudulent, harassing, defamatory, obscene, or infringing content;
• transmit content you do not have the right or consent to send;
• impersonate any person or misrepresent your identity or affiliation;
• attempt to gain unauthorized access to, interfere with, or disrupt the Service or its infrastructure;
• resell, sublicense, reverse-engineer, or benchmark the Service for a competing product; or
• send to any recipient who has not consented where consent is required by law.

You are solely responsible for obtaining any consent required to send a fax and for the content you transmit. We may use filtering and may refuse, block, suspend, or terminate any transmission or account we reasonably believe violates these Terms, without notice.

You are responsible for entering the correct destination fax number. We are not responsible for faxes sent to an incorrect or mistyped number, for faxes that do not reach the intended recipient, or for how the recipient handles the information once it has been delivered. You send at your own risk.

7. No HIPAA / No Protected Health Information

8. Document Handling and Retention

We process the document you upload solely to transmit it as a fax. We retain it only as long as needed to complete the transmission, after which it is automatically deleted from our active systems, typically within about two days. We do not use your documents for any purpose other than providing the Service. Records of the transmission itself (date, destination, page count, delivery status) are retained as described in our Privacy Policy.

9. Intellectual Property

The Service, including the website, software, and FaxItOnce marks, is owned by GovBotics and protected by law. We grant you a limited, personal, non-transferable, revocable license to use the Service for its intended purpose. You retain all rights in the documents you upload; you grant us only the limited license needed to transmit and handle them as described in these Terms.

10. Disclaimer of Warranties — No Implied Warranties

The Service is provided on an “as is” and “as available” basis, with all faults and without warranty of any kind. We make no warranties, express or implied, and we expressly disclaim all implied warranties, including the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, timely, secure, or error-free, or that any fax will be delivered, or delivered within any particular time. Fax transmission depends on third-party telecommunications carriers and on the receiving equipment, which are outside our control. You assume all risk arising from transmission failure, delay, or interception. No advice or information, whether oral or written, obtained from us creates any warranty not expressly stated in these Terms.

11. Limitation of Liability

To the fullest extent permitted by law, in no event will GovBotics, its affiliates, suppliers, or service providers be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, data, goodwill, or business, arising out of or related to the Service, whether based in contract, tort, or any other theory, even if advised of the possibility of such damages.

Our total aggregate liability for any claim arising out of or related to the Service will not exceed the amount you paid us for the fax transmission(s) giving rise to the claim. This is your sole and exclusive remedy. You acknowledge that the fees for the Service are set in reliance on this limitation and that, without it, the fees would be higher.

Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

12. Indemnification

You agree to indemnify and hold harmless GovBotics and its affiliates, officers, and service providers from any claim, loss, liability, or expense (including reasonable legal fees) arising out of (a) your use of the Service, (b) the content you transmit, (c) your violation of these Terms or of any applicable law, or (d) your transmission of medical or health records or other prohibited content.

13. Termination and Account Deletion

We may suspend or terminate your access at any time, with or without notice, for any violation of these Terms, suspected fraud or abuse, non-payment, or to protect the Service or other users. You may stop using the Service at any time and may request deletion of your account. Upon account deletion we will remove or de-identify your account information, subject to limited retention needed for legal, accounting, fraud-prevention, and dispute-evidence purposes. Provisions that by their nature should survive (such as Sections 7, 10 through 12, and 14 through 16) survive termination.

14. Changes to These Terms

We may update these Terms from time to time. Changes are effective when posted to this page with an updated Effective Date. Your continued use of the Service after changes are posted constitutes acceptance of the updated Terms.

15. Governing Law

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-laws rules. You agree to the exclusive jurisdiction and venue of the state and federal courts located in the Commonwealth of Virginia.

16. Dispute Resolution

Any dispute arising out of or relating to these Terms or the Service will be resolved in the state or federal courts located in the Commonwealth of Virginia, as provided in Section 15. These Terms do not require arbitration.

17. Miscellaneous

If any provision is found unenforceable, the remaining provisions stay in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms; we may. These Terms, with the Privacy Policy, are the entire agreement between you and us regarding the Service.

18. Contact

Questions about these Terms: admin@faxitonce.com — GovBotics, 130 Environs Rd, Sterling, VA 20165.

Privacy Policy

Incorporated into and part of the Terms of Service above · Effective June 21, 2026

This Privacy Policy explains how GovBotics (“FaxItOnce,” “we,” “us”) collects, uses, and shares information when you use https://faxitonce.com (the “Service”).

A. Information We Collect

• Account information: your name, email address, and login credentials.
• Payment information: payments are processed by Stripe, which collects your card details. We do not store full card numbers; we keep a record of each transaction (amount, date, and the card brand/last-four as provided by Stripe) and your wallet balance.
• Fax information: the destination fax number, the PDF you upload for transmission, the page count, delivery status, and timestamps.
• Technical and usage information: IP address, browser/user-agent, and server log data, used to operate and secure the Service and to prevent fraud.

B. How We Use Information

To transmit your faxes; process payments and maintain your wallet; authenticate you and secure your account; confirm delivery and provide support; detect, prevent, and investigate fraud, chargebacks, and abuse; comply with our legal obligations; and operate and improve the Service.

C. How We Share Information

We share information only with service providers that help us run the Service, and only as needed:

• Stripe — payment processing.
• Telnyx — fax transmission (receives the destination number and the document to deliver it).
• Amazon Web Services (AWS) — hosting, storage, authentication, and email.

We may also disclose information where required by law or to protect our rights, our users, or the Service. We do not share your information for others’ marketing.

D. We Do Not Sell Your Personal Information

We do not sell your personal information and do not share it for cross-context behavioral advertising.

E. Document Handling and Retention

We process your uploaded document solely to transmit it as a fax. We retain it only as long as needed to complete the transmission, after which it is automatically deleted from our active systems, typically within about two days. Account and transaction records (date, amount, destination, delivery status) are retained as needed for accounting, legal, and fraud-prevention purposes.

F. No HIPAA / No Protected Health Information

G. Data Security

We use reasonable technical and organizational measures to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

H. Your Privacy Rights

Depending on where you live, you may have the right to access, correct, or delete your personal data, and to appeal our decision on a request. To exercise these rights, contact us at admin@faxitonce.com, and we will respond appropriately.

I. Cookies

We use cookies and similar technologies necessary to operate the Service (for example, to keep you signed in).

J. Children

The Service is not directed to anyone under 18, and we do not knowingly collect information from children.

K. International Users

The Service is operated from the United States and information is processed there. If you use the Service from outside the United States, you consent to that processing.

L. Changes

We may update this Privacy Policy; changes are effective when posted here with a new Effective Date.

M. Contact

admin@faxitonce.com — GovBotics, 130 Environs Rd, Sterling, VA 20165.