REGULATORY
PROTOCOL
All policies govern the operations of RootHarborForge, registered at Heibergsgade 12, 1056 København K, Denmark.
PRIVACY POLICY
1. Data Controller Identification
The data controller for all personal data processing activities is RootHarborForge, operating from Heibergsgade 12, 1056 København K, Denmark. For all privacy-related inquiries, data subject requests, or concerns regarding personal data processing, contact our designated data protection channel at [email protected].
2. Categories of Personal Data Processed
We process the following categories of personal data in connection with our web agency services:
- ▸Identity Data: Full name, professional title, organizational affiliation provided through contact forms or project communications.
- ▸Contact Data: Email address, telephone number, physical address submitted for project correspondence and service delivery.
- ▸Technical Data: IP address, browser type and version, operating system, device identifiers, and usage patterns collected through standard web server logging.
- ▸Project Data: Technical specifications, business requirements, and implementation details shared during service engagement.
3. Legal Basis for Processing
All personal data processing activities are conducted under the following legal bases as defined in Article 6(1) of the EU General Data Protection Regulation (GDPR):
- ▸Consent (Art. 6(1)(a)): Where you have provided explicit, informed consent for specific processing purposes, such as marketing communications.
- ▸Contract Performance (Art. 6(1)(b)): Processing necessary for the performance of a contract to which you are a party, or to take pre-contractual steps at your request.
- ▸Legitimate Interest (Art. 6(1)(f)): Processing necessary for our legitimate interests in operating and improving our services, provided such interests are not overridden by your fundamental rights.
4. Data Retention Periods
Personal data is retained only for as long as necessary to fulfill the purposes for which it was collected:
- ▸Contact form submissions: Retained for 24 months from the date of submission, unless an ongoing business relationship is established.
- ▸Project-related data: Retained for the duration of the engagement plus 60 months to comply with contractual and tax record-keeping obligations.
- ▸Server logs: Automatically purged after 90 days.
5. Data Subject Rights
Under the GDPR, you exercise the following rights regarding your personal data:
- ▸Right of Access (Art. 15): Request confirmation of whether we process your personal data and obtain a copy of such data.
- ▸Right to Rectification (Art. 16): Request correction of inaccurate personal data or completion of incomplete data.
- ▸Right to Erasure (Art. 17): Request deletion of your personal data where there is no compelling reason for continued processing.
- ▸Right to Restriction (Art. 18): Request limitation of processing in specific circumstances.
- ▸Right to Data Portability (Art. 20): Receive your personal data in a structured, commonly used, machine-readable format.
- ▸Right to Object (Art. 21): Object to processing based on legitimate interests, including direct marketing.
6. International Data Transfers
Personal data may be transferred to and processed in countries outside the European Economic Area (EEA). Where such transfers occur, we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission, to ensure your data receives an equivalent level of protection.
7. Data Security Measures
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS 1.3), access controls, regular security assessments, and staff training on data protection obligations.
8. Supervisory Authority
You have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. The relevant authority for RootHarborForge is the Danish Data Protection Agency (Datatilsynet), Borgergade 28, 1300 Copenhagen K, Denmark.
REFUND POLICY
1. General Refund Principles
RootHarborForge provides digital agency services including web development, system architecture, and strategic digital consulting. Given the bespoke nature of our services, refunds are evaluated on a case-by-case basis in accordance with EU consumer protection regulations and Danish commercial law.
2. Service Engagement Refunds
- ▸Pre-Engagement Cancellation: If you cancel a project before work has commenced, you are entitled to a full refund of any advance payments within 14 business days.
- ▸Early-Stage Cancellation: If a project is cancelled during the Discovery or Architecture phases (prior to development commencement), a pro-rata refund will be issued for work not yet delivered, minus a 15% administrative fee.
- ▸Mid-Project Cancellation: Cancellation during active development phases is subject to payment for all completed milestones plus 50% of the current in-progress milestone. No refund is issued for completed and delivered work.
3. Non-Refundable Elements
- ▸Third-party licensing fees, domain registrations, or hosting prepayments already processed.
- ▸Work completed and delivered according to agreed specifications, even if the client chooses not to implement the deliverables.
- ▸Consulting fees for completed advisory sessions or strategic reports.
4. Defective Deliverables
If delivered work materially fails to meet the specifications defined in the project agreement, RootHarborForge will, at its discretion: (a) remedy the deficiency at no additional cost within a reasonable timeframe, or (b) issue a partial refund proportional to the undelivered value. Claims must be submitted in writing within 30 days of delivery.
5. Refund Processing
Approved refunds are processed within 14 business days via the original payment method. If the original payment method is unavailable, an alternative arrangement will be proposed. All refunds are documented with a formal refund confirmation sent to the registered email address.
6. Dispute Resolution
Any disputes regarding refunds shall first be addressed through direct communication. If resolution cannot be reached, disputes may be submitted to the relevant Danish consumer arbitration board or the European Online Dispute Resolution platform (https://ec.europa.eu/consumers/odr).
TERMS OF SERVICE
1. Acceptance of Terms
By accessing or utilizing services provided by RootHarborForge (hereinafter "the Company"), operating from Heibergsgade 12, 1056 København K, Denmark, you (hereinafter "the Client") agree to be bound by these Terms of Service. These terms constitute a legally binding agreement between the Client and the Company.
2. Service Scope and Execution
- ▸Project Specification: All services are executed according to a mutually agreed Project Specification document, which defines scope, deliverables, timelines, and acceptance criteria.
- ▸Change Management: Modifications to the agreed scope require a formal Change Request. The Company will provide impact assessments including timeline and cost adjustments before proceeding.
- ▸Client Responsibilities: The Client must provide timely access to necessary systems, assets, and decision-making authority to maintain project timelines.
3. Payment Terms
- ▸Invoicing Schedule: Invoices are issued according to the milestone-based payment schedule defined in the Project Specification.
- ▸Payment Window: All invoices are payable within 14 days of issuance unless otherwise specified.
- ▸Late Payment: Overdue invoices accrue interest at a rate of 1.5% per month, calculated from the due date. The Company reserves the right to suspend work on outstanding invoices.
4. Intellectual Property
- ▸Work Product: Upon full payment, all custom-developed code, designs, and documentation created specifically for the Client are assigned to the Client.
- ▸Pre-Existing Materials: The Company retains ownership of all pre-existing tools, frameworks, libraries, and methodologies used in service delivery. A perpetual, non-exclusive license is granted to the Client for use within the delivered project.
- ▸Portfolio Rights: The Company may reference completed projects in its portfolio and marketing materials unless the Client explicitly opts out in writing.
5. Confidentiality
Both parties agree to maintain the confidentiality of all proprietary information shared during the engagement. This obligation survives termination of the agreement for a period of 36 months. Exclusions apply to information that: (a) is publicly available, (b) was known prior to disclosure, (c) is independently developed, or (d) is required by law to be disclosed.
6. Limitation of Liability
The Company's total aggregate liability under any engagement shall not exceed the total fees paid by the Client for the specific service giving rise to the claim. The Company shall not be liable for indirect, consequential, incidental, or punitive damages, including but not limited to loss of profits, data, or business opportunity.
7. Warranty and Support
The Company warrants that all deliverables will conform to the specifications defined in the Project Specification for a period of 90 days following final delivery. This warranty covers defects in workmanship and does not extend to issues arising from unauthorized modifications, third-party integrations, or environmental factors beyond the Company's control.
8. Governing Law
These Terms of Service are governed by and construed in accordance with the laws of Denmark. Any disputes arising from or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Copenhagen, Denmark.
9. Severability
If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.
10. Entire Agreement
These Terms of Service, together with the Project Specification and any applicable Change Requests, constitute the entire agreement between the parties and supersede all prior negotiations, representations, or agreements relating to the subject matter.