Legal Protocols
Regulatory documentation governing data processing, service agreements, and operational compliance.
Privacy Policy
1. Data Controller Identification
The data controller responsible for the processing of personal data collected through this website is PolarRelayWorks, registered at 011582 | Str. Borsa nr. 47, bl. L7H | Mun. Bucuresti, Sec. 1 | Romania, Romania. For any inquiries regarding data processing practices, you may contact our Data Protection Officer at [email protected].
2. Categories of Personal Data Processed
We collect and process the following categories of personal data through our digital platforms:
- Identity Data: Full name, professional title, and organizational affiliation submitted through contact forms or service inquiry channels.
- Contact Data: Email address, telephone number, and postal address provided for communication and service delivery purposes.
- Technical Data: IP address, browser type and version, operating system, device identifiers, and access timestamps automatically collected through server logs and analytics tools.
- Usage Data: Page navigation patterns, session duration, interaction events, and referral sources captured through first-party analytics and cookie-based tracking mechanisms.
- Communication Data: Content of messages, inquiries, and correspondence submitted through our contact forms, email addresses, or telephone lines.
3. Legal Basis for Processing
All personal data processing activities conducted by PolarRelayWorks are grounded in one or more of 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, and freely given consent for specific processing purposes, such as marketing communications or analytics cookie deployment.
- Contractual Necessity (Art. 6(1)(b)): Where processing is necessary for the performance of a contract to which you are a party, or for taking pre-contractual steps at your request.
- Legitimate Interest (Art. 6(1)(f)): Where processing is necessary for our legitimate interests in maintaining service quality, ensuring platform security, and improving user experience, provided such interests are not overridden by your fundamental rights.
- Legal Obligation (Art. 6(1)(c)): Where processing is necessary for compliance with a legal obligation to which PolarRelayWorks is subject under Romanian or European Union law.
4. Data Retention Periods
Personal data is retained only for the duration necessary to fulfill the purposes for which it was collected:
- Contact form submissions and inquiry data: Retained for a maximum of 24 months from the date of last interaction.
- Contract and service delivery data: Retained for the duration of the contractual relationship plus 6 years, in accordance with Romanian commercial record-keeping requirements.
- Technical and analytics data: Automatically aggregated or anonymized after 13 months of collection.
- Cookie-derived data: Retained in accordance with the specific lifetimes defined in our Cookie Protocol below.
5. Data Recipients and International Transfers
Your personal data may be shared with the following categories of recipients:
- Cloud infrastructure providers (hosted within the European Economic Area) engaged under Data Processing Agreements compliant with GDPR Article 28.
- Payment processing facilitators operating under PCI-DSS compliance and Standard Contractual Clauses where data transfer outside the EEA is required.
- Analytics service providers configured for data minimization and IP anonymization, operating exclusively within the European Union.
- Public authorities and regulatory bodies where disclosure is mandated by law or court order.
No personal data is transferred to countries outside the European Economic Area without adequate safeguards as defined in GDPR Chapter V, including EU Standard Contractual Clauses or adequacy decisions.
6. Data Subject Rights
Under the GDPR, you are entitled to exercise the following rights in relation to 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 processing is no longer necessary, consent is withdrawn, or processing is unlawful.
- Right to Restriction (Art. 18): Request limitation of processing in specific circumstances, including during the verification of accuracy or assessment of balancing tests.
- Right to Data Portability (Art. 20): Receive your personal data in a structured, commonly used, and machine-readable format.
- Right to Object (Art. 21): Object to processing based on legitimate interests, including profiling, and to processing for direct marketing purposes.
- Right to Withdraw Consent (Art. 7(3)): Withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
To exercise any of these rights, contact our Data Protection Officer at [email protected]. We will respond to all requests within 30 calendar days.
7. Right to Lodge a Complaint
You have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP) if you believe that the processing of your personal data infringes the GDPR. Complaints may be submitted via the ANSPDCP official website or by written correspondence to their registered office.
Refund Protocol
1. Refund Eligibility
Refund requests for services rendered by PolarRelayWorks are evaluated on a case-by-case basis, considering the nature of the service, the stage of delivery, and the specific circumstances of the request. The following general guidelines apply:
2. Pre-Engagement Cancellation
If a service engagement is cancelled before any work has commenced, a full refund of any advance payments will be issued within 14 business days. Cancellation must be communicated in writing to [email protected].
3. Partial Delivery Refunds
Where a service engagement has been partially completed, refunds will be calculated proportionally based on the percentage of the total service scope that has been delivered and accepted. Milestone-based pricing structures will be assessed at the milestone level: completed and accepted milestones are non-refundable, while incomplete milestones may be eligible for partial or full refund.
4. Non-Refundable Items
The following are non-refundable once delivered:
- Third-party software licenses, domain registrations, or infrastructure provisioning costs incurred on behalf of the client.
- Consulting hours and strategy sessions that have been delivered and documented.
- Custom development work that has been delivered to the staging or production environment and accepted by the client.
5. Refund Request Process
To initiate a refund request, contact us at [email protected] with the subject line "Refund Request - [Service Title]". Include the original service agreement reference, a description of the circumstances, and the specific amount requested. All refund requests will be acknowledged within 3 business days and resolved within 20 business days of submission.
6. Payment Dispute Resolution
In the event of a payment dispute that cannot be resolved through direct communication, both parties agree to attempt mediation through an independent mediator before pursuing any formal legal proceedings. The governing law for all service agreements is the law of Romania, and disputes shall be subject to the exclusive jurisdiction of the courts of Bucharest.
Terms of Service
1. Acceptance of Terms
By accessing or utilizing any services, platforms, or digital resources operated by PolarRelayWorks, registered at 011582 | Str. Borsa nr. 47, bl. L7H | Mun. Bucuresti, Sec. 1 | Romania, Romania, you acknowledge and agree to be bound by these Terms of Service. If you do not agree to these terms, you must immediately cease all use of our services and platforms.
2. Scope of Services
PolarRelayWorks provides digital infrastructure engineering, web development, and technology consulting services as described in our published service catalog. The specific scope, deliverables, timelines, and pricing for each engagement are defined in individual Service Agreements executed between PolarRelayWorks and the client.
3. Service Agreement and Amendments
Each engagement is governed by a separate Service Agreement that supplements these Terms of Service. In the event of a conflict between these Terms and a specific Service Agreement, the provisions of the Service Agreement shall prevail. Amendments to any Service Agreement must be documented in writing and signed by authorized representatives of both parties.
4. Payment Terms
All invoices are payable within 14 calendar days of issuance unless otherwise specified in the applicable Service Agreement. Late payments may incur a statutory interest rate of 8 percentage points above the European Central Bank base rate, as permitted under EU Directive 2011/7/EU on late payment in commercial transactions. PolarRelayWorks reserves the right to suspend service delivery for accounts more than 30 days overdue.
5. Intellectual Property
Upon full payment of all applicable fees, the client receives a perpetual, non-exclusive license to use all custom deliverables produced specifically for the engagement. PolarRelayWorks retains ownership of pre-existing intellectual property, proprietary frameworks, tools, and methodologies used in the delivery of services. Any open-source components incorporated into deliverables remain subject to their respective license terms.
6. Confidentiality
Both parties agree to maintain the confidentiality of all proprietary information exchanged during the course of an engagement. This obligation survives the termination of the Service 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 or regulatory authority.
7. Limitation of Liability
To the maximum extent permitted by applicable law, PolarRelayWorks's total aggregate liability for any engagement shall not exceed the total fees paid by the client for the specific service giving rise to the claim. PolarRelayWorks shall not be liable for indirect, incidental, consequential, or punitive damages, including lost profits, data loss, or business interruption, regardless of the cause of action.
8. Force Majeure
Neither party shall be liable for any failure or delay in performance resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, war, terrorism, pandemics, government actions, power failures, or internet infrastructure disruptions. The affected party must notify the other party within 48 hours of the force majeure event and use reasonable efforts to mitigate its impact.
9. Termination
Either party may terminate a Service Agreement with 30 calendar days' written notice. PolarRelayWorks may terminate immediately if the client breaches a material obligation and fails to cure such breach within 15 calendar days of written notice. Upon termination, the client shall pay for all services rendered up to the effective date of termination.
10. Governing Law and Jurisdiction
These Terms of Service and all Service Agreements are governed by the laws of Romania. Any disputes arising from or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Bucharest, Romania. The parties may alternatively agree to submit disputes to binding arbitration under the rules of the Bucharest International Arbitration Court.
11. Amendments to Terms
PolarRelayWorks reserves the right to amend these Terms of Service at any time. Material changes will be communicated via email to registered clients at least 30 calendar days before taking effect. Continued use of our services after the effective date of any amendment constitutes acceptance of the updated terms.
Last updated: July 2026 | PolarRelayWorks | 011582 | Str. Borsa nr. 47, bl. L7H | Mun. Bucuresti, Sec. 1 | Romania, Romania