Legal | Privacy, Terms, Cookies & Refunds

01

Privacy Policy

GDPR · Regulation (EU) 2016/679

Controller: SwiftCodeBase

1.1 Data Controller

SwiftCodeBase is the data controller for personal data processed through this website and our client engagement workflows. Registered office: Elisabeth-Feller-Weg 28, 12205 Berlin, Germany. Privacy enquiries: [email protected].

1.2 Categories of Data We Process

We collect and process the following categories of personal data when you use our site or engage our services:

Identity data — full name, company name, role/title.
Contact data — business email address, telephone number, postal address.
Project data — architecture briefs, budgets, timelines, and technical requirements you submit.
Technical data — IP address, browser type, device identifiers, pages viewed, referral source (via essential analytics).
Contract data — statements of work, invoices, payment references, correspondence.

1.3 Purposes and Legal Bases

Contract performance (Art. 6(1)(b) GDPR) — to respond to inquiries, prepare proposals, deliver contracted engineering work, and manage billing.
Legitimate interests (Art. 6(1)(f) GDPR) — to secure our systems, improve service quality, and maintain professional correspondence with prospective and current clients.
Legal obligation (Art. 6(1)(c) GDPR) — to retain records required under German commercial and tax law.
Consent (Art. 6(1)(a) GDPR) — only where you have explicitly opted in (e.g., optional marketing messages). You may withdraw consent at any time.

1.4 Retention

Inquiry data is retained for up to 24 months after last contact unless a contract is executed. Contract, invoice, and tax records are retained for the statutory periods required under German law (typically 6–10 years). Technical logs are rotated on a short cycle not exceeding 12 months unless needed for security investigation.

1.5 Recipients and Processors

We do not sell personal data. Data may be shared with tightly controlled processors — including hosting providers within the European Union/EEA, email infrastructure providers, payment processors (Stripe), and professional advisors (legal, accounting) — each bound by data processing agreements that meet GDPR requirements.

1.6 International Transfers

Where processing involves transfers outside the EU/EEA, we rely on Standard Contractual Clauses (SCCs) or other lawful transfer mechanisms, and we apply supplementary technical safeguards appropriate to the sensitivity of the data.

1.7 Your Rights

Under the GDPR you have the right to access, rectify, erase, restrict, and port your personal data; to object to processing based on legitimate interests; and to withdraw consent where processing is consent-based. You may also lodge a complaint with a supervisory authority, including the Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit).

To exercise any right, contact [email protected] from the address associated with your request. We respond within one month of receipt, extendable for complex requests in accordance with GDPR timelines.

1.8 Security

We implement technical and organizational measures — including encryption in transit (TLS), access control, least-privilege administration, and encrypted backups — designed to protect personal data against unauthorized access, alteration, disclosure, or destruction.

02

Terms of Service

Commercial engagement terms

Entity: SwiftCodeBase

2.1 Parties and Scope

These Terms govern services provided by SwiftCodeBase (Elisabeth-Feller-Weg 28, 12205 Berlin, Germany; [email protected]) to the client identified in the applicable Statement of Work (SOW) or proposal. In the event of conflict, the SOW controls over these Terms for engagement-specific provisions.

2.2 Services and Deliverables

SwiftCodeBase provides web development, database engineering, server architecture, API design, cloud migration, performance auditing, and related technical services. Specific deliverables, acceptance criteria, milestones, and turnaround times are defined in writing for each engagement. Changes in scope are handled only through a written change order signed by both parties.

2.3 Fees, Invoicing, and Payment

Fees are quoted in EUR or USD as specified in the SOW and exclude VAT unless stated otherwise. Unless alternative terms are agreed in writing, 50% of the engagement fee is payable upon SOW signature and the balance on delivery or milestone completion. Invoices are due within 14 days of issue. Late payments may accrue statutory interest under German law and may suspend ongoing work until settled.

Secure payment links, where provided, are operated by our payment processor. SwiftCodeBase does not store full payment card details on its own systems.

2.4 Client Responsibilities

The client shall provide timely access to systems, credentials, documentation, feedback, and decision-makers reasonably required for delivery. Delays caused by missing inputs, delayed approvals, or third-party dependencies outside our control may extend the timeline correspondingly and may result in additional fees where agreed in the SOW.

2.5 Intellectual Property

Upon full payment of all fees due under the applicable SOW, SwiftCodeBase assigns to the client all worldwide intellectual property rights in the client-specific deliverables created under that SOW, excluding pre-existing materials, third-party components, and generic tools, methods, or frameworks developed independently of the engagement. Third-party open-source components remain subject to their respective license terms.

2.6 Confidentiality

Each party shall protect the other's confidential information with at least the same degree of care it uses for its own confidential information, and no less than reasonable care. Confidential information does not include information that is publicly available, independently developed, or rightfully received from a third party without duty of confidentiality.

2.7 Warranties

SwiftCodeBase warrants that services will be performed with reasonable skill and care consistent with industry standards for professional engineering work. Except as expressly stated in an SOW, services and deliverables are provided without other warranties, express or implied, including implied warranties of merchantability or fitness for a particular purpose. We warrant that our deliverables will materially conform to the written specifications in the SOW at the time of delivery; notification of non-conformity must be provided within 14 days of delivery so we may remedy it.

2.8 Limitation of Liability

To the fullest extent permitted by law, SwiftCodeBase's total aggregate liability arising out of or in connection with an engagement shall not exceed the total fees actually paid by the client under the relevant SOW in the 12 months preceding the claim. Neither party shall be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, or lost data, even if advised of the possibility. Nothing in these Terms limits liability for fraud, willful misconduct, or death or personal injury caused by negligence, or any liability that cannot be limited under applicable law.

2.9 Term and Termination

Either party may terminate an SOW for material breach if the breach remains uncured 14 days after written notice. Either party may terminate immediately if the other becomes insolvent. Upon termination, the client shall pay for all work performed and non-cancellable commitments incurred up to the effective termination date. Provisions on confidentiality, IP, liability, and payment survive termination.

2.10 Governing Law and Disputes

These Terms are governed by the laws of the Federal Republic of Germany, excluding conflict-of-law rules. The courts of Berlin shall have exclusive jurisdiction, subject to mandatory consumer protections where applicable. Parties shall first attempt good-faith resolution through direct negotiation before commencing formal proceedings.

03

Cookie Policy

Website tracking & storage

Applies to swiftcodebase.com

3.1 What Are Cookies

Cookies are small text files placed on your device when you visit a website. Similar technologies (local storage, session storage) may be used for the same purposes. This policy explains how SwiftCodeBase uses such technologies on this website.

3.2 Categories We Use

Strictly necessary — required for core site operation, security, and remembering your cookie consent choice via localStorage. These cannot be disabled through our consent banner without breaking basic functionality.
Preferences — optional settings such as UI preferences that improve your experience on subsequent visits.
Analytics — limited, aggregated measurement of page usage to help us improve content and performance. Where used, we configure tools to minimize data collection and retain data only as long as necessary.
Marketing — not used by default on this website. If introduced in the future, they will only run after explicit opt-in consent.

3.3 Third-Party Embeds

Our contact page embeds a Google Map. Loading that map may involve requests to Google infrastructure, which can set or read cookies according to Google's own policies. You can manage map-related preferences through Google's settings. We do not control Google's processing.

3.4 Managing Consent

On first visit you will see a consent banner. Accepting stores your choice in your browser's localStorage under the key cookie_accepted so the banner does not reappear on later visits. You can clear this at any time through your browser settings (clear site data / delete cookies), after which the banner will show again. You may also block or delete cookies through your browser controls; note that blocking strictly necessary storage may affect site functionality.

3.5 Do Not Track & Global Privacy Control

We honour the spirit of the Global Privacy Control (GPC) signal where practical by limiting optional cookies to those strictly necessary unless you have opted in. For questions about this policy, write to [email protected].

04

Refund Policy

Milestone payments & cancellations

Owner: SwiftCodeBase

4.1 General Principle

SwiftCodeBase delivers custom engineering work on a milestone or project basis. Because each engagement consumes specialist time and is tailored to your systems, refunds are governed by the principles below and by the specific SOW signed for your project. This policy is operated from Elisabeth-Feller-Weg 28, 12205 Berlin, Germany; questions: [email protected].

4.2 Before Work Starts

If you cancel an engagement in writing before any billable work has begun (that is, before the kick-off date or first delivery milestone, whichever comes first), any advance payments already made — net of non-refundable third-party costs already incurred on your behalf (for example, paid cloud credits, licensed fonts, or paid API keys) — will be refunded in full within 14 days of the cancellation request.

4.3 After Work Has Started

Once work has commenced, fees for completed milestones or pro-rata completed work are non-refundable. If you terminate mid-project, you remain responsible for payment of:

All milestones already completed and accepted (or deemed accepted under the SOW);
Work in progress on the current milestone, calculated pro-rata to completion percentage documented in our status reports;
Non-cancellable third-party commitments incurred solely for your project.

4.4 Non-Conforming Deliverables

If a delivered milestone materially fails to meet the written acceptance criteria in the SOW, notify us in writing within 14 days of delivery. We will, at our option, (a) re-perform the non-conforming work at no additional charge, or (b) issue a pro-rata refund for that milestone. This remedy is exclusive for non-conformity and does not cover changes in requirements, third-party outages, or client-side integration issues outside our deliverables.

4.5 Invoices and Payment Disputes

If you dispute an invoice, you must notify us in writing within 10 days of the invoice date, describing the disputed items in good faith. Undisputed portions remain due under the original terms. We will investigate promptly and work toward resolution before any escalation.

4.6 Statutory Rights

Nothing in this policy limits any mandatory rights you may have under applicable consumer protection law. Where you are a consumer and mandatory statutory cancellation rights apply, those rights take precedence over the commercial terms above to the extent of any conflict.

4.7 How to Request a Refund

Email [email protected] with: your company name, SOW/proposal reference, invoice numbers if any, a short description of the issue, and your preferred resolution. We acknowledge every request within two business days and aim to resolve refund matters within 14 days of receiving complete information.

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