Terms of Service

§ 1. General provisions

The Service Provider is CloseMRN Paweł Dubel, ul. Piłsudskiego 36 lok. 87, 10-577 Olsztyn, Poland, VAT ID PL5214052379, EORI PL521405237900000, e-mail contact@closemrn.com.

The website is available at https://closemrn.pl (Polish) and https://closemrn.com (English). These Terms set out the rules for services provided by electronic means and for services ordered through the website forms.

The services are intended for businesses and other entities acting in the course of their trade or profession. Contracts with consumers are excluded.

§ 2. Nature of the services

The Service Provider delivers technical, administrative and organisational services related to the export of goods through ports in Germany, the Netherlands and Belgium, in particular:

• entering and updating data in Port Community Systems: ZAPP/EMP in Hamburg, BHT in Bremerhaven, Bremen and Cuxhaven, WHT in Wilhelmshaven, Portbase in Rotterdam and Vlissingen and APCS/e-Desk in Antwerp, on the basis of data and documents supplied by the Client;
• monitoring statuses available in port and terminal systems and informing the Client of changes, within the scope agreed for the order;
• export customs clearance: preparing and handling the declaration in the system of the country of export. Where customs representation is required, the actual representative and authority are identified according to how the service is performed;
• handling T1 transit from ports and inland locations in Germany, the Netherlands and Belgium, including the required transit security; presentation arrangements and further procedural duties are established for the shipment;
• assistance with open MRNs, booking changes and roll-over, as regards data and communication with port operators;
• handling required coffee notifications for movements through Germany, including transport and border crossing notices, and alcohol transit formalities; EMCS applicability is checked against the particular procedure.

§ 3. Data and customs roles

The Client sends the documents available and identifies the parties to the transaction. The exporter, declarant, customs representative and holder of a transit procedure may be different persons. Where an authorisation is required to act before customs, the actual authorised person acts within its scope.

• Our team extracts and reviews the details in the documents, helps establish CN codes within the agreed service scope and asks the Client for missing information or decisions. Extensive classification work, including work involving many items, requires prior agreement on its scope and price.
• For port handling of an existing export MRN, the agency or party responsible for the export declaration receives the exit confirmation and passes it to the customer. We handle port registration, available statuses, changes and inspections within the order.
• For an open MRN following clearance by another agency, we review the documents and recommend next steps. Contacting customs on another party’s case requires proper authority.

§ 4. Data and exit confirmation

The Client is responsible for the accuracy of documents and information supplied. We review them as needed for the service, ask about gaps and agree any action requiring the Client’s decision. Acceptance of a declaration, assignment of an MRN, port registration or loading does not itself confirm exit. The office of exit reports results to the office of export, and the relevant message goes to the declarant. In Poland’s AES/ECS2 PLUS the outcome in CC599C must be checked: B1 may indicate refusal to allow exit. Export tax treatment is assessed separately under the applicable law.

§ 5. Requests submitted through the forms

The website forms (port registration request, T1 enquiry, cooperation terms enquiry, contact form) do not require an account. Submitting a form stores the data on the Service Provider’s server and passes it to the CloseMRN team by e-mail.

• A confirmation with an internal CloseMRN reference only acknowledges that the data has been received for review. It does not constitute a contract, acceptance of the order, a port registration, an exit confirmation or the placing of goods under transit.
• A port registration request requires a booking number, the export document (MRN) and the client details: first name, last name, company, VAT number and e-mail address. Documents may be supplied as PDF, JPG, PNG or XLSX.
• Export clearance requires commercial and transport documents and appropriate authority where the delivery model requires it. We confirm scope, the relevant office of export and expected timing.
• The Client warrants that the data supplied is true and that it is entitled to supply it, including data of third parties (forwarders, carriers, counterparties).
• The Service Provider may decline an order, in particular where the data is incomplete, raises doubts as to legality or concerns goods or routes it does not handle.

§ 6. Contract and performance

A contract for a specific order is concluded when the Service Provider confirms acceptance by e-mail or when cooperation terms are agreed in writing. Scope, documents, timing and fees are agreed for each order or under ongoing service arrangements.

The Service Provider acts on the data supplied by the Client. Agreed timings do not apply during outages or unavailability of port, customs (AES and national customs systems) or terminal systems, force majeure or other circumstances beyond the Service Provider’s control; the Service Provider informs the Client and resumes work once the obstacle has ended.

§ 7. Client portal

We provide our partners with a client portal for exchanging documents and viewing cases. Access is granted once service arrangements are agreed; the Client is responsible for keeping credentials confidential and for actions taken through its account.

§ 8. Fees and payment

Fees are agreed individually in an offer or quote depending on the port, scope, volume and required timing. The website does not publish a price list. Orders may be billed individually or on consolidated invoices, for example weekly or fortnightly, depending on the relationship and payment history. The invoice states the payment due date. A repeat registration is charged as another MRN handling service; other additional work and costs are agreed in advance.

§ 9. Liability of the Service Provider

The Service Provider is liable for the proper performance of the technical and organisational acts described in § 2 with due professional care. The Service Provider is in particular not liable for:

• consequences of incorrect, incomplete or outdated data supplied by the Client, including a wrong MRN, container or booking number;
• delays and errors resulting from the operation of port systems, terminals, carriers, forwarders, customs authorities or other third parties;
• a refusal by a customs authority to generate or transmit the exit confirmation for reasons beyond the Service Provider’s control;
• customs debt, taxes and other public charges arising from the export transaction, which are borne by the Client as exporter (also where the Service Provider lodged the declaration as representative on the basis of the Client’s data);
• indirect damage, lost profits and contractual penalties imposed on the Client by its counterparties.
• The Service Provider’s aggregate liability per order is capped at ten times the net fee for that order, and across all orders in any 12-month period at EUR 25,000. The caps do not apply to damage caused wilfully or by gross negligence.

§ 10. Complaints

Complaints should be sent to contact@closemrn.com, quoting the request or invoice reference and describing the issue. The Service Provider reviews complaints within 14 business days of receipt and replies by e-mail.

§ 11. Personal data

The processing of personal data, including data supplied in forms and attachments, is described in the Privacy Policy available on the website.

§ 12. Final provisions

Polish law applies to matters not regulated in these Terms. Disputes are submitted to the court having jurisdiction over the Service Provider’s registered seat. The Service Provider may amend these Terms; clients with a panel account are notified by e-mail 14 days in advance, other users by publication of the new version on the website. Orders accepted before an amendment remain subject to the version in force on the date of acceptance.

Version dated 17 September 2026.