Terms of Service
V1.2 - Last Updated 18 September 2025
This Terms of Service (“Agreement”) governs the provision of services by Mail Processing Associates (“MPA”) to its clients (“Client”). By accessing our website or engaging MPA for services, Client agrees to the terms below unless superseded by a separately signed written agreement between the parties.
1. Introduction
MPA provides comprehensive mailing and printing solutions. By using our website and services, Client agrees to comply with and be bound by this Agreement. If Client does not agree with these terms, Client should not use our services.
2. Description of Services
MPA offers a wide range of services including direct mail campaigns, targeted mailing list services, high-quality printing, graphic design, specialty printing, promotional items, and Every Door Direct Mail (EDDM). We also provide pick-and-pack, fulfillment, and other related services as described in proposals, estimates, work orders, email confirmations, or other written communications with Client.
3. Service Availability
While we strive to provide uninterrupted access to our website and services, MPA does not guarantee availability at all times. Scheduled maintenance or technical issues may result in temporary downtime.
4. Client Responsibilities
Client shall provide timely and accurate data, artwork, and instructions; ensure that it has appropriate rights and consents to use all materials supplied to MPA; and comply with all applicable laws, including postal regulations, privacy requirements, and marketing laws. When proofs are provided, Client shall review and approve them prior to production. If Client does not request a proof for a repeat order, or if timing does not reasonably allow for proof approval on a rush job, Client acknowledges that the most recent prior approval of the same or substantially similar materials shall serve as authorization to proceed. In such cases, MPA shall not be liable for errors, omissions, or dissatisfaction resulting from the absence of a new proof approval.
5. Pricing and Payment Terms
MPA offers competitive pricing for all services. Customized quotes will be provided based on specific project requirements. All invoices are due upon receipt, unless otherwise agreed in writing. Client shall be responsible for all applicable taxes, postage, and third-party charges. Amounts not paid when due may, at MPA’s discretion, accrue interest at the rate of 1.5% per month or the maximum rate permitted by law, whichever is less. Client shall also be responsible for all costs of collection, including reasonable attorney’s fees. MPA reserves the right to suspend or withhold services until all outstanding amounts are paid in full.
6. Client-Provided Artwork Disclaimer
Where Client provides its own artwork or design files, MPA makes no guarantees regarding the quality of the final printed outcomes. Issues may include improper sizing, insufficient resolution, missing bleed or crop margins, and distorted images. Client assumes full responsibility for such issues, and MPA shall not be liable for reprints, corrections, or dissatisfaction resulting from Client-provided artwork.
7. Intellectual Property Compliance
Client represents and warrants that all materials, artwork, data, and content it provides to MPA are owned by Client or properly licensed, and that such materials do not infringe or violate any copyrights, trademarks, or other intellectual property rights of third parties. Client acknowledges that MPA does not conduct copyright or trademark clearance checks and accepts full responsibility for ensuring all Client-provided materials are legally permissible for use. Client retains all rights to Client-provided materials. MPA retains all rights to its pre-existing intellectual property, methods, and know-how. Unless otherwise agreed in writing, MPA may retain copies of artwork and production files for recordkeeping and quality purposes.
8. Confidentiality and Data Security
MPA will maintain commercially reasonable safeguards to protect Client data and will not access, use, or disclose such data except as necessary to perform the services, comply with law, or with Client’s consent. Safeguards include access controls, encryption of data in transit and at rest, vulnerability management and monitoring, incident response procedures with timely client notification as required by law, and secure retention and disposal practices.
9. Storage and Disposition of Materials
MPA is not a long-term storage provider. Unless otherwise agreed in writing, printed materials, excess inventory, or other items remaining in MPA’s possession thirty days after completion of a project may, at MPA’s discretion, either be destroyed or incur reasonable storage fees billed to Client. If Client later elects to mail or otherwise use such materials, Client will be responsible for any additional costs associated with preparing, reprinting, or handling such items. MPA shall not be liable for loss, damage, or disposal of materials held beyond the thirty-day period.
10. Warranties and Disclaimers
MPA represents that it will perform services in a professional and workmanlike manner consistent with industry standards. Except as expressly stated in this Agreement, MPA disclaims all other warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. Mailing results, response rates, and postal delivery timelines are outside of MPA’s control and are not guaranteed.
11. Limitation of Liability
To the maximum extent permitted by law, MPA’s total liability arising out of or related to this Agreement shall not exceed the amount paid by Client to MPA for the specific project giving rise to the claim. In no event shall MPA be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, loss of data, or business interruption, even if advised of the possibility of such damages.
12. Indemnification
Client agrees to indemnify and hold harmless MPA and its employees, officers, and agents from any third-party claims, damages, or expenses arising out of Client’s breach of this Agreement, Client’s violation of law, or Client-provided materials, data, or instructions, including any alleged infringement or misuse of third-party rights.
13. Term and Termination
This Agreement remains in effect for so long as Client engages MPA for services. Either party may terminate with written notice if the other party materially breaches this Agreement and fails to cure within thirty days. Upon termination, all fees for work performed remain due and payable.
14. Changes to Terms
MPA reserves the right to modify these Terms at any time. Changes will be effective immediately upon posting on MPA’s website. Client’s continued use of services constitutes acceptance of the revised Terms.
15. Governing Law
This Agreement shall be governed by the laws of the State of Florida, without regard to conflict of laws principles. Venue for any legal action shall be the courts located in Florida.
16. Entire Agreement
This Agreement, together with applicable proposals, estimates, work orders, email confirmations, or other documented communications, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior or contemporaneous understandings.
Privacy Policy
Mail Processing Associates (“MPA,” “we,” or “us”) is committed to protecting the privacy and confidentiality of our clients’ data. This Privacy Policy explains how we handle information in the course of providing services.
Information We Collect
We may collect business contact details, mailing lists, artwork, and other information necessary to fulfill client projects.
How We Use Information
Client information is used solely for providing printing and mailing services. We do not sell or share client information for marketing purposes.
Data Retention
Client-provided data and artwork are retained for the following periods unless otherwise a different period is agreed upon in writing:
- Client-provided artwork: up to 3 years after project completion
- Customer-provided mailing lists (with non-PHI): up to 90 days after project completion
- Customer-provided mailing lists (with PHI): up to 30 days after project completion for recipient-level proof of mailing purposes or for a period as agreed upon with customer
MPA-provided or created data and artwork are retained for the following periods unless otherwise agreed in writing:
- Artwork created by MPA: up to indefinitely for reference and re-use purposes, unless client requests deletion
- Mailing lists purchased or otherwise owned by MPA: up to indefinitely provided a business need exists
- Proof of mailing records (e.g., job tickets, emails, etc.): up to 3 years after project completion
Data Security
We maintain technical, administrative, and physical safeguards designed to protect information from unauthorized access, disclosure, or misuse.
Third-Party Vendors
MPA may use trusted third-party vendors to support services (e.g., IT support, postal logistics). These vendors are required to adhere to confidentiality and security standards.
Client Rights
Clients may request access to, correction of, or deletion of their information by contacting orders@mailpro.org.
Contact
For privacy-related questions, contact us at orders@mailpro.org.
Contact Information
For support with an order or questions regarding any of these terms, please contact us.
- Email: orders@mailpro.org
- Phone: (863) 687-6945
- Address: 430 North Wabash Avenue, Lakeland, FL 33815, US
