Legal Disclosures & Governance
Document Ref: CHS-LEGAL-2026 // Last Revised: September 2026 // Classification: Public
| REV. | DATE | AUTHOR | DESCRIPTION |
|---|---|---|---|
| 00 | 2026-09-01 | CHS Legal Dept. | Initial document release |
| 01 | 2026-09-22 | CHS Legal Dept. | Updated terms and refund policy |
§ 1.0 Corporate Registry Identification
Entity: CodeHarborSystems
Registered Address: 51063 Fritz-Lehmann-Str. 6, Köln, Germany
Electronic Correspondence: [email protected]
Direct Line: +49 151 48291047
Primary Activity: Web Application Development, Database Architecture, Backend Engineering
§ 2.0 Privacy Policy
§ 2.1 Data Controller
CodeHarborSystems, registered at 51063 Fritz-Lehmann-Str. 6, Köln, Germany, acts as the data controller for all personal information collected through this website. Our designated contact for data protection inquiries is [email protected].
§ 2.2 Information We Collect
We collect personal data you voluntarily provide when submitting work-order requisitions, including: full name, email address, phone number, company entity, project scope preferences, and project specifications. We also automatically collect technical data such as IP address, browser type, operating system, and page interaction metrics through functional cookies.
§ 2.3 Purpose of Processing
Personal data is processed exclusively for: (a) responding to project inquiries and delivering technical proposals; (b) executing contracted engineering services; (c) maintaining ongoing client communication; (d) fulfilling statutory tax and accounting obligations; and (e) ensuring platform security and fraud prevention.
§ 2.4 Data Retention
Personal data is retained for the duration necessary to fulfill the purposes outlined herein. Project-related data is retained for 5 years following contract completion to comply with German tax retention requirements (AO § 147). Data submitted through contact forms is retained for 24 months from the last interaction.
§ 2.5 Data Security
All personal data is stored within encrypted EU-hosted infrastructure compliant with ISO/IEC 27001 standards. We implement industry-standard technical and organizational measures including TLS 1.3 encryption, access controls, and regular security audits to protect your information against unauthorized access, alteration, or destruction.
§ 2.6 Third-Party Sharing
We do not sell, rent, or distribute personal information to unauthorized third parties. Data may be shared with: (a) essential service providers (hosting, payment processing) bound by data processing agreements; (b) legal authorities when required by applicable law; or (c) successor entities in the event of a merger or acquisition.
§ 2.7 Your Rights
Under the General Data Protection Regulation (EU) 2016/679, you have the right to: access your personal data, rectify inaccurate data, request erasure (“right to be forgotten”), restrict processing, data portability, object to processing, and lodge a complaint with the supervisory authority (Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen).
§ 3.0 Terms of Service
§ 3.1 Scope of Services
CodeHarborSystems provides web application development, database architecture design, modular backend engineering, API integration, cloud infrastructure setup, security auditing, performance optimization, and ongoing maintenance services as described in individual Statements of Work (SOW) and service datasheets presented on this website.
§ 3.2 Engagement Terms
All services are governed by explicitly contracted Statements of Work executed between the Client and CodeHarborSystems. Pricing displayed on this website represents baseline investment figures. Final project costs are confirmed in the executed SOW following scope analysis and discovery.
§ 3.3 Payment Terms
Invoices are payable within 14 days of issuance unless otherwise specified in the SOW. A 50% deposit is required before project commencement. Remaining balances are due upon project completion and client acceptance. Late payments accrue interest at a rate of 9 percentage points above the European Central Bank base rate per annum.
§ 3.4 Intellectual Property Transfer
Upon complete settlement of all agreed commercial invoices, CodeHarborSystems assigns all worldwide intellectual property rights in the client-specific software deliverables, design tokens, source code, and digital assets directly to the Client. Pre-existing frameworks and libraries remain the property of their respective authors.
§ 3.5 Client Obligations
The Client shall: (a) provide timely access to necessary systems, credentials, and documentation; (b) respond to milestone review requests within 5 business days; (c) ensure all provided content and materials do not infringe third-party intellectual property rights; and (d) designate a single point of contact for project communications.
§ 3.6 Limitation of Liability
CodeHarborSystems’ aggregate liability under any SOW shall not exceed the total fees paid by the Client under that SOW. CodeHarborSystems shall not be liable for indirect, incidental, consequential, or punitive damages. This limitation does not apply to liability arising from gross negligence or willful misconduct.
§ 3.7 Governing Law
These terms and all engagement agreements are governed by the laws of the Federal Republic of Germany. The place of jurisdiction for any disputes is Köln, Germany, unless mandatory consumer protection provisions apply.
§ 5.0 Refund & Reimbursement Policy
§ 5.1 Pre-Project Deposits
The 50% deposit paid before project commencement is fully refundable if the Client cancels the engagement before any development work has begun. If CodeHarborSystems has already initiated discovery, architecture, or development work, the deposit is non-refundable proportional to the work completed.
§ 5.2 Completed Deliverables
Payments for completed and accepted deliverables are non-refundable. Upon intellectual property transfer and project acceptance, all fees are considered settled. Disputes regarding deliverable quality must be raised in writing within 14 days of delivery.
§ 5.3 Monthly SLA Retainers
Monthly SLA maintenance retainers may be cancelled with 30 days’ written notice. The current billing period is non-refundable. Outstanding work-in-progress will be delivered within the notice period.
§ 5.4 Refund Process
Refund requests must be submitted in writing to [email protected] with the project reference number and detailed justification. Approved refunds are processed within 14 business days to the original payment method. Processing fees are non-refundable.
§ 5.5 Dispute Resolution
Any disputes arising from refund requests shall first be addressed through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to the competent court in Köln, Germany, in accordance with German law.
DOC-REF: CHS-LEGAL-2026 // REV. 01 // CLASSIFICATION: PUBLIC
← RETURN TO OVERVIEW