Legal Framework

1. Data Controller

The data controller responsible for processing personal data under this policy is PolarVectorWorks, located at 1000, Rue Neuve 21, Bruxelles, Belgium, Belgium. For all privacy-related inquiries, contact [email protected].

2. Data We Collect

We collect personal data only when you voluntarily provide it through our contact forms, email correspondence, or service engagement agreements. The categories of data processed include: full name, email address, telephone number, company affiliation, project specifications, and billing information.

We automatically collect certain technical data when you visit our website: IP address, browser type and version, operating system, referral URLs, pages visited, and timestamp data. This data is collected through essential cookies necessary for site functionality.

3. Legal Basis for Processing

Under the EU General Data Protection Regulation (GDPR), we process your data based on the following legal grounds:

• Article 6(1)(a) — Consent: Where you have given explicit consent for specific processing purposes.
• Article 6(1)(b) — Contract Performance: Where processing is necessary for the performance of a contract to which you are a party.
• Article 6(1)(f) — Legitimate Interest: Where processing is necessary for our legitimate interests, such as improving our services and ensuring network security, and these interests are not overridden by your rights.

4. Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes for which it was collected. Contact form submissions are retained for a maximum of 24 months. Contract-related data is retained for the duration of the engagement plus 6 years in compliance with Belgian accounting regulations. Technical logs are rotated every 90 days.

5. Data Sharing & Third Parties

We do not sell, rent, or trade personal data. Data may be shared with the following categories of recipients: hosting infrastructure providers (within the EU), payment processors (Stripe, for transaction processing only), and legal authorities when required by law. All third-party processors are bound by Data Processing Agreements (DPAs) compliant with Article 28 GDPR.

6. International Data Transfers

Where data is transferred outside the European Economic Area, we ensure adequate protection through Standard Contractual Clauses (SCCs) approved by the European Commission or adequacy decisions as applicable.

7. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of Access (Article 15): Request a copy of the personal data we hold about you.
• Right to Rectification (Article 16): Request correction of inaccurate or incomplete data.
• Right to Erasure (Article 17): Request deletion of your personal data where there is no compelling legal reason for continued processing.
• Right to Restriction (Article 18): Request restriction of processing in certain circumstances.
• Right to Data Portability (Article 20): Receive your data in a structured, commonly used, machine-readable format.
• Right to Object (Article 21): Object to processing based on legitimate interests, including direct marketing.
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.

To exercise any of these rights, contact [email protected]. We will respond within 30 days.

8. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include: TLS encryption for all data in transit, encrypted database storage, access controls with principle of least privilege, regular security audits, and incident response procedures aligned with Article 32 GDPR.

9. Data Breach Notification

In the event of a personal data breach, we will notify the Belgian Data Protection Authority (Autorité de protection des données) within 72 hours of becoming aware of the breach, in accordance with Article 33 GDPR. Where the breach poses a high risk to your rights and freedoms, we will notify you without undue delay.

10. Changes to This Policy

We reserve the right to update this Privacy Policy to reflect changes in our practices or applicable law. Material changes will be communicated through our website and, where appropriate, by direct notification. The date of last revision is indicated at the top of this document.

11. Supervisory Authority

If you believe that our processing of your personal data infringes the GDPR, you have the right to lodge a complaint with the Belgian Data Protection Authority: Autorité de protection des données, Rue de la Presse 35, 1000 Brussels, Belgium. Website: www.dataprotectionauthority.be.

1. What Are Cookies

Cookies are small text files stored on your device when you visit our website. They enable the site to recognize your device and remember whether you have visited before or set your preferences.

2. Cookies We Use

Essential Cookies: These are strictly necessary for the website to function. They enable core features such as page navigation, form submission handling, and security token management. Without these cookies, the website cannot operate correctly. These cookies do not require consent under the ePrivacy Directive.

Consent Cookies: A single cookie (pvw_cookie_consent) stores your cookie preference (accepted or declined). This cookie is necessary to remember your choice and does not transmit data to third parties.

3. Analytics & Tracking

We do not use Google Analytics, Facebook Pixel, or any third-party analytics or advertising tracking tools. If this changes in the future, we will update this policy and request explicit consent before activating any such tools.

4. Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling essential cookies may impair the functionality of the website. You can modify your cookie preferences at any time by clearing your browser's local storage for this domain.

5. Cookie Retention

Essential session cookies are deleted when you close your browser. The consent cookie (pvw_cookie_consent) persists for 12 months from the date it is set, after which you will be prompted to make a new selection.

6. Legal Basis

Essential cookies are set under Article 6(1)(f) GDPR (legitimate interest) and do not require consent. Your consent cookie is set under Article 6(1)(a) GDPR. You may withdraw your consent at any time by clearing your browser storage or using the cookie preference controls.

1. General Policy

PolarVectorWorks provides professional digital engineering services. Due to the bespoke nature of our work, refunds are evaluated on a case-by-case basis according to the project milestones and deliverables completed at the time of the request.

2. Milestone-Based Refunds

For projects structured with defined milestones, a refund request may be submitted if work on the next milestone has not yet commenced. The refund amount will be calculated as the difference between the total amount paid and the value of completed milestones, minus any non-recoverable costs incurred (e.g., third-party licenses, infrastructure setup fees).

3. Pre-Service Deposits

Deposits paid to reserve project capacity or initiate a discovery phase are non-refundable once work has commenced. If work has not commenced within 30 days of the deposit, a full refund will be issued minus a 5% administrative fee.

4. Subscription & Retainer Services

Monthly retainer agreements may be cancelled with 30 days' written notice. No refund is issued for the current billing period. Any outstanding work in progress will be delivered to the client at the point of cancellation.

5. Disputes

If you disagree with an invoice or believe that deliverables do not meet the agreed specifications, you must notify us in writing within 14 days of delivery. We will review the dispute in good faith and propose a resolution, which may include additional work, partial refund, or mediation.

6. Processing Refunds

Approved refunds are processed within 14 business days using the original payment method. For Stripe transactions, refunds are initiated through the Stripe dashboard. Bank transfer refunds require written confirmation of your bank details.

7. Governing Law

This refund policy is governed by Belgian law. Disputes shall be resolved through the courts of Brussels, Belgium, without prejudice to your statutory consumer rights under EU Directive 2011/83/EU.

1. Acceptance of Terms

By engaging PolarVectorWorks for services, you agree to these Terms of Service. These terms apply to all services provided by PolarVectorWorks, located at 1000, Rue Neuve 21, Bruxelles, Belgium, Belgium, and govern the relationship between PolarVectorWorks and its clients.

2. Scope of Services

The scope of services is defined in the individual project proposal or statement of work (SOW) accepted by the client. Any work beyond the defined scope constitutes a change request and will be quoted separately. PolarVectorWorks reserves the right to refuse change requests that would materially alter the project timeline or budget without mutual agreement.

3. Payment Terms

Invoices are due within 14 days of issue unless otherwise specified in the SOW. Late payments accrue interest at a rate of 1.5% per month, or the maximum rate permitted by Belgian law, whichever is lower. PolarVectorWorks reserves the right to suspend work if payment is overdue by more than 21 days.

4. Intellectual Property

Upon full payment, all intellectual property rights for deliverables specified in the SOW are transferred to the client. PolarVectorWorks retains ownership of pre-existing tools, frameworks, libraries, and methodologies used in the delivery. PolarVectorWorks may reference the project in portfolio materials unless the client objects in writing.

5. Confidentiality

Both parties agree to maintain the confidentiality of proprietary information shared during the engagement. This obligation survives the termination of the agreement for a period of 3 years. Confidential information includes but is not limited to: business strategies, technical architectures, source code, user data, and financial information.

6. Liability Limitation

PolarVectorWorks's total aggregate liability under any engagement shall not exceed the total fees paid by the client for the specific project giving rise to the claim. PolarVectorWorks shall not be liable for indirect, incidental, consequential, or punitive damages, including lost profits, data loss, or business interruption.

7. Indemnification

The client agrees to indemnify and hold harmless PolarVectorWorks from any claims, damages, or expenses arising from the client's use of deliverables in a manner not contemplated by the SOW, or from the client's violation of applicable laws or third-party rights.

8. Force Majeure

Neither party shall be liable for delays or failures in performance resulting from causes beyond reasonable control, including but not limited to: natural disasters, pandemics, government actions, power outages, internet infrastructure failures, or cyberattacks. The affected party must notify the other within 48 hours of the event.

9. Termination

Either party may terminate the agreement with 30 days' written notice. Upon termination, the client is responsible for payment of all work completed up to the termination date. All completed deliverables and work-in-progress will be transferred to the client within 10 business days of final payment.

10. Dispute Resolution

Disputes shall first be addressed through good-faith negotiation between the parties for a period of 30 days. If unresolved, disputes shall be submitted to mediation in Brussels, Belgium. If mediation fails, disputes shall be resolved by the competent courts of Brussels, Belgium.

11. Amendments

These terms may be amended with 30 days' written notice to the client. Continued engagement after the notice period constitutes acceptance of the amended terms. Material changes to the terms require explicit written consent from both parties.

12. Governing Law

These Terms of Service are governed by Belgian law, excluding its conflict-of-law provisions. The United Nations Convention on Contracts for the International Sale of Goods (CISG) does not apply.