number7even Terms and Conditions™

number7even UG (haftungsbeschränkt)

Last Updated: October 27, 2024

PREAMBLE
These Terms and Conditions reflect the digital alchemy we bring to every client engagement, transforming business challenges into innovative digital solutions.

1. GENERAL PROVISIONS

1.1 Scope of Application
These Terms and Conditions (hereinafter referred to as “Terms”) govern all business relationships and service provisions between number7even UG (haftungsbeschränkt), registered at Eisolzriederstrasse 12, 80999 München, Germany (hereinafter referred to as “Agency”, “we”, “us”, “our”) and our clients (hereinafter referred to as “Client”, “you”, “your”).

These Terms apply to all current and future business relationships, even if not explicitly referenced in subsequent agreements. Any terms and conditions of the Client that conflict with or deviate from these Terms shall not be recognized unless explicitly agreed to in writing by the Agency.

1.2 Definitions

1.2.1 “Services” encompasses our comprehensive digital transformation offerings:

a) AI and Automation Solutions:
– Custom AI model development and implementation
– Process automation and optimization
– Intelligent chatbot development
– Machine learning solutions
– Data analytics and insights
– Workflow automation systems

b) Creative Direction and Strategy Services:
– Brand strategy development
– Digital marketing strategy
– Creative concept development
– Visual identity creation
– Content strategy
– Innovation workshops

c) Digital Experience Design:
– User experience (UX) design
– User interface (UI) design
– Service design
– Interaction design
– Prototyping and testing
– Digital product design

d) Business Transformation Consulting:
– Digital transformation strategy
– Change management
– Process optimization
– Innovation consulting
– Technology adoption planning
– Digital leadership development

e) Emerging Technology Integration:
– Cloud solutions implementation
– IoT integration
– Blockchain solutions
– AR/VR implementations
– API development and integration
– System modernization

1.2.2 “Deliverables” specifically includes:

a) Software and Applications:
– Custom software solutions
– Mobile applications
– Web applications
– Integration solutions
– APIs and middleware
– Automation scripts

b) Digital Assets:
– Design files
– Brand assets
– Digital content
– Visual elements
– Interactive components
– Multimedia content

c) Documentation:
– Technical specifications
– User manuals
– System documentation
– Process documentation
– Training materials
– Implementation guides

1.3 Contract Formation

1.3.1 Contract Formation Requirements:
a) Written Proposal Acceptance:
– Signed proposal document
– Written confirmation email
– Digital signature via approved platforms
– Countersigned statement of work

b) Service Agreement Requirements:
– Detailed scope of work
– Timeline specifications
– Payment terms
– Deliverable descriptions
– Acceptance criteria
– Change management procedures

1.4 Order of Precedence

In case of conflicting terms, the following hierarchy applies:

1. Individual Service Agreements
2. Special Terms for Specific Services
3. These General Terms and Conditions
4. Project Specifications
5. Proposals and Quotations
6. General Communication

2. SERVICE PROVISION

2.1 Service Quality Standards

The Agency commits to:
– Industry best practice adherence
– Current technology standards
– Professional skill application
– Regular quality assurance
– Continuous improvement
– Innovation integration

2.2 CLIENT OBLIGATIONS

2.2.1 Essential Client Responsibilities

a) Information and Materials Provision:
– Complete and accurate project requirements
– Brand guidelines and assets
– Access credentials when required
– Technical documentation
– Existing system information
– Content and copy as needed

b) Decision Making and Approvals:
– Designated approval authority
– Response within agreed timeframes
– Clear feedback provision
– Stage-gate sign-offs
– Change request decisions
– Final acceptance procedures

c) Project Participation:
– Attendance at scheduled meetings
– Timely review of deliverables
– Resource availability as agreed
– Stakeholder engagement
– Testing participation
– Training attendance

2.2.2 Timeline Compliance:
– Meeting agreed deadlines
– Providing timely feedback
– Adhering to approval schedules
– Communicating delays promptly
– Managing internal stakeholders
– Coordinating third parties

2.2.3 System Access and Resources:
– Providing necessary credentials
– Ensuring system availability
– Arranging security clearances
– Facilitating third-party access
– Supporting technical requirements
– Maintaining infrastructure

2.3 AGENCY OBLIGATIONS

2.3.1 Professional Service Delivery

a) Quality Standards:
– Industry best practices application
– Current technology standards
– Professional expertise
– Quality assurance processes
– Regular testing and validation
– Performance optimization

b) Project Management:
– Clear communication channels
– Regular status updates
– Risk management
– Issue resolution
– Change management
– Documentation maintenance

c) Technical Excellence:
– Current technology stack
– Security best practices
– Performance optimization
– Scalability considerations
– Future-proofing
– Innovation integration

2.3.2 Confidentiality Maintenance:
– Data protection measures
– Information security
– Access control
– Secure communication
– Document protection
– Privacy compliance

3. COMMUNICATION AND PROJECT MANAGEMENT

3.1 Project Governance Framework

3.1.1 Meeting Structure:
a) Regular Status Meetings:
– Weekly progress reviews
– Sprint planning sessions
– Retrospective meetings
– Stakeholder updates
– Technical reviews
– Quality assurance reviews

b) Documentation Requirements:
– Meeting minutes
– Action items
– Decision logs
– Risk registers
– Change requests
– Progress reports

3.1.2 Progress Tracking:
– Milestone monitoring
– Timeline adherence
– Budget tracking
– Resource allocation
– Quality metrics
– Risk assessment

3.2 Communication Protocol

3.2.1 Official Communication Channels:
a) Primary Channels:
– Project management system
– Official email
– Video conferencing
– Document sharing
– Instant messaging
– Code repositories

b) Documentation Requirements:
– Written confirmation
– Change requests
– Approval documentation
– Issue logging
– Decision recording
– Meeting minutes

3.3 Response Time Framework

3.3.1 Standard Response Times:

a) Critical Issues (4 Business Hours):
– System outages
– Security incidents
– Data breaches
– Production blockers
– Critical bugs
– Emergency changes

b) Normal Requests (1 Business Day):
– Feature requests
– General questions
– Non-critical bugs
– Configuration changes
– Documentation requests
– Status updates

c) General Inquiries (2 Business Days):
– Information requests
– Clarifications
– Future planning
– General feedback
– Documentation
– Administrative matters

4. CONFIDENTIALITY

4.1 Confidential Information Scope

4.1.1 Protected Information:

a) Business Information:
– Strategic plans
– Financial data
– Market strategies
– Client lists
– Pricing models
– Business processes

b) Technical Information:
– Source code
– Architecture designs
– Security measures
– Access credentials
– Technical specifications
– Development methods

c) Intellectual Property:
– Trade secrets
– Proprietary methods
– Innovation concepts
– Design patterns
– Custom solutions
– Research findings

4.2 Protection Measures

4.2.1 Security Requirements:

a) Technical Measures:
– Encryption protocols
– Access controls
– Secure storage
– Monitoring systems
– Backup procedures
– Security testing

b) Organizational Measures:
– Staff training
– Access policies
– Security procedures
– Audit trails
– Incident response
– Compliance monitoring

4.3 Confidentiality Exclusions

4.3.1 Non-Applicable Information:

a) Public Domain:
– Published information
– Public records
– General knowledge
– Industry standards
– Public documentation
– Open source materials

b) Independent Development:
– Parallel development
– Independent creation
– Common knowledge
– Industry practices
– Standard methods
– Public techniques

c) Third Party Disclosure:
– Legal requirements
– Court orders
– Regulatory compliance
– Government requests
– Auditor requirements
– Contractual obligations

5. INTELLECTUAL PROPERTY RIGHTS

5.1 Agency IP Rights
5.1.1 The Agency retains ownership of:
– Pre-existing intellectual property
– Methodologies and frameworks
– Development tools and platforms
– Generic components and solutions
– Non-client specific know-how

5.1.2 Agency Tools include:
– Custom software frameworks
– Development methodologies
– Design templates
– Process automation tools
– Analytics frameworks

5.2 Client IP Rights
5.2.1 The Client retains ownership of:
– Provided materials and content
– Existing branding elements
– Proprietary business information
– Client-specific data
– Pre-existing client software

5.3 Project Deliverables
5.3.1 Upon full payment, the Client receives:
– Usage rights for final deliverables
– License to deploy custom solutions
– Rights to modify provided content
– Implementation documentation

5.3.2 License Restrictions:
– No resale or redistribution
– No white-labeling without agreement
– No competitor access
– No reverse engineering
– Geographic limitations as specified

5.4 Third-Party Materials
5.4.1 For third-party components:
– Licenses secured by Agency
– Pass-through terms identified
– Usage restrictions documented
– Ongoing costs disclosed

6. DATA PROTECTION AND PRIVACY

6.1 GDPR Compliance
6.1.1 The Agency commits to:
– GDPR principles adherence
– Data minimization
– Purpose limitation
– Storage limitation
– Integrity and confidentiality

6.1.2 Legal Bases for Processing:
– Contract performance
– Legal obligations
– Legitimate interests
– Explicit consent where required

6.2 Data Processing Agreement
6.2.1 Where applicable, includes:
– Processing purposes
– Data categories
– Subject rights management
– Security measures
– Sub-processor requirements

6.2.2 Agency Obligations:
– Process data only on instructions
– Ensure staff confidentiality
– Implement security measures
– Assist with subject requests
– Support compliance documentation

6.3 Security Measures
6.3.1 Technical measures:
– Encryption at rest and in transit
– Access control systems
– Monitoring and logging
– Backup procedures
– Incident response protocols

6.3.2 Organizational measures:
– Staff training
– Access management
– Security policies
– Regular audits
– Documentation maintenance

6.4 Data Breach Procedures
6.4.1 In case of breach:
– Prompt client notification
– Authority notification if required
– Impact assessment
– Mitigation measures
– Documentation requirements

7. SERVICE-SPECIFIC TERMS

7.1 AI and Automation Solutions
7.1.1 Implementation Terms:
– Training data requirements
– Model accuracy expectations
– Performance metrics
– Maintenance requirements
– Update procedures

7.1.2 Usage Limitations:
– Authorized use cases
– Processing restrictions
– Scalability parameters
– Integration requirements
– Support boundaries

7.2 Creative Services
7.2.1 Approval Process:
– Review cycles defined
– Revision limitations
– Final approval procedures
– Archive requirements
– Usage rights specification

7.2.2 Quality Standards:
– Design specifications
– Brand compliance
– Technical requirements
– Delivery formats
– Quality assurance processes

7.3 Digital Experience Design
7.3.1 Development Standards:
– Coding guidelines
– Platform requirements
– Performance criteria
– Testing procedures
– Documentation standards

7.3.2 Acceptance Criteria:
– Functionality requirements
– Performance benchmarks
– Compatibility standards
– User acceptance testing
– Sign-off procedures

7.4 Business Transformation
7.4.1 Consulting Terms:
– Engagement scope
– Deliverable definitions
– Implementation support
– Knowledge transfer
– Success metrics

7.4.2 Client Responsibilities:
– Resource allocation
– Access provision
– Decision-making timeline
– Implementation commitment
– Change management support

7.5 Technology Integration
7.5.1 Technical Requirements:
– System specifications
– Integration points
– Performance criteria
– Security requirements
– Maintenance standards

7.5.2 Support Terms:
– Support levels
– Response times
– Resolution targets
– Escalation procedures
– Maintenance windows

8. ENHANCED DATA PROTECTION AND PRIVACY PROVISIONS

8.1 Extended GDPR Implementation
8.1.1 Data Processing Activities:
– Client data processing records
– Employee data handling
– Marketing data management
– Analytics data processing
– Service delivery data

8.1.2 Cross-Border Data Transfers:
– Standard contractual clauses
– Transfer impact assessments
– Third country safeguards
– Data localization requirements
– Transfer documentation

8.1.3 Data Subject Rights Management:
– Access request procedures
– Rectification processes
– Erasure protocols
– Portability mechanisms
– Objection handling
– Automated decision-making opt-outs

8.2 Technical Data Protection Measures
8.2.1 Infrastructure Security:
– Cloud security protocols
– Network protection measures
– Access control systems
– Encryption standards
– Backup procedures

8.2.2 Application Security:
– Development security standards
– Code review procedures
– Vulnerability testing
– Patch management
– Security monitoring

8.3 Data Retention and Deletion
8.3.1 Retention Periods:
– Active project data: Duration + 3 years
– Financial records: 10 years
– Marketing data: 2 years
– Analytics data: 14 months
– Communication records: 3 years

8.3.2 Deletion Procedures:
– Secure erasure methods
– Backup removal
– Archive management
– Hardware disposal
– Third-party data removal

9. COMPREHENSIVE SERVICE-SPECIFIC TERMS

9.1 AI and Automation Solutions
9.1.1 Data Training and Model Development:
– Data quality requirements
– Model training procedures
– Performance benchmarks
– Accuracy metrics
– Bias prevention measures

9.1.2 AI Solution Deployment:
– Implementation phases
– Testing requirements
– Monitoring systems
– Performance optimization
– Maintenance schedules

9.1.3 Automation Specific Terms:
– Process documentation
– Success metrics
– Error handling
– Fallback procedures
– Human oversight requirements

9.2 Creative and Digital Services
9.2.1 Project Management:
– Milestone definitions
– Review cycles
– Approval procedures
– Change management
– Quality assurance

9.2.2 Creative Rights and Usage:
– License scope
– Usage restrictions
– Attribution requirements
– Modification rights
– Portfolio usage rights

9.3 Digital Experience Implementation
9.3.1 Development Standards:
– Technology stack requirements
– Code quality standards
– Performance criteria
– Security requirements
– Documentation standards

9.3.2 User Experience Requirements:
– Accessibility compliance
– Mobile optimization
– Performance benchmarks
– User testing procedures
– Analytics implementation

9.4 Technology Integration Services
9.4.1 Integration Standards:
– API documentation
– Security protocols
– Performance requirements
– Scalability standards
– Monitoring requirements

9.4.2 Service Level Agreements:
– Availability metrics
– Response times
– Resolution targets
– Maintenance windows
– Support levels

10. LEGAL AND COMMERCIAL TERMS

10.1 Service Delivery Framework
10.1.1 Project Initiation:
– Requirements documentation
– Scope definition
– Timeline establishment
– Resource allocation
– Risk assessment

10.1.2 Quality Assurance:
– Testing procedures
– Acceptance criteria
– Performance metrics
– Review processes
– Documentation standards

10.2 Payment Terms
10.2.1 Fee Structure:
– Service pricing
– Payment schedules
– Additional costs
– Currency specifications
– Tax considerations

10.2.2 Payment Conditions:
– Invoice terms
– Late payment penalties
– Dispute procedures
– Refund policies
– Price adjustment clauses

10.3 Liability and Insurance
10.3.1 Liability Limitations:
– Scope of liability
– Damage caps
– Exclusion clauses
– Force majeure provisions
– Mitigation requirements

10.3.2 Insurance Requirements:
– Coverage types
– Minimum amounts
– Policy maintenance
– Claim procedures
– Certificate provisions

10.4 Warranty Terms
10.4.1 Service Warranties:
– Quality standards
– Performance guarantees
– Compliance assurance
– Technical specifications
– Time commitments

10.4.2 Warranty Limitations:
– Exclusion causes
– Claim procedures
– Resolution processes
– Time limitations
– Remedy specifications

11. DISPUTE RESOLUTION PROCEDURES

11.1 Amicable Resolution
11.1.1 Initial Process:
– Written notification of dispute
– Management level discussion
– 30-day resolution period
– Documentation requirements
– Mediation option

11.1.2 Escalation Procedure:
– Senior management involvement
– Joint resolution committee
– External expert consultation
– Timeline for each step
– Cost sharing arrangements

11.2 Mediation
11.2.1 Mediation Process:
– Conducted in Munich, Germany
– German language proceedings
– Mediator selection process
– Cost allocation
– Confidentiality requirements

11.2.2 Mediation Framework:
– Munich Chamber of Commerce rules
– Time limitations (60 days)
– Documentation requirements
– Participant requirements
– Outcome implementation

11.3 Legal Proceedings
11.3.1 Court Jurisdiction:
– Exclusive jurisdiction: Munich Courts
– German law application
– Language of proceedings: German
– Document requirements
– Legal representation

12. CONTRACT TERMINATION CONDITIONS

12.1 Termination Rights
12.1.1 Ordinary Termination:
– 90 days written notice
– Project completion requirements
– Handover procedures
– Final payment terms
– Asset return process

12.1.2 Extraordinary Termination:
– Material breach conditions
– Immediate effect circumstances
– Insolvency situations
– Regulatory requirements
– Force majeure events

12.2 Termination Consequences
12.2.1 Project Closure:
– Work in progress completion
– Deliverable handover
– Documentation transfer
– License implications
– Data return/deletion

12.2.2 Financial Settlement:
– Work completed payment
– Cancellation fees
– Resource reallocation costs
– Third-party obligations
– Refund conditions

13. FINAL LEGAL PROVISIONS

13.1 Contract Modifications
13.1.1 Amendment Procedures:
– Written form requirement
– Authorized signatories
– Version control
– Notice requirements
– Implementation timeline

13.2 Severability Clause
13.2.1 Invalid Provisions:
– Partial invalidity effects
– Replacement provisions
– Legal compliance
– Economic purpose maintenance
– Contract continuation

13.3 Assignment and Transfer
13.3.1 Rights Transfer:
– Written consent requirement
– Notification obligations
– Legal successor rights
– Client restrictions
– Agency privileges

14. JURISDICTION AND GOVERNING LAW

14.1 Applicable Law
14.1.1 Legal Framework:
– German law exclusively
– Exclusion of UN CISG
– EU regulation application
– Bavarian state law
– Industry regulations

14.2 Jurisdiction
14.2.1 Court Competence:
– Munich Courts exclusively
– First instance court specified
– Appeal procedures
– Emergency proceedings
– Enforcement jurisdiction

14.3 Language
14.3.1 Official Communications:
– German as primary language
– English as secondary language
– Translation requirements
– Interpretation rules
– Document hierarchy

15. SIGNATURE AND ACCEPTANCE

15.1 Contract Formation
15.1.1 Acceptance Methods:
– Written signature
– Digital signature (qualified electronic signature under EU law)
– Online acceptance
– Implied acceptance through service use
– Purchase order reference

15.2 Authorized Signatories
15.2.1 Requirements:
– Legal representation authority
– Position verification
– Documentation requirements
– Power of attorney if applicable
– Corporate seal requirements

15.3 Execution
15.3.1 Contract Copies:
– Two originals
– Digital copies
– Archiving requirements
– Access provisions
– Distribution list

16. FINAL DECLARATIONS

This agreement is made in Munich, Germany, and shall be governed by and construed in accordance with the laws of the Federal Republic of Germany.