These General Terms and Conditions (“Terms”) govern the agreement between EasyIntrastat (“we”, “us”, “EasyIntrastat”) and the client (“you”, “Client”) for the provision of Intrastat reporting and related services. By using our services or agreeing to an engagement, you accept these Terms. Deviations are only valid if agreed in writing.
1. Definitions
- Services: The Intrastat processing, validation, submission, and related services described in the engagement or as agreed during onboarding.
- Client Data: All data, files, and information you provide to us for the purpose of the Services (e.g. trade data, VAT numbers, entity and country information).
- Submission: One Intrastat return submitted to one national authority for one reporting period (one country, one period). One submission corresponds to one credit where the credit model applies.
- Credits: Prepaid units used to cover Submissions, as agreed (e.g. one credit per Submission).
2. Applicability
These Terms apply to all offers, agreements, and provision of Services between EasyIntrastat and the Client. Any general terms and conditions of the Client do not apply unless we explicitly agree in writing.
3. Services
We provide Intrastat reporting services as agreed with you, which may include:
- Receiving and processing your trade data (e.g. by e-mail or secure upload) in the formats we support;
- Validating data against applicable Intrastat rules, EU commodity codes, and VIES or other checks as relevant;
- Submitting Intrastat returns to the relevant national authorities (per country and period) on your behalf, where we have agreed to do so;
- Providing you with submitted returns, confirmations, and an overview per country and entity.
The exact scope (countries, entities, frequency, and way of providing data) is agreed during onboarding or in separate written instructions. We perform the Services with reasonable skill and care. We do not provide legal or tax advice; our Services are limited to processing and reporting as described.
4. Client obligations
You undertake to:
- Provide Client Data in time, in the agreed format, and ensure it is accurate and complete to the best of your knowledge;
- Inform us without delay of any change that may affect the Services (e.g. new entities, new countries, change of thresholds or obligations);
- Cooperate as reasonably required for the performance of the Services (e.g. responding to queries, providing access or credentials where agreed);
- Use any deliverables (returns, confirmations, overviews) only for your internal and compliance purposes and in accordance with applicable law.
You remain responsible for the accuracy of Client Data and for your own tax and statutory obligations. We rely on the information you provide; we are not responsible for losses arising from inaccurate, incomplete, or late Client Data.
5. Fees and payment
Fees are as agreed (e.g. a monthly subscription and/or credits per Submission). Unless otherwise agreed:
- Subscription fees are due monthly in advance; credits are due as agreed when purchased or used;
- We may invoice in advance or in arrears as set out in the engagement;
- Payment is due within 14 days of the invoice date, in the currency stated on the invoice (e.g. EUR);
- Prices are exclusive of VAT and other taxes unless stated otherwise; you are responsible for any applicable reverse charge or similar.
If payment is overdue, we may suspend the Services after reasonable notice. We may adjust fees on an annual basis with at least 30 days’ notice; continued use of the Services after the effective date constitutes acceptance.
6. Confidentiality and data
Each party will keep confidential the other party’s confidential information and will use it only for the purpose of performing (or receiving) the Services. We process Client Data in accordance with our privacy notice and applicable data protection law (including the GDPR where applicable). We use Client Data only for providing the Services, improving our service, and as required by law. We do not sell your data. You warrant that you are entitled to provide Client Data to us and that we may use it as set out in these Terms and our privacy notice.
7. Liability
To the extent permitted by law:
- Our liability for damage caused by our failure to perform the agreement with the care expected of a reasonably competent provider of similar services is limited to the amount of fees paid by you to us in the twelve (12) months preceding the event giving rise to the claim, or, if higher, to the amount covered by our professional liability insurance in the matter concerned.
- We are not liable for indirect or consequential damage, including but not limited to loss of profit, loss of data, or damage resulting from your use of deliverables or from your reliance on the Services for purposes other than Intrastat reporting as agreed.
- We are not liable for damage arising from inaccurate, incomplete, or late Client Data, from your failure to meet your obligations, or from acts or omissions of national authorities or third parties (e.g. portal unavailability).
Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded or limited under applicable law.
8. Term and termination
The agreement runs for the term agreed (e.g. monthly subscription until cancelled). Either party may terminate the agreement in writing with at least one (1) month’s notice before the end of a billing period, unless a different notice period was agreed. We may terminate with immediate effect if you materially breach these Terms and fail to remedy the breach within a reasonable period after written notice. On termination, you must pay all fees due for Services rendered up to and including the date of termination. Provisions that by their nature survive (e.g. confidentiality, liability, governing law) will remain in effect.
9. Governing law and disputes
These Terms and the agreement are governed by the laws of the Netherlands. Any dispute will be submitted to the exclusive jurisdiction of the courts of the Netherlands, unless mandatory law requires otherwise.
10. Miscellaneous
- Amendments. We may change these Terms with at least 30 days’ notice (e.g. by e-mail or publication on our website). Continued use of the Services after the effective date constitutes acceptance. Material changes will be communicated clearly.
- Entire agreement. These Terms, together with the engagement or order confirmation and any written addenda, constitute the entire agreement between you and us regarding the Services and replace any prior arrangements.
- Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect.
- Contact. For questions about these Terms or the Services, contact us via Contact or at info@easyintrastat.com.
Last updated: January 2025. EasyIntrastat