SYSTEM PROTOCOLS
Last updated: July 2026 | VortexCoreLabs | Calle de Hortaleza 62, Madrid, Centro, España
PRIVACY PROTOCOL
1.1 Data Controller Identity
The data controller responsible for the processing of personal data under this Privacy Protocol is VortexCoreLabs, registered at Calle de Hortaleza 62, Madrid, Centro, España. All inquiries regarding data processing can be directed to [email protected].
1.2 Data Collection & Purpose
VortexCoreLabs collects and processes personal data exclusively for the following purposes:
- • Service delivery and API integration project execution
- • Communication regarding project status, deliverables, and support
- • Invoice processing and financial record-keeping as required by Spanish tax law
- • Legal compliance obligations under EU Regulation 2016/679 (GDPR)
1.3 Categories of Personal Data
The following categories of personal data may be processed: full name, email address, telephone number, company name, billing address, IP address, browser metadata, and project-related technical specifications. No special categories of personal data (Article 9 GDPR) are collected or processed.
1.4 Legal Basis for Processing
Personal data is processed on the following legal bases under Article 6(1) GDPR:
- • Consent (Art. 6(1)(a)) — When you submit a contact form or subscribe to communications
- • Contract Performance (Art. 6(1)(b)) — When processing is necessary for the execution of a service agreement
- • Legal Obligation (Art. 6(1)(c)) — When retention is required by applicable fiscal or commercial regulations
- • Legitimate Interest (Art. 6(1)(f)) — For security logging and service improvement analytics
1.5 Data Retention
Personal data is retained only for the duration necessary to fulfill the purposes for which it was collected. Project-related data is retained for a maximum of 5 years following the conclusion of the service agreement, in compliance with Spanish commercial record-keeping obligations. Contact form submissions not leading to a contractual relationship are purged after 12 months.
1.6 Data Transfers
VortexCoreLabs does not transfer personal data to third countries outside the European Economic Area without implementing appropriate safeguards as defined in Chapter V of the GDPR, including Standard Contractual Clauses (SCCs) or adequacy decisions. Third-party service providers (hosting, payment processing) are contractually bound to GDPR compliance.
1.7 Data Subject Rights
Under Articles 15–22 GDPR, you have the following rights:
- • Right of Access — Obtain confirmation of processing and a copy of your data
- • Right to Rectification — Correct inaccurate or incomplete personal data
- • Right to Erasure — Request deletion where no legal retention obligation exists
- • Right to Restriction — Limit processing under specific circumstances
- • Right to Data Portability — Receive your data in a structured, machine-readable format
- • Right to Object — Object to processing based on legitimate interest
- • Right to Withdraw Consent — Withdraw consent at any time without affecting prior lawful processing
To exercise any of these rights, contact our Data Protection Officer at [email protected]. Requests will be addressed within 30 calendar days.
1.8 Supervisory Authority
If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos — AEPD) at www.aepd.es.
REFUND CONDITIONS
3.1 Scope of Applicability
This Refund Policy applies to all services rendered by VortexCoreLabs, headquartered at Calle de Hortaleza 62, Madrid, Centro, España. By engaging our services, you acknowledge and agree to the refund conditions outlined herein.
3.2 Pre-Project Cancellation
If a project is cancelled before any work has commenced, a full refund of any advance payment will be issued within 14 business days. Cancellation must be communicated in writing to [email protected].
3.3 Mid-Project Cancellation
Projects cancelled after work has commenced are subject to the following conditions:
- • Payment for all completed milestones up to the date of cancellation is non-refundable
- • Deposits securing project slots are non-refundable once work allocation has begun
- • Any prepaid amount exceeding the value of completed work will be refunded proportionally within 30 business days
- • All completed deliverables and intellectual property developed prior to cancellation remain the property of VortexCoreLabs until full payment is received
3.4 Post-Delivery Disputes
If a delivered service does not meet the specifications agreed upon in the project scope document, VortexCoreLabs will, at its discretion, either remedy the deficiency at no additional cost or issue a partial refund proportional to the non-conforming portion of the deliverable. Disputes must be raised within 14 calendar days of delivery. Claims submitted after this window will be reviewed on a case-by-case basis.
3.5 Non-Refundable Items
The following are explicitly non-refundable:
- • Third-party licensing fees, domain registrations, and hosting deposits
- • Consulting and advisory sessions already conducted
- • Work completed under approved change orders
3.6 Refund Processing
Approved refunds are processed via the original payment method within 14–30 business days. Bank transfer refunds may require additional processing time depending on the financial institution. VortexCoreLabs reserves the right to deduct applicable transaction fees from the refund amount.
TERMS OF OPERATION
4.1 Acceptance of Terms
By accessing the website and services of VortexCoreLabs, located at Calle de Hortaleza 62, Madrid, Centro, España, you agree to be bound by these Terms of Service. If you do not accept these terms, you must refrain from using our services.
4.2 Scope of Services
VortexCoreLabs provides custom API development, third-party web service integration, and related digital infrastructure services. The specific scope, deliverables, timeline, and pricing for each project are defined in individual Service Agreements executed between VortexCoreLabs and the client.
4.3 Intellectual Property
Upon full payment of all invoiced amounts, the client receives a perpetual, non-exclusive license to use all deliverables produced under the Service Agreement. VortexCoreLabs retains ownership of pre-existing frameworks, libraries, and development tools used in the creation of deliverables. Source code ownership transfer, where applicable, must be explicitly stipulated in the Service Agreement.
4.4 Confidentiality
Both parties agree to maintain the confidentiality of proprietary information exchanged during the course of a project. This obligation survives the termination of the Service Agreement for a period of 24 months. Confidential information includes but is not limited to: business strategies, technical specifications, API credentials, database schemas, and client data.
4.5 Limitation of Liability
VortexCoreLabs shall not be liable for indirect, incidental, consequential, or punitive damages arising from the use of its services. Total aggregate liability under any Service Agreement shall not exceed the total fees paid by the client under that specific agreement. VortexCoreLabs is not responsible for downtime, data loss, or service interruptions caused by third-party infrastructure providers, force majeure events, or client-initiated configuration changes.
4.6 Payment Terms
Unless otherwise specified in the Service Agreement, the following payment terms apply:
- • A deposit of 40% is required before project initiation
- • Progress payments are invoiced at agreed milestone completions
- • Final payment is due within 14 days of final delivery
- • Late payments incur a penalty of 1.5% per month on the outstanding balance
4.7 Service Availability
VortexCoreLabs guarantees a service availability of 99.5% measured on a monthly basis, excluding scheduled maintenance windows communicated at least 48 hours in advance. Service Level Agreements (SLAs) for specific integration projects are defined individually in the corresponding Service Agreement.
4.8 Governing Law & Dispute Resolution
These Terms of Service are governed by the laws of Spain and the European Union. Any disputes arising from or in connection with these terms shall first be submitted to mediation. If mediation fails within 60 days, disputes shall be submitted to the exclusive jurisdiction of the courts of Madrid, Spain.
4.9 Amendments
VortexCoreLabs reserves the right to amend these Terms of Service at any time. Material changes will be communicated via email to active clients at least 30 days before taking effect. Continued use of services after the effective date constitutes acceptance of the amended terms.