Legal Documentation
LEGAL
Last Updated: January 2026
PRIVACY POLICY
1. Data Controller
VisualPilotStudio, registered at Silkeborgvej 112, 8000 Aarhus C, Denmark, is the data controller responsible for the processing of personal data collected through this website (hereinafter "the Website"). Contact: [email protected].
2. Categories of Personal Data Collected
We collect and process the following categories of personal data when you interact with our Website:
a) Identity Data: full name, company name.
b) Contact Data: email address, telephone number, postal address.
c) Technical Data: IP address, browser type and version, operating system, referring URLs, device identifiers, and usage data collected through cookies and similar technologies.
d) Communication Data: any information you provide when contacting us via forms, email, or telephone.
3. Legal Basis for Processing
We process your personal data on the following legal bases under the EU General Data Protection Regulation (GDPR):
a) Consent (Article 6(1)(a)): when you voluntarily submit information through our contact forms.
b) Performance of a contract (Article 6(1)(b)): when processing is necessary for the performance of a design service agreement.
c) Legitimate interest (Article 6(1)(f)): for website analytics, security monitoring, and business administration purposes, provided such interests are not overridden by your fundamental rights.
4. Purpose of Processing
Your personal data is collected and processed for the following purposes:
a) To respond to your inquiries and provide requested design service quotations.
b) To perform and deliver commissioned graphic design work.
c) To manage ongoing client relationships and project communications.
d) To comply with legal and regulatory obligations under Danish and EU law.
e) To monitor and improve Website performance, security, and user experience.
5. Data Retention
We retain personal data 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. Project-related data is retained for the duration of the active engagement plus 5 years, in accordance with Danish bookkeeping regulations (Bogføringsloven). Technical log data is automatically purged after 12 months.
6. Data Sharing and Third Parties
We do not sell, trade, or rent personal data to third parties. Personal data may be shared with:
a) Hosting and infrastructure providers (for website operation).
b) Email communication service providers (for client correspondence).
c) Payment processing partners (for invoicing and transaction processing).
d) Legal and tax advisors (when legally required).
All third-party processors are bound by Data Processing Agreements (DPAs) ensuring GDPR-compliant handling of your data.
7. International Data Transfers
If personal data is transferred outside the European Economic Area (EEA), we ensure adequate protection through Standard Contractual Clauses (SCCs) approved by the European Commission or other appropriate safeguards under Article 46 of the GDPR.
8. Your Rights Under GDPR
You have the following rights regarding your personal data:
a) Right of Access (Article 15): obtain a copy of the personal data we hold about you.
b) Right to Rectification (Article 16): request correction of inaccurate or incomplete data.
c) Right to Erasure (Article 17): request deletion of your personal data ("right to be forgotten").
d) Right to Restriction (Article 18): request restriction of processing in certain circumstances.
e) Right to Data Portability (Article 20): receive your data in a structured, machine-readable format.
f) Right to Object (Article 21): object to processing based on legitimate interests or direct marketing.
g) Right to Withdraw Consent (Article 7(3)): withdraw consent at any time where processing is based on consent.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
9. Right to Lodge a Complaint
If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet):
Address: Bredgade 20, 1260 Kbenhavn K, Denmark
Website: www.datatilsynet.dk
10. Data Security
VisualPilotStudio implements appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (TLS/SSL), access controls, regular security audits, and staff training on data protection obligations.
11. Changes to This Policy
We reserve the right to update this Privacy Policy at any time. Material changes will be communicated via the Website or by direct email to affected clients. The "Last Updated" date at the top of this document indicates the most recent revision.
Last Updated: January 2026
REFUND POLICY
1. Scope
This Refund Policy applies to all graphic design services provided by VisualPilotStudio, registered at Silkeborgvej 112, 8000 Aarhus C, Denmark. It governs refunds for project commissions, retainer agreements, and any prepaid design services.
2. Project Cancellation Before Commencement
If a project is cancelled before any design 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. Project Cancellation After Commencement
If a project is cancelled after work has begun:
a) A refund will be calculated proportionally based on the percentage of work completed at the time of cancellation.
b) All work completed up to the cancellation date remains the property of VisualPilotStudio and will not be delivered unless full payment for completed milestones is received.
c) Any non-recoverable third-party costs (stock imagery, font licenses, printing fees) incurred on behalf of the client are non-refundable.
4. Milestone-Based Projects
For projects structured around defined milestones:
a) Payment for each milestone is due upon delivery of that milestone's deliverables.
b) If a specific milestone deliverable is materially defective and cannot be corrected within a reasonable revision window, a refund for that milestone will be issued.
c) Completed and accepted milestones are non-refundable.
5. Revision Policy
Each project scope includes a defined number of revision rounds (communicated in the project proposal). Additional revision rounds beyond the agreed scope are billed separately. Revisions are defined as modifications to existing deliverables, not new feature requests or scope expansions.
6. Refund Processing
Approved refunds are processed within 14 business days via the original payment method. Refund amounts will exclude any applicable transaction fees charged by payment processors, which are non-recoverable.
7. Dispute Resolution
In the event of a dispute regarding refunds, both parties agree to attempt resolution through direct negotiation before pursuing formal legal proceedings. Disputes shall be subject to the jurisdiction of the courts of Aarhus, Denmark.
8. Contact
To request a refund or discuss this policy, contact us at [email protected] or call +45 63 41 98 23.
Last Updated: January 2026
TERMS OF SERVICE
1. Acceptance of Terms
By engaging the services of VisualPilotStudio, registered at Silkeborgvej 112, 8000 Aarhus C, Denmark (hereinafter "the Company"), you (hereinafter "the Client") agree to be bound by these Terms of Service. These terms constitute a legally binding agreement between the Client and the Company.
2. Scope of Services
The Company provides graphic design services including but not limited to: brand identity design, print design, digital design, motion graphics, UI/UX design, packaging design, typography, illustration, and photo retouching. The specific scope, deliverables, timeline, and pricing for each engagement are defined in a written project proposal or statement of work (SOW) agreed upon by both parties.
3. Project Proposals and Acceptance
a) All projects begin with a written proposal outlining scope, deliverables, timeline, and fees.
b) The Client must provide written approval (email confirmation or signed document) before work commences.
c) Any changes to the approved scope must be documented through a formal change order, which may affect timeline and fees.
4. Fees and Payment Terms
a) All fees are quoted in Euros (EUR) unless otherwise specified.
b) Invoices are issued per the payment schedule defined in the project proposal (typically: 50% upfront, 50% on completion; or milestone-based).
c) Payment is due within 14 days of invoice date unless otherwise agreed.
d) Late payments incur a statutory interest rate of 8% per annum plus a fixed recovery fee of EUR 40, in accordance with EU Directive 2011/7/EU on late payments.
e) The Company reserves the right to pause work on any project where payments are overdue by more than 14 days.
5. Intellectual Property and Ownership
a) Upon full payment of all applicable fees, the Client receives full ownership and unrestricted usage rights to all final deliverables produced under the project scope.
b) The Company retains the right to display completed work in its portfolio, case studies, and promotional materials unless the Client objects in writing prior to project completion.
c) Work-in-progress files, source files, and preliminary concepts remain the property of the Company until full payment is received.
d) The Company retains ownership of all proprietary tools, templates, frameworks, and methodologies used in the creation of deliverables.
6. Confidentiality
Both parties agree to maintain the confidentiality of proprietary information shared during the course of the engagement. This includes business strategies, trade secrets, unreleased product information, and financial data. This obligation survives the termination of the agreement for a period of 3 years.
7. Limitation of Liability
The Company's total liability under any engagement shall not exceed the total fees paid by the Client for the specific project giving rise to the claim. The Company shall not be liable for indirect, incidental, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities.
8. Warranty and Deliverables
a) The Company warrants that all deliverables will conform to the specifications defined in the approved project proposal.
b) The Client has 7 business days from delivery to review deliverables and request corrections for any material deviations from the agreed scope.
c) After the review period, deliverables are deemed accepted unless the Client provides written notice of specific deficiencies.
d) The Company does not warrant specific business outcomes (traffic increases, conversion rates, sales) resulting from the use of deliverables.
9. Termination
a) Either party may terminate this agreement with 14 days' written notice.
b) In the event of termination, the Client is responsible for payment of all work completed and expenses incurred up to the termination date.
c) The Company may terminate immediately if the Client breaches material terms of this agreement, including non-payment.
10. Force Majeure
Neither party shall be liable for delays or failures in performance resulting from causes beyond reasonable control, including natural disasters, pandemics, war, government actions, power failures, or internet disruptions.
11. Governing Law and Jurisdiction
These Terms of Service are governed by the laws of Denmark. Any disputes arising from or related to these terms shall be subject to the exclusive jurisdiction of the courts of Aarhus, Denmark.
12. Severability
If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
13. Contact
For questions regarding these Terms of Service, contact:
VisualPilotStudio
Silkeborgvej 112, 8000 Aarhus C, Denmark
Email: [email protected]
Phone: +45 63 41 98 23