1.1. These Terms and Conditions of Use (hereinafter the "Terms") govern access to and use of the web-based service SentItEasy available at sentiteasy.com (hereinafter the "Service"), which is provided by Svens Martuļevs, e-pasts: sven@sentiteasy.com (hereinafter the "Provider", "we" or "us"). The Provider may be contacted at admin@sentiteasy.com or through the Messages function of the Service.
1.2. For the purposes of these Terms: "Customer" or "you" means any natural or legal person who registers an Account or otherwise uses the Service, whether in his or her own name or on behalf of an undertaking; "Account" means the user account created through registration; "Declaration" means one XML file generated by the Service in the SENT100, SENT200 or SENT300 format; "Free Allowance" has the meaning given in clause 4.1; "Subscription" means the paid recurring subscription described in clause 4; "Customer Data" means all information, including personal data, that you or your authorised users enter into, store in or generate with the Service; and "Privacy Policy" means the privacy policy published at sentiteasy.com/privacy, which forms an integral part of these Terms.
1.3. By registering an Account, accepting these Terms or otherwise using the Service you enter into a legally binding agreement with the Provider on the basis of these Terms. Where you act on behalf of an undertaking, you represent and warrant that you are authorised to bind that undertaking, and references to "you" include that undertaking.
1.4. The Service is intended primarily for undertakings engaged in road freight, forwarding and related activities. Clause 16 contains additional provisions that apply where you act as a consumer.
2.1. The Service is a software tool that enables Customers to prepare declaration files in the SENT100, SENT200 and SENT300 XML formats required for submission to the Polish PUESC system. It allows Customers, among other things, to store and re-use details of carriers, senders and recipients, to generate and import XML files, to organise generated files in a personal library, to view usage statistics and, where provided, to grant access to up to 3 additional users under one Account.
2.2. The Service is a preparation and record-keeping tool only. It does not submit any declaration to PUESC or to any authority on your behalf, it is not affiliated with, endorsed by or operated by the Polish customs authority or any other public body, and nothing in the Service constitutes legal, customs or tax advice. The Provider is not a customs agent or representative.
2.3. The Service is developed continuously. We may modify, add or discontinue features. We shall not materially reduce the functionality available under an active Subscription without giving at least thirty (30) days' prior notice, save where required by law or by a change in the requirements of a third-party system.
3.1. To register you must be at least eighteen (18) years old and have full legal capacity. You undertake to provide true, accurate and complete information, including whether you act as an individual or for an undertaking, and to keep that information up to date. Knowingly providing false or misleading information is a ground for suspension or termination of the Account.
3.2. An Account is activated once the e-mail address provided at registration has been confirmed through the confirmation link sent by the Service. We may refuse registration or suspend an Account where there are reasonable grounds to suspect misuse, fraud or breach of these Terms.
3.3. You are responsible for keeping your credentials confidential and for all activities carried out through your Account. You shall inform us without undue delay of any suspected unauthorised access. We recommend activating two-factor authentication. For security reasons sessions are terminated automatically after a period of inactivity.
3.4. The holder of an Account may invite up to 3 additional users ("Team Members"). The Account holder is responsible for ensuring that Team Members are authorised, for their acts and omissions as if they were his or her own, and for removing them when authorisation ends. Team Members use the Free Allowance and the Subscription of the Account holder and have no separate billing relationship with the Provider.
3.6. No account sharing; one company per Account. An Account, including its Team Members, may be used only by a single undertaking (or, if you registered as an individual, by you alone) and only for that undertaking's own shipments. You shall not share your or a Team Member's credentials with, or grant Team Member access to, a different company, a freelance group, or an unrelated third party, and you shall not use the Service on behalf of a company other than the one named on the Account. An Account is limited to the Account holder plus up to 3 Team Members (4 users in total); this limit may not be circumvented by sharing a single Team Member login among several people.
3.7. Consequence of breach. If you breach clause 3.5 or 3.6, we may, after giving you notice and a reasonable opportunity (at least fourteen (14) days) to correct the breach: (a) adjust your Subscription price under clause 4.11 to reflect the actual number of companies or users served by the Account, or (b) suspend or terminate the Account under clause 13.2. Clause 3.7 does not limit our other rights under these Terms.
3.5. An Account is personal to the Customer. Credentials may not be shared other than through the Team Member function, and a person may not create multiple Accounts in order to obtain additional Free Allowances.
4.1. Free Allowance. Each Account, including its Team Members collectively, may generate the first 30 Declarations free of charge and without providing payment card details (the "Free Allowance"). A Declaration is counted when an XML file is generated. We may, at our discretion, grant additional Declarations to individual Accounts; such a grant creates no entitlement to further grants.
4.2. Access without Subscription. Once the Free Allowance is exhausted, generating further Declarations requires an active Subscription. Without an active Subscription you can continue to log in, view and export your Customer Data, manage your profile and delete your Account, but you cannot generate new Declarations.
4.3. Subscription and price. The Subscription is a recurring monthly subscription. The applicable price is the price displayed to you in euro at checkout, whether under the standard plan or under an individual offer that the Provider has sent to you through the Messages function. Payments are processed by Stripe; the Provider does not receive or store payment card numbers. Value added tax and other taxes are added where required by law and are shown at checkout. Receipts or invoices are made available through Stripe and the billing portal.
4.4. Renewal. The Subscription renews automatically for successive monthly periods until cancelled. By subscribing you authorise recurring charges for the selected price until cancellation.
4.5. Cancellation. You may cancel at any time on the Billing page of your Account ("Manage subscription"). Cancellation takes effect at the end of the billing period already paid; access continues until then. Amounts paid for a billing period that has begun are not refunded pro rata, save where mandatory law (including clause 16) or clause 4.8 provides otherwise.
4.6. Failed payment. If a payment fails, the payment processor may retry collection. We may suspend generation of Declarations while a payment is overdue, and the Subscription ends if payment is not remedied or if the processor cancels it. Clauses 13.3 to 13.5 explain what happens to the Account, to Team Members and to stored data.
4.7. Price changes. We may change prices for future billing periods by giving at least thirty (30) days' notice by e-mail or in the Service. You may cancel before the change takes effect, failing which the new price applies from the next renewal. Prices agreed individually remain valid for the period stated in the offer.
4.8. Refunds. Fees are non-refundable except (a) where mandatory law so requires, (b) in the circumstances described in clause 16, or (c) where a charge resulted from an error on our side, in which case we shall correct it.
4.9. Unjustified chargebacks, payment disputes opened in bad faith and attempts to circumvent payment or the Free Allowance entitle us to suspend or terminate the Account.
4.10. Changing plans. You may switch to another plan at any time by accepting an offer made to you (for example in Messages), or on request. The new price applies from acceptance; the payment processor charges or credits the difference for the remaining part of the current billing period pro rata, usually on your next invoice. We do not raise the price of your existing plan without giving notice under clause 4.7.
4.11. Use above the agreed level (business customers). If you are not a consumer and your actual use of the Service begins to exceed materially the level of use that has been agreed with the Provider orally or in writing (for example in an offer, in Messages or by e-mail), the Provider may propose a plan and a price that correspond to your actual use, by a notice sent by e-mail or in Messages. The proposed price applies only from the date stated in the notice, which is at least thirty (30) days after the notice, and does not affect periods already paid. You may accept the proposal as described in clause 4.10, decline it, or cancel the Subscription at any time under clause 4.5. If you decline the proposal, or do not accept it within thirty (30) days after the notice, the Provider may, by a further notice, suspend the Account with the effects described in clause 13.3 (you keep access to your data for download and export) or terminate the agreement under clause 13.2. The Provider shall not suspend an Account on this ground before the thirty (30) days have passed. Where the agreed level of use was given only orally, the Provider will confirm it in writing on request; the usage counters shown in the Service are accepted as evidence of actual use unless you show otherwise. For consumers, price changes are governed by clauses 4.7 and 16.
This clause also applies where actual use exceeds the level permitted under clauses 3.6 and 3.7 (for example use by more companies or more individual users than your Subscription allows); in that case the thirty (30) day notice period runs from the notice given under clause 3.7.5.1. You shall use the Service only for its intended purpose, namely the preparation of true and accurate declaration data. You shall not: (a) use the Service for unlawful purposes or to prepare fraudulent or knowingly false declarations; (b) attempt to gain unauthorised access to other Accounts, data or systems; (c) interfere with, disrupt, overload or circumvent the security or normal operation of the Service; (d) use bots, scripts, scrapers or other automated means to access the Service without our prior written consent; (e) reverse engineer, decompile or attempt to extract the source code of the Service, except to the extent permitted by mandatory law; (f) resell, sublicense or make the Service available to third parties other than through the Team Member function; or (g) enter data that you have no right to process or that infringes the rights of third parties.
5.2. We may suspend or terminate Accounts that breach this clause and may remove unlawful content.
6.1. As between you and us, you retain all rights in Customer Data. You grant the Provider a non-exclusive, worldwide, royalty-free licence, for the duration of the agreement, to host, store, process, display and transmit Customer Data solely for the purpose of providing, securing, supporting and improving the Service and as described in the Privacy Policy.
6.2. We do not sell Customer Data, in whole or in part, to anyone, for any price, under any circumstances. We do not rent, trade or otherwise make Customer Data available to third parties for their own marketing or any other independent purpose, and we do not disclose it to other Customers. Section 5 of the Privacy Policy lists the only categories of recipients that ever receive personal data, each bound by a written agreement, and clause 6.3 lists the only circumstances in which we disclose Customer Data. We may use anonymised and aggregated statistics (we act as controller only for the anonymisation step), from which neither you nor your business partners can be identified, to operate, secure and improve the Service, for internal planning and for the publication of general figures; such statistics are not Customer Data and are never sold either.
6.3. We disclose Customer Data only (a) to our processors who are bound by confidentiality and data protection obligations, (b) where required by law, a court or a competent authority, or (c) where necessary to establish, exercise or defend legal claims, in each case to the extent permitted by law.
6.4. You are responsible for the lawfulness, accuracy and completeness of Customer Data and for having a legal basis for entering personal data of third parties (for example contact persons, drivers or sole traders) into the Service. With respect to such personal data you act as controller and the Provider acts as processor within the meaning of Regulation (EU) 2016/679 (GDPR). This clause 6.4, together with Annex 1 and the Privacy Policy, constitutes the data processing agreement required by Article 28(3) GDPR. Where the Provider processes personal data for its own purposes (the account, billing, security and statistics data described in the Privacy Policy), it acts as an independent controller. As processor the Provider shall:
6.5. You may at any time export your data and delete your Account in the Service. XML files generated by you remain yours.
6.6. Deleted data may remain in backup copies, which are overwritten on a rolling basis within fourteen (14) days. Data that we are legally required to retain (for example accounting records) is retained for the period required by law.
6.7. We may delete an Account that has not been used for twenty-four (24) months after giving thirty (30) days' notice by e-mail to the address on record.
7.1. The Service formats the data you provide into an XML file in the SENT100, SENT200 or SENT300 structure. It does not independently verify the accuracy, completeness or legality of the data. You alone are responsible for the data you enter (including carrier, sender, recipient, transport, document and goods data) and for checking that the resulting file is correct and complete before submitting it to PUESC or any other system.
7.2. We do not guarantee that a file generated by the Service will be accepted by PUESC or any other system, because acceptance depends on factors outside our control, including changes to the requirements of that system. We endeavour to keep the Service aligned with published requirements but accept no liability for penalties, fines, delays, rejected submissions or other consequences arising from incorrect, incomplete or outdated information or from such changes, subject to clause 11.
8.1. We use reasonable efforts to keep the Service available but do not guarantee uninterrupted or error-free operation. The Service may be unavailable temporarily because of maintenance, technical faults or circumstances beyond our control.
8.2. Support is provided through the Messages function and by e-mail on a reasonable-efforts basis, without a guaranteed response time. We maintain regular backups for recovery purposes; they are not an archive, and you should download and keep your own copies of important files.
9.1. The Service, including its software, design, texts, graphics and underlying code, is the property of the Provider or its licensors and is protected by intellectual property law. Subject to these Terms you receive a limited, non-exclusive, non-transferable right to use the Service for its intended purpose during the term of the agreement. You may not copy, modify, distribute or create derivative works of the Service or the content of this website, nor republish it, without our prior written consent.
10.1. To the fullest extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that the Service will be error-free or that any generated file will be accepted by any third-party system. Mandatory statutory rights of consumers are not affected.
11.1. To the fullest extent permitted by law, the Provider is not liable for indirect, incidental, special, consequential or punitive damages, or for loss of profit, revenue or data, arising from or in connection with the use of the Service, including consequences of data entered incorrectly.
11.2. The Provider's total aggregate liability arising from or in connection with these Terms or the Service shall not exceed the amount paid by you for the Service during the three (3) months preceding the event giving rise to the claim.
11.3. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under mandatory law, including liability for intent or gross negligence, for death or personal injury, and any mandatory rights of consumers.
12.1. If you are not a consumer, you shall defend and indemnify the Provider against third-party claims, and the resulting reasonable costs, to the extent arising from (a) unlawful Customer Data, (b) your breach of these Terms, or (c) your breach of applicable law or of third-party rights.
13.1. You may terminate the agreement at any time by cancelling any Subscription and deleting your Account, which you can do yourself in your profile.
13.2. We may suspend or terminate an Account with immediate effect for a material breach of these Terms, for non-payment, for misuse of the Service or for a legal requirement, and otherwise with thirty (30) days' notice. Where we terminate other than for your breach, we shall, at your request made within thirty (30) days after termination, make your data available for export.
13.3. End of a Subscription; failed payment. When a Subscription ends (cancellation taking effect, non-payment which the payment processor does not recover, or termination), the Account remains open but, unless Free Allowance remains, it no longer has active access: the declaration forms cannot be opened and Declarations cannot be generated or saved to the library. You can still sign in, view and download library files, view statistics, use Messages and billing, update your profile, export your data and delete your Account. While a payment is overdue and the payment processor is still retrying collection, access continues until the processor cancels the Subscription. A new Subscription restores access immediately; Free Allowance that has already been used is not restored.
13.4. Team Members. Team Members have no Subscription or Free Allowance of their own; they use those of the Account holder. If the Account holder's Subscription ends, Team Members are affected in the same way as under clause 13.3. Saved contacts and library files belong to the Account and are shared within it. If the Account holder removes a Team Member, that person keeps a separate Account without Subscription or Free Allowance and has no further access to the shared saved contacts and library files; the Account holder should therefore download any data that is needed before removing a Team Member.
13.5. Deleting an Account with Team Members. An Account holder cannot delete the Account in the Service while Team Members remain or while a Subscription is active: Team Members must first be removed and the Subscription cancelled. If we delete or terminate such an Account, its shared saved contacts, library files and other data are deleted with it, and each Team Member's Account continues separately, without Subscription or Free Allowance and without access to the deleted shared data.
13.6. Stored data and generated declarations. Declarations are generated on request and delivered to you as downloadable XML files; we keep a copy, together with the data entered in the form, only if you save it to the library. While an Account exists, including without an active Subscription, saved data is retained so that you can download it. When an Account is deleted, its saved contacts, library files, usage records and messages are permanently deleted from the live system and from backups within the period stated in clause 6.6, except for records that we are legally required to retain or need in order to establish, exercise or defend legal claims (see the Privacy Policy). Deletion does not affect Declarations that you have already submitted to PUESC.
13.7. Your record-keeping. You alone are responsible for keeping the records that customs, tax and transport law require you to retain. The Service is not an archive: download and keep your declarations and data before cancelling a Subscription, removing a Team Member or deleting an Account.
13.8. Prepaid fees. If we terminate the agreement other than for your breach, non-payment or misuse of the Service, we shall refund the prepaid fee for the unused part of the current billing period.
13.9. Provisions which by their nature are intended to survive termination, including clauses 6.6, 7, 10, 11, 12, 13.6, 13.7 and 17, remain in force.
14.1. We may amend these Terms. Material changes will be notified at least thirty (30) days before they take effect by e-mail or in the Service. If you do not agree, you may terminate under clause 13.1 before the change takes effect; continued use after that date constitutes acceptance. Changes required by law or by the introduction of new features that do not adversely affect you may apply immediately. The "Last updated" date indicates the current version.
15.1. Neither party is liable for failure to perform caused by events of force majeure. These Terms and the Privacy Policy constitute the entire agreement concerning the Service. If any provision is held invalid, the remaining provisions remain in force. Failure to enforce a right is not a waiver. We may assign the agreement to a successor of the business; you may not assign it without our written consent. Notices to you may be given by e-mail to the address on record or in the Service; notices to us by e-mail or through Messages.
16.1. If you act for purposes outside your trade, business or profession (a "consumer"), nothing in these Terms limits the mandatory rights that you have under the law of your place of residence.
16.2. A consumer who concludes a Subscription at a distance has the right to withdraw from it within fourteen (14) days without giving a reason. To withdraw, send an unambiguous statement to admin@sentiteasy.com or through Messages. If you request that the Service begin during the withdrawal period (for example by starting to generate Declarations under the Subscription), you shall pay an amount proportionate to the part of the Service already provided until you withdraw; the right of withdrawal lapses once the Service has been fully performed with your prior express consent and acknowledgement of this consequence. The Free Allowance allows you to test the Service before subscribing.
16.3. Please contact us first with any complaint; we will respond within a reasonable period. You may also contact the Consumer Rights Protection Centre of Latvia (PTAC) or the competent authority in your country.
17.1. These Terms and any dispute arising from them are governed by the laws of the Republic of Latvia, without regard to conflict-of-laws rules, save for mandatory consumer protection law of your place of residence. If you are not a consumer, disputes shall be submitted to the exclusive jurisdiction of the competent courts of the Republic of Latvia, in the city of Riga.
18.1. These Terms are provided in English and Latvian. In case of discrepancy the English version prevails, except where mandatory consumer law requires otherwise.
19.1. Questions concerning these Terms: admin@sentiteasy.com or the Messages function of the Service. Privacy matters are described in the Privacy Policy.
Subject matter and nature. Hosting and storing, retrieving, displaying, converting into XML files in the SENT100, SENT200 and SENT300 formats, exporting and deleting the personal data that the Customer enters in the Service.
Purpose. Providing the Service to the Customer in accordance with the Terms.
Duration. The term of the agreement, until the Customer deletes the data or the Account is deleted; copies in backups are overwritten within fourteen (14) days.
Types of personal data. Names and business contact details (telephone number and e-mail address, if entered); addresses; VAT and registration numbers where they identify a natural person (for example a sole trader); vehicle and trailer registration numbers; route, document and goods data linked to such persons.
Categories of data subjects. Contact persons and sole-trader business partners of the Customer (carriers, senders, recipients) and drivers. The Customer shall not enter special categories of personal data.
Sub-processors (authorised under clause 6.4(d)): DigitalOcean, LLC – servera hostings un rezerves kopiju glabāšana (datu centrs: New York, ASV; standarta līguma klauzulas DigitalOcean DPA ietvaros); Backblaze, Inc. – šifrētu rezerves kopiju glabāšana (ASV; dati šifrēti pirms nosūtīšanas); Stripe, Inc. – maksājumu apstrāde (ASV, ar ES filiālēm); Brevo SAS – e-pasta nosūtīšana (Francija, ES). The e-mail delivery provider does not receive the content of declarations. Changes are notified at least thirty (30) days in advance; the current list is also available on request at admin@sentiteasy.com.
Services started by the user's browser. On the SENT100 and SENT200 forms the address entered in the place of loading or delivery is sent by the user's browser directly to OpenStreetMap (Nominatim) to determine coordinates; OpenStreetMap is not our sub-processor. See section 5.2 of the Privacy Policy.