Terms & Conditions - Direct Mail Offer 2024.

Specific To The Offer

  • The Wodehouse Direct Mail offer is open to the first 4 applicants with a genuine database of their own circa 10,000 contacts or under at a set price of £4,500 + VAT. Any databases larger than this, additional fees will be charged accordingly at our standard rates.

  • The offer commences on 19th January 2024 and is available until midnight 31st January.

  • The offer comprises of:
    A4 double sided letter printed in full colour, 100gsm and personalised on the face in black only.
    A5 double sided flyer in full colour
    C5 outer envelope with colour to face only
    Black and white standard business reply envelope.

  • The campaign will be posted via Advertising Mailmark subject to qualification* with no expediated service. *Additional costs may apply if the advertised product or database does not meet the strict postal criteria.

  • The offer is an incentive for a mailing scheduled for February.

  • Client assets must be supplied in a timely manner to meet required Wodehouse production deadlines.

  • Payment in full is required in full 7 days prior to the postal date of the campaign.

  • The design of artwork by Wodehouse is included as an incentive with the offer. The offer includes two sets of revisions to client artwork designed by Wodehouse. There is no discount to the offer if the client chooses to supply this aspect.

  • We hold no responsibility for client supplied artwork assets not meeting our required print criteria. We will advise accordingly.

  • Wodehouse makes no claims or offers no warranty as to the success of the client’s campaign.

Delivery

  • Delivery time estimates where stated are Royal Mail’s targets for 90% and exclude the day of posting.

  • Advertising Mail Mark must be for the purpose of advertising or promoting a product or service, not just for information (and is subject to Royal Mail or DSA approval – to both of whom we send a sample of the mailing).

  • There must be no obligation to send (e.g. membership or paid subscription) nor any expectation by the recipient. Minimum is 4,000 items per batch.

  • Should you send your own draft artwork, we’ll let you know if it qualifies for Advertising Mail.

  • Mailmark - we print a 2D rectangular Royal Mail barcode onto the letter, like the one on a bank statement.

  • This discount is not always possible to achieve because the address data may not qualify, especially if we’re posting to businesses – if you send us the address data, we’ll check it and let you know, there’s no cost for this.

  • This discount may not apply to all the addresses.

  • Downstream Access is one of Royal Mail’s competitors such as Whistl. Minimum quantity is 4,000 packs.

  • Postage: Invoiced prior to release of the campaign.

General Notes

  • Production time once artwork has been finalised is at present approximately 3 complete working days, plus 1 week’s advance notice during which we’ll print the envelopes.

  • Artwork check: Please supply the letter artwork for us to check before you finalise them.

  • Letterheads supplied should be 90/100gsm, they must be uncoated, not sealed, guaranteed laser printable (not just laser compatible, as they may not be), using laser guaranteed inks, and avoid having large solid blocks of colour. They should be litho, not digitally printed.

  • Laser printed letters: We assume that the letters consist of:

o a single record/row of data

o in just one source data file to merge from, with

o up to 15 fields inserted in the letter, and

o no cells within a table that must be shuffled up if there are blank cells above it.

  • Batches: We assume that there is just one source file and version to process and one batch to post out.

  • Data supplied: We may update this using Royal Mail’s Postcode Address File. All data supplied must:

o consist of complete, up to date addresses with postcodes

o be in the correct fields with no invisible characters included.

o consist only of the fields/columns that we need, with each field clearly headed as to its contents.

  • Data confidentiality: Please let us know if you would like us to delete your personal data straight after the job, otherwise we store it securely for up to three years before deleting it from our system. To ensure that this data is kept secure, if you haven’t already done so, please could you send us your Data Processing Agreement (DPA) to complete and return. Or if you prefer, we’ll send you our own DPA for you to complete and return to us. This will help us both comply with GDPR, Data Protection legislation and our ISO 27001 (Information Security Managements) requirements.

  • Information Security Management (ISO 27001): We are dedicated to ensuring that all personal data and information are kept secure and confidential. Our Information Security Policy is available on request.

  • Environmental Management (ISO 14001): We are dedicated to minimising our impact on the environment. Our Environmental Policy is available on request.Wherever possible, we use recycled, FSC- or PEFC-certified paper throughout your mailing.

  • We may refuse mailings making nefarious claims or connected with smoking, violence, gambling, religion, alcohol, or sex.

  • Mailing list: If you’re already on our list of clients and prospects to whom we occasionally email industry news and alerts, postage updates, advice, and other information of interest, but you’d prefer not to receive these in future, please let us know.

Wodehouse Direct Limited Standard Terms and Conditions

1. Introduction

These terms and conditions shall apply to any contract between Wodehouse Direct Limited of Warren Bruce Court, Warren Bruce Road, Trafford Park, Manchester M17 1LB (hereinafter referred to as “Wodehouse”) and the Client (which shall mean the person, firm or company placing any order which is accepted by Wodehouse) for the supply of goods (including any instalment or part of them) and services (including any part of them) which Wodehouse is to supply or deliver.

2. Quotation

A quotation is based on information available to Wodehouse at the date of the quotation and is subject to all data and information supplied being correct, sight of materials, their suitability, and any artwork to be supplied to Wodehouse by the Client and for all work being carried out during normal daytime working hours (excluding weekends and bank holidays).

Quotations are valid for a period of 14 days and are for the whole of the goods or services to which the quotation relates. Wodehouse may extend the period for consideration of its quotation at its discretion and may refuse to accept any order for goods and services, which constitute only a part of the quotation unless the initial specification requested separate quotations for separate elements of the order.

All orders must be in writing. No contract shall exist between Wodehouse and the Client where Wodehouse rejects the order.

3. Delivery of orders

The specified time for processing shall be subject to receipt by Wodehouse of all information and materials to enable it to proceed with the contract and to comply with any applicable governmental or other consent, guideline, or recommendation.

4. Force Majeure

Wodehouse shall be under no liability if it shall be unable to carry out any of the provisions of the contract for any reason beyond its control including (without limiting the foregoing) Acts of God; legislation; war; terrorist acts; flood; drought; failure of power supply; lock out; strikes, postal delays or other action in contemplation of the furtherance of a dispute; shortage of materials or failure of computer hardware or software.

During the continuance of a situation of ‘Force Majeure’ the Client may by written notice to Wodehouse terminate the contract and pay for work done and materials used, but subject to this shall otherwise accept delivery when available.

5. Data Protection

5.1 The Processing of personal data

Wodehouse represents, warrants and undertakes to the Client that it shall process any personal data (as defined in the Data Protection Act 2018) supplied by or on behalf of the Client solely for the purposes of this contract and for no other purpose.

5.2 Destruction of Data

Upon the completion or termination of the contract Wodehouse shall be entitled to archive or destroy data supplied in digital format by or on behalf of the Client.

6. Intellectual property

The intellectual property rights in any work created by or for Wodehouse in relation to this contract shall vest in Wodehouse unless it is agreed in writing that such intellectual property rights shall pass to the Client.

7. Charges and payments

7.1 Payment of invoices

For this Promotional campaign, payment is required 7 days prior to dispatch.

Future invoices will be paid on completion of the contract or on account, monthly in arrears at the discretion of Wodehouse.

The Client shall also be charged for any work produced by Wodehouse at the Client’s request whether experimentally or otherwise and any corrections made after the first proof and any other changes requested by the Client on or after the first proof.

7.2 Payment for postage

Where the mailing is to be undertaken through Wodehouse’s own postal account, the cost of postage shall be paid by telegraphic transfer not later than 48 hours before the mailing begins. If the costs of the postage is not paid within the specified time limit Wodehouse shall have the right to withhold the mailing.

7.3 Postal charge refunds

Where the cost of postage is less than the amount paid by telegraphic transfer Wodehouse shall either, refund any sums remaining to the Client or shall provide a credit for the Client for the next mailing it puts through Wodehouse’s account.

7.4 Interest on overdue bills

Wodehouse reserves the right to charge interest at the rate of 4% per month or part thereof on any overdue sums from the date on which payment was due to the date on which payment is received.

7.5 VAT

All charges quoted to the Client are exclusive of value added tax which will be added to the invoice at the appropriate rate.

7.6 Proof of mailing

Production by Wodehouse of a post office delivery note or receipt in respect of a particular mailing shall be deemed conclusively as proof that such mailing was posted.

8. Codes of Practice and Indemnities

The Client shall:

(a) provide Wodehouse with a true copy of all advertising material or other material intended to be enclosed where applicable.

(b) ensure that all information or materials provided by it complies with all applicable statutory requirements and with the codes of practice of the appropriate supervisory bodies including, but not limited to, the British Codes of Advertising and Sales Promotion (BCASP); and the Direct Marketing Association’s Code of Practice.

The Client shall indemnify Wodehouse against all costs, claims, liabilities, penalties and expenses which Wodehouse may incur by reason of its works being illegal, unlawful, infringing any copyright, trademark or other intellectual or other proprietary rights of any third party or is defamatory, obscene or the distribution of which may infringe postal or other regulations or which is in breach of any trade description or other legislation or which infringes a code of practice or where the Client is in breach of its obligations under these Terms and Conditions.

Wodehouse shall have the right upon request from the body administering the Quality Standard in Mail Production (QMP) or any successor accreditation scheme, to supply that body with samples of any mailings relating to the contract.

9. Provision of data

The Client shall ensure that any data supplied to Wodehouse is clean, unadulterated, capable of being read and processed and does not contain any computer viruses. In the event of the computer data supplied being corrupt, Wodehouse shall either require the Client to supply clean unadulterated data which does not contain any computer viruses or decontaminate the data itself but at the Client’s expense.

The Client shall ensure that all data supplied to Wodehouse is accurate and, in a format, acceptable to Wodehouse. A specification of the formats of the data supplied and instructions for interpretation must be provided in writing.

Wodehouse shall have no liability to the client for any loss damage costs or expense arising from any data supplied or instructions given which are inaccurate illegible incomplete, out of sequence, in the wrong format or for any other fault of the client.

10. Liability

10.1 Limitation of Wodehouse’s Liability

Wodehouse’s entire liability (including liability for acts and omissions of its employees, agents, and sub-contractors) in respect of any breach of its contractual obligations and of any representations, statement or tortious act or omission including negligence shall be limited to the contract price (excluding VAT postage and telecommunications costs)

10.2 Consequential or indirect loss

Wodehouse shall not be liable for any indirect or consequential loss or damage, loss of profit or goodwill or loss of any kind, other than the direct loss suffered by the Client and subject to limitation under sub clause 11.1

11. Termination and cancellation

Termination in the event of breach of contract by either party or upon the bankruptcy, liquidation etc of the Client.

Either party shall be entitled to terminate this contract by notice in writing to the other in the event of any material breach by the other party of any of its obligations under this contract. The termination will take effect 7 days after receipt of written notice unless the defaulting party has remedied the default within this time.

Wodehouse shall be entitled to terminate this contract by notice in writing in the event of the Client’s failure to pay in accordance with the terms of the contract or in the event of the Client committing any act of bankruptcy or taking any steps leading to liquidation, making any agreement with its creditors, or having a receiver or administrative receiver appointed over any of its assets.

Wodehouse shall be entitled in its absolute discretion to refuse to process any materials supplied by the Client which in the absolute discretion of Wodehouse is offensive misleading immoral or pornographic or infringes the Client’s obligations under these Terms and Conditions.

In the event of termination by Wodehouse under this clause, the Client shall immediately pay any outstanding sums due from it to Wodehouse.