LEGAL FRAMEWORK
PRIVACY POLICY
1.1 DATA CONTROLLER
GlacierVectorForge ("Controller"), registered at 9000, Veldstraat 12, Gent, Belgium, is the data controller responsible for the processing of personal data collected through this website and related services, in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation — GDPR).
1.2 CATEGORIES OF PERSONAL DATA
We process the following categories of personal data:
(a) Identification data: full name, email address, telephone number;
(b) Technical data: IP address, browser type and version, operating system, referring URLs, device identifiers;
(c) Usage data: pages visited, time spent on pages, navigation patterns, click-through data;
(d) Communication data: message content submitted via contact forms, email correspondence.
1.3 PURPOSE AND LEGAL BASIS FOR PROCESSING
Personal data is processed on the following legal bases under Article 6(1) GDPR:
(a) Article 6(1)(b) — Performance of a contract: processing necessary for the execution of service agreements;
(b) Article 6(1)(f) — Legitimate interests: website operation, security, analytics, and service improvement;
(c) Article 6(1)(a) — Consent: marketing communications and optional analytics cookies, obtained via explicit opt-in mechanisms.
1.4 DATA RETENTION
Personal data is retained only for the duration necessary to fulfil the purposes for which it was collected:
(a) Contact form submissions: retained for 24 months from last interaction;
(b) Contract-related data: retained for the duration of the contractual relationship plus 6 years (statutory retention period under Belgian commercial law);
(c) Analytics data: aggregated or anonymized after 26 months;
(d) Cookie consent records: retained for 36 months from the date of consent.
1.5 DATA RECIPIENTS
Personal data may be shared with:
(a) Cloud infrastructure providers (EU-based data centres, with Standard Contractual Clauses where applicable);
(b) Payment processing services (PCI DSS compliant);
(c) Analytics providers (only with explicit consent);
(d) Legal and regulatory authorities where required by law.
1.6 INTERNATIONAL DATA TRANSFERS
Where data is transferred outside the European Economic Area (EEA), we ensure adequate protection through: (a) EU adequacy decisions; (b) Standard Contractual Clauses (SCCs) approved by the European Commission; (c) Binding Corporate Rules where applicable.
1.7 DATA SUBJECT RIGHTS
Under Articles 15–22 GDPR, you have the right to:
(a) Access your personal data (Article 15);
(b) Rectify inaccurate data (Article 16);
(c) Erase your data ("right to be forgotten") (Article 17);
(d) Restrict processing (Article 18);
(e) Data portability (Article 20);
(f) Object to processing (Article 21);
(g) Withdraw consent at any time (Article 7(3)).
To exercise these rights, contact: [email protected]
1.8 DATA PROTECTION AUTHORITY
You have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit): Rue de la Presse 35, 1000 Brussels, Belgium. Website: www.dataprotectionauthority.be
REFUND POLICY
3.1 SCOPE
This Refund Policy applies to all services provided by GlacierVectorForge ("Provider") as described in individual service agreements and scope documents executed between the Provider and the client ("Client").
3.2 COOLING-OFF PERIOD
In accordance with EU Consumer Rights Directive (2011/83/EU) and Belgian distance selling regulations, consumers have the right to withdraw from a service contract within 14 calendar days of contract execution, provided that the service has not yet commenced. Withdrawal must be communicated in writing to [email protected]. Refunds under this clause will be processed within 14 business days using the original payment method.
3.3 MILESTONE-BASED REFUNDS
For services structured around defined milestones or deliverables:
(a) Pre-commencement: full refund minus administrative fee (5% of contract value);
(b) During early-phase delivery (Phase 1/Discovery): 75% refund of remaining un-invoiced amounts;
(c) During mid-phase delivery (Phase 2/Build): 50% refund of remaining un-invoiced amounts;
(d) During late-phase delivery (Phase 3/Integration): 25% refund of remaining un-invoiced amounts;
(e) Post-delivery acceptance: no refund on completed milestones.
3.4 PERFORMANCE FAILURE
If the Provider fails to deliver agreed-upon service level commitments (SLAs) as documented in the service agreement, the Client may request:
(a) Remediation within 30 business days; or
(b) Proportional refund of fees paid for the undelivered portion, calculated on a time-and-materials basis.
3.5 NON-REFUNDABLE ITEMS
The following are non-refundable: (a) Third-party license fees already procured on behalf of the Client; (b) Domain registration and hosting deposits; (c) Work completed and accepted by the Client under signed-off milestone approvals.
3.6 REFUND REQUEST PROCESS
Refund requests must be submitted in writing to [email protected] within 30 calendar days of the event giving rise to the request. Include: contract reference, description of the issue, and supporting documentation. The Provider will acknowledge receipt within 3 business days and provide a resolution within 15 business days.
TERMS OF SERVICE
4.1 DEFINITIONS
"Provider" refers to GlacierVectorForge, registered at 9000, Veldstraat 12, Gent, Belgium.
"Client" refers to any individual or entity engaging the Provider's services.
"Services" refers to all digital engineering, consulting, and infrastructure services offered by the Provider.
"Deliverables" refers to all work products, code, designs, documentation, and configurations produced under a service agreement.
4.2 SERVICE AGREEMENT
All services are governed by a mutually executed service agreement specifying: scope of work, deliverables, timeline, pricing, payment terms, and acceptance criteria. No binding obligation arises until both parties have signed the agreement.
4.3 PAYMENT TERMS
(a) Invoices are issued upon milestone completion or monthly in arrears, as specified in the service agreement;
(b) Payment is due within 14 calendar days of invoice date;
(c) Late payments accrue interest at 1.5% per month, calculated from the due date;
(d) All prices are quoted in Euros (EUR) exclusive of Belgian VAT (21%), which will be applied to all invoices unless the Client provides a valid EU VAT reverse-charge number.
4.4 INTELLECTUAL PROPERTY
(a) Upon full payment, all Deliverables are assigned to the Client, including all associated intellectual property rights;
(b) Pre-existing tools, frameworks, libraries, and methodologies used by the Provider remain the Provider's intellectual property;
(c) The Provider grants the Client a perpetual, non-exclusive license to use any pre-existing tools integrated into the Deliverables;
(d) The Provider may reference the Client's name and general project description in marketing materials, unless explicitly restricted in the service agreement.
4.5 CONFIDENTIALITY
Both parties agree to maintain strict confidentiality of all proprietary information shared during the engagement. This obligation survives termination of the service agreement for a period of 36 months. Exceptions 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.
4.6 LIMITATION OF LIABILITY
(a) The Provider's total aggregate liability under any service agreement shall not exceed the total fees paid by the Client under that agreement;
(b) In no event shall the Provider be liable for indirect, incidental, consequential, special, or punitive damages;
(c) The Provider maintains professional indemnity insurance covering errors and omissions in service delivery.
4.7 TERMINATION
(a) Either party may terminate with 30 calendar days' written notice;
(b) Immediate termination permitted for material breach not cured within 14 calendar days of written notice;
(c) Upon termination, the Client pays for all completed work up to the termination date;
(d) All Deliverables completed and paid for must be transferred to the Client within 10 business days of termination.
4.8 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, cyber-attacks, power failures, or telecommunications outages.
4.9 GOVERNING LAW AND JURISDICTION
This Agreement shall be governed by and construed in accordance with Belgian law. Any disputes shall be submitted to the exclusive jurisdiction of the courts of Ghent, Belgium.
4.10 CONTACT
For all legal inquiries: [email protected]
GlacierVectorForge — 9000, Veldstraat 12, Gent, Belgium