Legal Documentation

1. Data Controller

The data controller responsible for the processing of personal data collected through this website is PolarRelay, located at Friedrich-Ebert-Straße, 48153 Münster, Germany. For any inquiries regarding data protection, you may contact us at [email protected].

2. Data We Collect

PolarRelay collects and processes the following categories of personal data when you interact with our website or services:

• Contact Data: Name, email address, and phone number submitted via contact forms.
• Communication Data: Any messages, inquiries, or project descriptions you transmit through our communication channels.
• Technical Data: IP address, browser type and version, operating system, referral source, pages visited, and time spent on pages — collected via server logs and analytics tools.
• Cookie Data: Session identifiers and preference tokens stored through essential cookies as described in our Cookies Policy.

3. Legal Basis for Processing

We process your personal data under the following legal bases as defined by the EU General Data Protection Regulation (GDPR):

• Consent (Art. 6(1)(a) GDPR): When you voluntarily submit data via contact forms or subscribe to communications.
• Contractual Necessity (Art. 6(1)(b) GDPR): When processing is required to fulfill a service agreement or respond to a pre-contractual inquiry.
• Legitimate Interest (Art. 6(1)(f) GDPR): When processing is necessary for our legitimate business interests, such as improving website performance, preventing fraud, and ensuring network security.

4. Purpose of Data Processing

Your personal data is processed exclusively for the following purposes:

• Responding to your inquiries and establishing communication regarding potential projects.
• Executing and managing contracted services and deliverables.
• Operating, maintaining, and improving the functionality and security of this website.
• Complying with legal obligations under German and European Union law.
• Analyzing anonymized usage patterns to enhance user experience.

5. Data Retention

PolarRelay retains personal data 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 after the last interaction. Technical logs are retained for a maximum of 12 months. Upon expiration of the retention period, data is securely deleted or anonymized.

6. Data Sharing and Transfers

We do not sell, rent, or trade your personal data. Personal data may be shared with the following categories of recipients solely for the purposes outlined above:

• Infrastructure and hosting providers (server location within the EU/EEA).
• Email and communication service providers.
• Legal and tax advisors, when required by law.
• Payment processors (for service-related transactions only).

Any transfer of data outside the European Economic Area (EEA) is conducted only with appropriate safeguards, including Standard Contractual Clauses (SCCs) approved by the European Commission.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of Access (Art. 15): Request a copy of the personal data we hold about you.
• Right to Rectification (Art. 16): Request correction of inaccurate or incomplete data.
• Right to Erasure (Art. 17): Request deletion of your personal data, subject to legal retention obligations.
• Right to Restriction (Art. 18): Request limitation of processing under specific circumstances.
• Right to Data Portability (Art. 20): Receive your data in a structured, machine-readable format.
• Right to Object (Art. 21): Object to processing based on legitimate interest.
• Right to Withdraw Consent (Art. 7(3)): Withdraw consent at any time without affecting prior lawful processing.

To exercise any of these rights, contact us at [email protected]. You also have the right to lodge a complaint with the supervisory authority: Die Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW).

8. Data Security

PolarRelay implements appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include SSL/TLS encryption, access controls, regular security audits, and secure data backup procedures.

9. Changes to This Policy

We reserve the right to update this Privacy Policy as needed to reflect changes in our practices, legal requirements, or operational needs. The updated policy will be posted on this page with a revised "Last updated" date.

1. What Are Cookies

Cookies are small text files placed on your device when you visit a website. They are used to store information about your preferences, session state, and interaction history to improve your browsing experience.

2. How PolarRelay Uses Cookies

This website uses only strictly necessary cookies required for core functionality. We do not use advertising, tracking, or third-party analytics cookies.

• Session Cookie: Maintains your session state while navigating between pages. This cookie is strictly necessary and cannot be disabled.
• Cookie Consent Cookie: Stores your cookie acceptance preference using localStorage so the consent banner does not reappear. This cookie stores no personal data.

3. Third-Party Cookies

PolarRelay does not allow third-party services to place cookies on this website. Embedded content (such as Google Maps on the contact page) may set their own cookies when you interact with them. We encourage you to review Google's privacy policy for details on their data practices.

4. Managing Cookies

You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect the functionality of this website. Instructions for managing cookies are available in the help section of most web browsers.

5. LocalStorage

We use the browser's localStorage API to persist your cookie consent preference. This data is stored locally on your device and is never transmitted to our servers. You can clear localStorage at any time through your browser's developer tools or settings.

1. General Policy

At PolarRelay, we are committed to delivering high-quality digital services. All refunds are evaluated on a case-by-case basis in accordance with the project milestones and contractual agreements established at the commencement of each engagement.

2. Milestone-Based Refunds

Projects are structured around defined milestones. If a project is cancelled before a milestone is completed, a refund for any pre-paid fees associated with that uncompleted milestone will be issued within 14 business days of the cancellation request.

• If cancellation occurs before work begins: full refund of any advance payment.
• If cancellation occurs mid-milestone: a proportional refund based on percentage of work completed.
• If cancellation occurs after milestone delivery: no refund for that milestone.

3. Deliverable Disputes

If a delivered milestone does not meet the specifications outlined in the project agreement, you must notify PolarRelay within 7 days of delivery. We will review the claim and, if valid, either remediate the deliverable or issue a partial refund for the affected milestone.

4. Non-Refundable Items

• Work completed and approved by the client at each milestone.
• Third-party costs incurred on behalf of the client (e.g., hosting fees, domain registrations, API subscriptions).
• Consulting hours that have been delivered and documented.

5. Refund Process

To request a refund, contact PolarRelay at [email protected] with your project reference number, a description of the issue, and supporting documentation. Refunds will be processed using the original payment method within 14 business days of approval.

6. Governing Law

This Refund Policy is governed by German consumer protection law. Nothing in this policy affects your statutory rights under applicable EU directives.

1. Acceptance of Terms

By accessing or using the services provided by PolarRelay (hereinafter "we," "us," or "our"), located at Friedrich-Ebert-Straße, 48153 Münster, Germany, you agree to be bound by these Terms of Service. If you do not agree to these terms, you must not use our services.

2. Scope of Services

PolarRelay provides digital studio services including but not limited to: software development, e-commerce solutions, UI/UX design, search engine optimization, cloud infrastructure management, brand identity design, copywriting, AI integration, and security auditing. The specific scope of each engagement is defined in a separate project agreement or statement of work.

3. Project Agreements

Each project is governed by a written agreement that specifies the scope, deliverables, timeline, payment terms, and acceptance criteria. In the event of a conflict between these Terms of Service and a project-specific agreement, the project agreement shall prevail.

4. Payment Terms

• All invoices are payable within 14 days of the invoice date unless otherwise agreed in writing.
• Late payments may incur a statutory interest charge of 9 percentage points above the ECB base rate.
• PolarRelay reserves the right to suspend work on any project where payments are overdue by more than 14 days.
• All prices are quoted in Euros (€) and are exclusive of applicable VAT unless otherwise stated.

5. Intellectual Property

Upon full payment of all applicable fees, the client receives full ownership of all deliverables produced specifically for that project, including source code, designs, copy, and associated assets. PolarRelay retains the right to use general methodologies, frameworks, and non-proprietary knowledge developed during the engagement. Any pre-existing intellectual property used in deliverables remains the property of PolarRelay, with a perpetual, irrevocable license granted to the client for use within the scope of the project.

6. Confidentiality

Both parties agree to maintain the confidentiality of all proprietary information shared during the course of an engagement. This obligation survives the termination of the project for a period of 24 months. Confidential information shall not be disclosed to third parties without prior written consent.

7. Limitation of Liability

To the maximum extent permitted by applicable law, PolarRelay's total aggregate liability for any claims arising from or related to our services shall not exceed the total fees paid by the client for the specific project giving rise to the claim. PolarRelay shall not be liable for indirect, incidental, consequential, or punitive damages, including loss of profits, data, or business opportunities.

8. Warranty

PolarRelay warrants that all deliverables will conform to the specifications defined in the project agreement for a period of 30 days following delivery. This warranty does not cover issues arising from third-party modifications, misuse, or use outside the specified environment. Defects reported within the warranty period will be remediated at no additional cost.

9. Termination

• Either party may terminate a project with 14 days' written notice.
• Upon termination, the client shall pay for all work completed up to the termination date.
• All completed deliverables and source materials shall be transferred to the client within 7 business days of termination.

10. 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, infrastructure failures, or cyberattacks.

11. Governing Law and Jurisdiction

These Terms of Service are governed by the laws of the Federal Republic of Germany. Any disputes arising from or related to these terms shall be subject to the exclusive jurisdiction of the courts of Münster, Germany. Consumers may also bring proceedings in their country of residence under applicable consumer protection regulations.

12. Severability

If any provision of these Terms of Service is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

13. Changes to These Terms

PolarRelay reserves the right to modify these Terms of Service at any time. Changes will be effective upon posting to this page. Continued use of our services after changes are posted constitutes acceptance of the modified terms.