Here are forms you need to let us know your sales activity every month, and other information we think you'll find useful
How to report ...
- PAF® licence fees - Use the electronic royalty return form (335KB ZIP) each month to report all sales activity. This includes new customers as well as those who are renewing or cancelling that month. We also need you to return the form even if it's a 'nil return'. You'll see that the form asks for details about your customers and their usage of the data you supply. Please complete this as fully and accurately as you can. We only use this information to verify that we are invoicing you correctly and to to provide the licensing team with detail needed to inform our price changes.
- Just Built - Use this form every month to report Just Built licence fees due to Royal Mail. An example of how to complete the form is detailed in red, please remove this when completing a return. Please return a form whether or not you've made any sales last month, ie 'nil returns'.
- Not Yet Built - Use this form every month to report Not Yet Built licence fees due to Royal Mail. Please return a form whether or not you've made any sales last month, ie 'nil returns'.
Email all sales reports by the 14th of each month to firstname.lastname@example.org. If you 'd like more information about the form or help completing it, please contact our Solutions Provider support team on 02392 882738.
1. Using PAF outside pre-approved areas
If you've signed the Replacement Agreement (PAF® Solutions Provider - Data Licence Agreement - Generic Use) you need to be aware of these Data Protection implications. They affect Solutions Providers, Third Party Solution Providers and End Users using or storing PAF data outside the European Economic Area (EEA). The Information Commissioner’s Office assumes that there is adequate protection if PAF data is transferred within the EEA or areas it deems as 'pre-approved'. Here are the approved areas:
- The EEA, an approved area, consisting of all European Union member states, together with Iceland, Liechtenstein and Norway
- Argentina, Guernsey, Isle of Man & Switzerland are also approved as having an acceptable level of data protection
- In the USA, companies are approved if they have signed up to the "Safe Harbor" scheme
- In Canada, approved companies are those subject to the Personal Information Protection & Electronic Documents Act 2000 (PIPEDA)
If PAF data is used or stored outside these pre-approved countries, you'll need to complete, sign and return one or more additional side letter/s to comply with the Replacement Agreement. These side letters contain standard model clauses on the use of PAF data outside of the approved list of countries. If you believe this applies either to you, your third party Solutions Providers or End Users contact 08456 0666 854 (option 3) to request the relevant Side Letters, a process flowchart and summary document.
To check whether something has changed, here's the link for the latest information from the European Justice website that sets out the non-EEA countries which the EU has "approved" for transfers of personal data.
2. Data Protection Act
Here's some general information on the Data Protection Act and how it affects your company database.