LEGAL_FRAMEWORK
Legal
Documentation
SECTION_01
Privacy Policy
Controller Identity. softpilotx, registered at Istedgade 78, 1650 København V, Danmark, Danmark, is the data controller responsible for the processing of personal data as described in this Privacy Policy. Contact: [email protected].
Data We Collect. When you submit a contact form, request a service, or engage with our platform, we may collect the following categories of personal data: full name, email address, phone number, company affiliation, project requirements, and IP address. We do not collect special category data (such as health, biometric, or political information) under any circumstances.
Legal Basis for Processing (Article 6, GDPR). We process personal data on the following legal bases: (a) your explicit consent given via form submission (Art. 6(1)(a)); (b) performance of a contract or pre-contractual steps at your request (Art. 6(1)(b)); and (c) legitimate interest in maintaining secure, functional communication channels (Art. 6(1)(f)).
Purpose of Processing. Personal data is collected and processed solely for the following purposes: responding to inquiries, preparing project proposals, executing agreed-upon software development services, maintaining service records, and complying with applicable legal obligations.
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 from the date of submission. Contract-related data is retained for the duration of the contractual relationship and for up to 5 years thereafter, as required by Danish bookkeeping legislation.
Data Sharing. We do not sell, rent, or trade personal data to third parties. Personal data may be shared with: (a) cloud infrastructure providers acting as data processors under written Data Processing Agreements (DPAs), strictly on a need-to-know basis; (b) accounting and legal advisors as required by law; (c) governmental authorities where legally mandated.
International Transfers. Where personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including EU Standard Contractual Clauses (SCCs) and supplementary technical measures such as encryption in transit and at rest.
Your Rights under GDPR. You have the right to: (a) access your personal data (Art. 15); (b) rectify inaccurate data (Art. 16); (c) request erasure (Art. 17, "right to be forgotten"); (d) restrict processing (Art. 18); (e) data portability (Art. 20); (f) object to processing based on legitimate interest (Art. 21); and (g) withdraw consent at any time without affecting the lawfulness of prior processing (Art. 7(3)). To exercise these rights, contact: [email protected].
Data Protection Authority. If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the Danish Data Protection Authority (Datatilsynet): Borgergade 28, 1300 København K, Danmark. Website: www.datatilsynet.dk.
Security Measures. We implement appropriate technical and organizational measures to protect personal data, including TLS encryption for all data in transit, encrypted storage at rest, access controls limited to authorized personnel, and regular security audits of our infrastructure.
SECTION_03
Refund Policy
General Principle. softpilotx provides bespoke software development services. Given the custom nature of our work, refunds are evaluated on a case-by-case basis, taking into account the project stage, work completed, and contractual terms agreed upon at engagement commencement.
Pre-Development Cancellation. If a project is cancelled before any development work has commenced, and within 14 calendar days of the initial payment, a full refund of the advance payment will be issued, minus any bank transfer or payment processing fees incurred.
Mid-Project Cancellation. If a project is cancelled after development has begun, refund eligibility is calculated based on the percentage of milestones completed and delivered at the time of cancellation. Partial deliverables completed prior to cancellation will be compensated at the agreed milestone rate. No refund is issued for work already delivered and accepted.
Milestone-Based Payments. Projects are typically structured around milestone-based payment schedules. Each milestone payment becomes non-refundable upon delivery and client acceptance of the corresponding deliverable. Unaccepted milestones may be subject to refund or renegotiation.
Defective Deliverables. If delivered software contains material defects that prevent it from meeting the agreed-upon specifications, softpilotx will, at its option: (a) repair the defect within a reasonable timeframe at no additional cost; (b) deliver a corrected version; or (c) issue a partial refund proportional to the impact of the defect on the overall system value.
Refund Process. Refund requests must be submitted in writing to [email protected] within 30 calendar days of the relevant event. Refunds, where approved, will be processed within 14 business days via the original payment method.
Non-Refundable Items. The following are non-refundable: (a) discovery and consultation fees; (b) completed and accepted milestones; (c) third-party license fees or hosting costs incurred on behalf of the client; (d) customization requests executed and delivered as agreed upon.
SECTION_04
Terms of Service
Parties. These Terms of Service constitute a binding agreement between you ("Client") and softpilotx, registered at Istedgade 78, 1650 København V, Danmark, Danmark ("Provider," "we," "us"). By engaging our services, you agree to be bound by these terms.
Scope of Services. softpilotx provides bespoke software development, system integration, and related consulting services. The specific scope, deliverables, timeline, and pricing for each engagement are defined in a separate Statement of Work (SOW) or project proposal accepted by both parties.
Intellectual Property. Upon full payment of all applicable fees, the Client receives full ownership of all source code, custom configurations, and bespoke deliverables produced specifically for the Client under the applicable SOW. softpilotx retains ownership of pre-existing frameworks, libraries, methodologies, and general-purpose tools used in the development process, and grants the Client a perpetual, irrevocable, non-exclusive license to use such components as incorporated in the deliverables.
Confidentiality. Both parties agree to maintain the confidentiality of proprietary information disclosed during the course of the engagement. This obligation survives termination of the agreement for a period of 3 years. Confidential information shall not be disclosed to third parties without prior written consent, except as required by law.
Payment Terms. Invoices are issued according to the milestone schedule defined in the applicable SOW. Payment is due within 14 calendar days of invoice date. Late payments incur a statutory interest rate of 8% per annum plus applicable collection costs, in accordance with Danish interest legislation (Rentesubsidieloven).
Limitation of Liability. To the maximum extent permitted by applicable law, softpilotx's total aggregate liability under any engagement shall not exceed the total fees paid by the Client under the applicable SOW. softpilotx shall not be liable for indirect, incidental, consequential, or punitive damages, including lost profits, data loss, or business interruption.
Warranty. softpilotx warrants that all deliverables will conform to the specifications set forth in the applicable SOW for a period of 30 calendar days following delivery. This warranty does not cover defects caused by modifications made by the Client or third parties, misuse, or use outside the specified operating environment.
Termination. Either party may terminate the agreement with 14 calendar days' written notice. Upon termination, the Client shall pay for all work completed and accepted up to the termination date. Sections on Intellectual Property, Confidentiality, Limitation of Liability, and Governing Law survive termination.
Governing Law & Dispute Resolution. These Terms are governed by the laws of Denmark. Any dispute arising from or relating to these Terms or the services provided shall first be subject to mediation. If mediation fails within 60 days, disputes shall be submitted to the exclusive jurisdiction of the courts of Copenhagen, Denmark.
Amendments. softpilotx reserves the right to amend these Terms of Service at any time. Changes take effect upon publication on this page. Continued engagement with our services after publication constitutes acceptance of the amended terms.