Personalization and Sorting – Terms

Personalization and Sorting Services Compliance and Execution Terms of Poligrāfijas grupa Mūkusala

General Terms
1. The Contractor shall provide the Customer with a personalization and sorting service, hereinafter – Services, using the database (files) sent by the Customer, hereinafter – Data.
2. Within the framework of the Services, if necessary, the Contractor shall arrange the Data according to the Data field specified by the Customer (for example, in the order of indexes).
3. Within the framework of the Services, if necessary, the Contractor shall perform the Data sorting according to the requirements of the Distributor Company specified by the Customer using the PostSort software.
4. Within the framework of the Services, if necessary, the Contractor is processing Mailing List formation and submission in accordance with the contract concluded with the Distributor Company.
5. The Contractor shall carry out the packaging and marking of the finished products in accordance with the terms of the Distributor Company submitted by the Customer.

Contractor Liability
1. The Contractor shall be responsible for ensuring the quality of the Services in accordance with the terms stipulated in Article 5.
2. The Contractor shall process the Data sorting according to the Customer’s requirements or the terms of the Distributor Company using Excel tools or PostSort software.
3. The Contractor shall not be liable for any faulty or incomplete Data File and shall not be entitled to make corrections / additions to the Data received from the Customer. The Contractor shall not be liable for the content of the Data received or the lawfulness of its acquisition.
4. The Contractor shall be responsible for processing the Data in accordance with the terms set forth herein.

Customer Liability
1. The Customer shall be responsible for the timely submission of the Data Files in accordance with the Data Submission Terms set forth in Article 4.
2. The Customer is fully responsible for the content of the Data File submitted and its use in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council by April 27, 2016 on the protection of personal data. It is the responsibility of the Client to obtain all necessary permissions and / or consents (if any) in relation to the personal data contained in the Data File.
3. The Customer is responsible for the secure submission of the Data File to the Contractor for the execution of the Service.

Data Submission Terms

Data file submission:

CSV formats	Field separator (ex. “;” or TAB) not used during Data input
	Data file consists only from columns necessary for personalization (fields)
	Each personalization field occupies only one column
	First file row consists only from field names
XLS or XLSX formats	File consists from only one Excel Worksheet
	Data file consists from necessary text information only (no pictures, hypersites, formulas or other objects)
	Data input is sorted consecutively, starting with second row (no empty or unnecessary rows between inputs)
	File has no combined fields
	File has no hidden columns or rows
	File has no grouped columns or rows

If Order consists from several databases (files), each of them must be submitted as separate addressing.

Addressing form submission:
1. The names of the data fields must be clearly indicated in the appearance or description, and must match the names in the data file (see Sample);
2. Specified the type of personalization – either on the edition (indicate location) or on the packaging.

Sample:
Excel Worksheet

Address field

Other required data:
1. Size of the product to be personalized (width, height, thickness, weight);
2. Other images necessary for printing (logos, markings);
3. Information about Distributor Company:
Data submission deadlines:
1. Personalization data must be submitted 3 business days prior to the start of personalization;
2. Personalized material must be submitted 1 business day prior to the start of personalization.
Packaging conditions:
1. The packaging conditions shall be specified by the Customer or the distribution company;
2. Packaging conditions include:

Personalization quality criteria

Data format (sorting, appearance)	According to submitted example of the Customer
Type of addressing*	Manually – from 1 to 500 exemplars
	Inkjet – more than 500 exemplars
Print of addressing	Resolution 190 DPI
	Printing is coherent, not spattered, without breakouts
	Placement precision +/– 10 mm
	Maximal print field 150 x 50 mm
Packaging (bundle, pallet)	According to Customer or Distributor Company requirements

* Type of addressing might be changed according to the Customer request or due to technical reasons, informing Customer.

Data file receive, processing, storing and deleting
1. The Contractor shall copy the Database provided by the Customer into the “PGMsera Personalization Folder”:
  1. From FTP server (ftp.pgm.lv);
  2. From the cloud server specified by the Client.
2. The Contractor processes the Data files for print preparation:
  1. Printing personalization material using printer and manually personalize edition;
  2. Transferring prepared files to printing machine „Domino”;
  3. Received Database processing in accordance with Scandinavian (Swedish, Finnish, Norwegian, Danish or Islandic) “PostSort” program mail requirements.
3. Deleting Data Files:
  1. From the FTP server immediately after copying the files to the “PGMsera personalization folder”;
  2. From the Domino printing machine and the “PGMsera Personalization Folder” 1x per month for all files older than 1 year;
  3. Databases processed by PostSort are automatically deleted according to the program settings.

The protection of Personal data
1. Any Party shall have the right to process personal data collected from the other Party only for the purpose(s) of fulfilling its obligations under the Agreement and for the purposes specified in the Agreement, subject to the requirements of legal norms regulating the processing and protection of such data. The Parties agree to transfer to each other personal data for processing within the terms of this Agreement. The representative of each Party who transfers the personal data of the other Party for processing shall be responsible for providing the legal basis for the transfer of the personal data. The Parties undertake not to transfer the personal data to third parties, unless otherwise provided in the Agreement or provided by legal norms. If, pursuant to legal norms, one of the Parties is under an obligation to transfer to third parties data collected from the other Party, the other Party shall be informed prior to the transfer, unless otherwise prohibited by legal norms. Each Party undertakes to ensure an adequate level of protection of the personal data provided by the other Party in accordance with applicable legal norms and regulations. Each Party shall keep the personal data received from the other Party as specified in the Contract, as well as the personal data collected and stored for the fulfillment of the obligations of the Contract, until the expiry of the statutory limitation period for the right of claim. Each Party undertakes to delete, immediately, the processing of personal data collected from the other Party as soon as the processing of the data for the purposes of this Agreement expires.

The Contractor reserves the right to unilaterally make changes to particular Terms, by priory noticing the Customer in accordance with the Terms of Agreement.