A moment of attention how we at Portbase deal with your privacy

Dear sir/madam,

On May 25th 2018 the General Data Protection Regulation (GDPR) will become applicable. Indeed Portbase processes personal data. Therefore, we have taken further measures to comply with this new legislation:

• Our privacy statement has been updated. You can find the new privacy
statement via this link.
• The internal privacy policy (including the security policy) has been updated.
• A processing register has been created.
• Via company meetings we have raised awareness for this subject by our
employees to how to carefully process the personal data of our clients
and relations in the execution of their work.

Is Portbase a data controller or processor?
Portbase is in the relationship with its clients (users of the Port Community System (PCS)) a data controller and not a processor. This means that we do not have to conclude a data processing agreement with you as a client.

Portbase is responsible for the processing of personal data of your employees for creating a user account to the PCS. We provide you and your employees with the services agreed with you via the PCS and we are responsible for the way in which we achieve this goal and the means we use for it. Your employee may address us directly concerning his right of access, correction and deletion.

The fact that no data processing agreement is required, obviously does not mean that you cannot expect a proper treatment and proper protection of the personal data of your employees from us. On the contrary! Portbase is a reliable partner where security and privacy gets priority.

Exception for service Notification Crew and Passengers
If you use our service Notification Crew and Passengers, Portbase is in this relationship a processor of personal data. In this case, the conclusion of a data processing agreement with us is necessary. Clients that use the service Notification Crew and Passengers receive separate information about this data processing agreement.

Finally, we realize that privacy legislation is not a simple matter. Should you or an employee have any further questions, do not hesitate to contact us at security@portbase.com.

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Two additional pieces of information to be submitted in Notification Crew and Passengers

Due to new government regulations, from 11 June 2018 agents are required to supply two additional pieces of information in the service Notification Crew and Passengers. These are currently optional. The two additional pieces of information are:

1. Travel document expiry date
2. Travel document issuing country

The Royal Marechaussee and the Seaport Police need this information in order to be able to check travel documents against various law enforcement databases in accordance with legislation and regulations. Notifications of crew and passenger data (PAX messages) without these two pieces of information will no longer be accepted from the date in question.

New Excel sheet for captains
We have made two new Excel sheets (version 1.4) available to download for distribution to your captains: the small version and the large version.
The two pieces of information about the travel document are now required fields on these sheets. Captains can use this Excel sheet straight away. From 11 June 2018, 1.4 will be the only permitted version. From that date, older versions will no longer be accepted.

More information
All users of Notification Crew and Passengers have previously received the above information by e-mail. If you have any questions, our Sales department will be pleased to help you. You can reach them on 088 625 25 17 or sales@portbase.com. You can also find more information about Notification Crew and Passengers on our website.

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New regulations on waste disposal! Within shortly you can notify your waste as a task in Vessel Notification 2.0

Since 2017, the Port of Rotterdam Authority, Port of Amsterdam and Portbase
have been working in close cooperation with the market to simplify the process of notifying the Harbour master. Next step is the implementation of new legislation on waste and the simplification of the waste disposal notification process. In this newsletter of the Harbour Master Division you can read how this affects you.

The Harbour Master Division sends out a newsletter (in Dutch) to keep users like yourself informed of the latest developments in the ‘notifying the Harbour master’ process. Would you like to receive this newsletter? You can send an e-mail to l.van.waasdijk@portofrotterdam.com.
Go here to read previous editions.

More information
If you have questions or suggestions concerning the notification process, you can contact Louis van Waasdijk, Adviser to the Harbour Master Division at the Port of Rotterdam Authority. He can be reached on +31 (0)10 252 1858, +31 (0)61 093 8114
and at l.van.waasdijk@portofrotterdam.com.

It keeps getting easier to notify the Harbour master of vessel visits

Since 2017, the Port of Rotterdam Authority, Port of Amsterdam and Portbase
have been working in close cooperation with the market to simplify the process of notifying the Harbour master. Below, you will find an overview of recently-taken steps for improving the notification process, as well as subsequent planned initiatives.

Mobile app
Since late March, agents have been able to use their smartphone or tablet to update a trip previously notified via Vessel Notification and then submit the changes to the Harbour master directly. The mobile app is particularly well-suited for quickly passing on changes to the ETA, pilot station, details of the incoming trip, repeat journey and berth, order in the rotation and following port. For creating new visits or making more complex adjustments, however, the desktop version of Vessel Notification remains the tool of choice. A user’s manual for the mobile app can be found on the Port Community System (PCS) start page under ‘Instruction booklets’.

System Interface
As of 1 February 2018, it is possible for agents to submit the initial notification for a vessel using a system interface with the PCS. This allows you to send all the necessary information from your own system to Vessel Notification in the PCS with the single press of a button. It makes redundant data entry a thing of the past.

Vopak acted as the pilot user for this system interface and is satisfied regarding its use. If you are interested in realising a system interface of your own, please sign up by emailing your request to sales@portbase.com. You will then receive the necessary technical documentation. Portbase will also provide you with technical and functional support while the interface is being built.

Once a reasonable number of agents have been connected to the first portion of the system interface, work on the second portion will commence: sending updates from their own systems to the PCS.

Quick wins
Earlier in 2017, twenty quick wins were implemented, each of which makes notification just a little bit easier. Recently, a feature that automatically moves up ETAs and ETDs was added as well. Now, when you edit an ETA or ETD, all subsequent times move up automatically. This also applies to the ‘ETA Next Port’.

Pronto ETAs
For vessel visits to the Port of Rotterdam, it is now possible to import ETAs from the Pronto system via the PCS. These ETAs are based on up-to-date AIS information, the speed of the vessel and its predicted route, making them as accurate as possible.

Upcoming actions: Waste Disposal Notification and Dangerous Goods Notification
Harbour masters are required to comply with new regulations taking effect in 2018. These involve the notification of both waste and dangerous goods. We will be addressing the implementation of the new rules regarding waste simultaneously while working to simplify the waste disposal notification process, which figured prominently on the ‘wish list’ of the client panel.

Client panel and working group
Established in summer 2017, the client panel advises on the priorities they would like to see reflected in the simplification of the notification process. The client panel meets every eight weeks and currently consists of representatives from VRC, ORAM, Vopak, Euro Nordic, Vertom, Wilson, Trans-Saar, LBH and Tata Steel Nebam.

There is also a working group consisting of agents who use the PCS on a daily basis. Together with Portbase and both port authorities, they strive to identify and elaborate the most appropriate solution. The precise membership of the working group can vary depending on the topic.

More information
If you have questions or suggestions concerning the notification process, you can contact Louis van Waasdijk, Adviser to the Harbour Master Division at the Port of Rotterdam Authority. He can be reached on +31 (0)10 252 1858, +31 (0)61 093 8114
and at l.van.waasdijk@portofrotterdam.com.

The Harbour Master Division sends out a newsletter (in Dutch) to keep users like yourself informed of the latest developments in the ‘notifying the Harbour master’ process. Would you like to receive this newsletter? You can send an e-mail to l.van.waasdijk@portofrotterdam.com.
Go here to read previous editions.

Make the switch from Notification Bonded Warehouse to the updated service Notification Local Clearance!

Starting this year, the Single Window for Maritime and Air is available for all messages sent to Customs. In the event you are not yet connected to the Single Window, we will automatically arrange this for you in the near future. You won’t have to worry about a thing – it’s all taken care of.

Unfortunately, as a result of the new Customs obligations, Portbase must discontinue one of our services: Notification Bonded Warehouse. This means that following the connection to the Single Window, you will no longer be able to use your Declaration for Temporary Storage (SAL) to submit local clearance notifications in Cargo Declaration Import. You will, however, be able to continue submitting your local clearance notifications simply and conveniently via our updated service Notification Local Clearance. Has your organisation not yet registered for this updated service? Doing so is easy, simply fill in this application form. Participation in the service Notification Local Clearance will be temporarily free of charge to you during the months of April, May and June 2018.

Please note: We will be phasing out Notification Bonded Warehouse during the period of 29 March to 17 April. Our Service Desk will notify your organisation promptly once you can no longer use the service.

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Notification Ship’s Stores available in Vessel Notification

For your convenience, we have added the service Notification Ship’s Stores as a separate task in Vessel Notification 2.0. This will make it even easier for you to submit the required notifications for a vessel visit.

You can upload the Excel file containing the ship’s stores for the vessel in question directly into Vessel Notification 2.0. There is no need for you to re-enter the basic details of the vessel notification separately. If you make use of both Vessel Notification 2.0 and Notification Ship’s Stores, the additional task option has already been created for you automatically. Notification Ship’s Stores will remain available as a separate service as well.

More information
More information on Notification Ship’s Stores can be found on our website.
Questions? Our Sales department will be pleased to help you. They can be reached at+ 31 88 625 25 17 or sales@portbase.com.

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New General Terms & Conditions of delivery from 1 May 2018

As of 1 May 2018, Portbase will adopt new General Terms & Conditions of delivery. These will replace the current Terms & Conditions from 2009. Clarification and/ or simplification was needed with regard to several points. The new General Terms & Conditions have been drafted in keeping with the current applicable standards and are tailored more specifically to the interests of the community. Definitions have been improved, time periods have been adjusted in clients’ favour and a greater degree of reciprocity has been incorporated. Aspects of ownership and data usage have been clearly established in the new Terms & Conditions as well.

In preparing the new Terms & Conditions, Portbase held thorough consultations with the branch organisations VRC, TLN/Fenex and Evofenedex on multiple occasions. Suggestions from these parties have been integrated into the final text wherever possible.

The new General Terms & Conditions of delivery are available for download here. All Portbase clients have been sent an email containing further explanation of the most significant changes.

Submit all your VGM notifications in a flash

For virtually all shipping companies, it’s now possible to submit your VGM notifications simply and easily via Portbase. That’s because, in cooperation with Portrix Logistic Software, we have significantly expanded the coverage of our service Notification Verified Gross Mass. You can use a single gateway at any time, day or night, and will not need to visit multiple shipping-company websites.
And – even better – our web-based service is suitable for use in every port in Northwestern Europe.

To line up all the benefits:
• One-stop-shop for all your VGM notifications
• Works for virtually all shipping companies (click here for an overview)
• Port independent
• Easy-to-use (via internet)
• Comply with all your obligations in a flash
• Significant time savings
• Lowered administrative costs

Sign up today!
Notification Verified Gross Mass is available at an attractive price. Portbase is a non-profit organisation. If you would like to participate in this service, please sign up today. You can arrange this quickly and easily online, or by contacting our Sales department
via +31 (0)88 625 25 34 or sales@portbase.com.

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Truck op parkeerplaats

Initial reactions from road hauliers enthusiastic

The new service Hinterland Container Notification will be replacing the existing service Road Planning in the very near future. In preparation, we are conducting a pilot with a number of road hauliers. So far, the participants have been enthusiastic about the new screens and the user-friendly way they work.

The goal of the pilot is to implement any improvements that are necessary, based on initial user experiences, at an early stage. In connection with feedback from participants, changes have already been made to the linking of containers and in the message traffic with the terminals. A few minor cosmetic issues have been resolved as well. In this way, the pilot is yielding valuable feedback.

Further roll-out
A total of 30 road hauliers will take part in the pilot. At the moment, eight of these have been connected. While good functionality has been plainly revealed in the pilot, we still have a number of improvements to make with regard to management. We will connect the remaining 22 pilot participants once we have resolved these issues. Unfortunately, this will also affect the timeline for the market launch.

At the end of the pilot, the pilot group will determine whether the new service Hinterland Container Notification is an effective replacement for the current service Road Planning. As soon as road hauliers give the green light for further implementation, we will let you know – at the earliest opportunity – how we plan to connect your company to Hinterland Container Notification as well.

More information
All details of the service Hinterland Container Notification, including an overview of working group and pilot participants, can be found here.

For any additional questions, please contact our Business Manager Leopold Jonkman. He can be reached on +31 (0)60 653 56 82 or l.jonkman@portbase.com.

Containerschip NYK Line

New service Notification Ship’s Stores is live

From now on, you can declare the ship’s stores on board visiting vessels to Customs via Portbase. Our new service Notification Ship’s Stores is now available in the Port Community System (PCS). If you have already signed up to participate, you can begin using the service this very moment. The new service has automatically been added to your overview of services.

Are you not yet taking advantage of Notification Ship’s Stores? Sign up here!

Notification Ship’s Stores offers you a practical solution for meeting the new upcoming Customs obligation. From 29 December 2017, you will be required to electronically notify the ship’s stores on board all visiting vessels to Customs. Using an IMOFAL 3 form will no longer be allowed after that point. Our new service is suitable for all Dutch ports and available for you to use right away.

In the future, via Vessel Notification as well
Notification Ship’s Stores is initially being offered as a separate service within the PCS. In early 2018, the service will also become available as a task in Vessel Notification 2.0. We will then be creating that additional task for those Vessel Notification 2.0 participants who also use Notification Ship’s Stores. In those cases, a portion of the data will be filled in for you.

More information
Further details on Notification Ship’s Stores can be found here.