Legal Protocols

1. Data Controller Identity

The data controller responsible for processing your personal data is EmberAnchorWorks, registered at Vestergade 58, 8000 Aarhus C, Denmark. For all privacy-related inquiries, contact our Data Protection Officer at [email protected].

2. Legal Basis for Processing

We process your personal data under the following legal bases as defined in Article 6 of the EU General Data Protection Regulation (GDPR):

• Contractual Necessity: Processing required to fulfill our service agreements and deliver contracted digital solutions.
• Legitimate Interest: Processing necessary for our legitimate business interests, including service improvement, security, and client relationship management.
• Consent: Processing based on your explicit, informed, and freely given consent for specific purposes such as marketing communications.

3. Categories of Personal Data

We collect and process the following categories of personal data:

• Identity Data: Full name, professional title, organization affiliation.
• Contact Data: Email address, telephone number, physical address.
• Technical Data: IP address, browser type, device identifiers, operating system, and interaction logs.
• Project Data: Information provided during project scoping, requirements documentation, and ongoing collaboration.

4. Data Retention Periods

Your personal data is retained only for as long as necessary to fulfill the purposes for which it was collected:

• Client Relationship Data: Duration of the contractual relationship plus 24 months for warranty and support obligations.
• Technical Logs: Maximum 12 months from collection date.
• Marketing Data: Until consent is withdrawn or 36 months of inactivity.

5. Data Subject Rights

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

• Right of Access (Article 15): Obtain confirmation of whether we process your data and access to that data.
• Right to Rectification (Article 16): Request correction of inaccurate personal data.
• Right to Erasure (Article 17): Request deletion of your personal data under certain circumstances.
• Right to Restriction (Article 18): Request restriction of processing in specific situations.
• Right to Data Portability (Article 20): Receive your data in a structured, machine-readable format.
• Right to Object (Article 21): Object to processing based on legitimate interests or direct marketing.

6. International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission or adequacy decisions as applicable.

7. Data Security Measures

We implement appropriate technical and organizational measures to protect your personal data, including encryption, access controls, regular security assessments, and employee training on data protection principles.

8. Supervisory Authority

You have the right to lodge a complaint with a supervisory authority. For data protection matters in Denmark, contact the Danish Data Protection Agency (Datatilsynet).

1. General Refund Framework

At EmberAnchorWorks, we maintain transparent refund policies aligned with European consumer protection directives. Refunds are processed based on the following criteria:

• Pre-Project Cancellation: Full refund of any advance payments if cancelled before project initiation (within 14 days of payment).
• Milestone-Based Refunds: For projects structured in phases, refunds are calculated based on completed versus pending deliverables.
• Service Non-Delivery: Complete refund if contracted services are not delivered within the agreed timeframe without prior authorization for extension.

2. Non-Refundable Components

The following are non-refundable:

• Completed and approved project milestones that have been delivered and accepted.
• Third-party licensing fees, domain registrations, or hosting payments already processed.
• Consultation hours that have been utilized and documented.
• Custom development work that has been deployed to production with client approval.

3. Refund Request Process

To initiate a refund request:

• Submit a written request to [email protected] with your project reference number.
• Provide detailed justification for the refund request.
• Allow 10-15 business days for review and processing.
• Approved refunds are processed via the original payment method within 30 days.

4. Dispute Resolution

In case of refund disputes, both parties agree to attempt resolution through direct negotiation before escalating to mediation or arbitration as defined in the Terms of Service.