Legal Information

1.1 Controller. The data controller responsible for processing your personal data is VisualBrandFlow, located at 12277 Berlin, Kirchstr. 35, Germany. For any privacy-related inquiries, you may contact us at [email protected].

1.2 Data We Collect. We collect personal data that you voluntarily provide when you use our services or contact us. This includes: your name, email address, phone number, postal address, project details submitted via our contact form, payment information processed through our payment provider (Stripe), and usage data collected through cookies and analytics tools.

1.3 Purpose of Processing. Your data is processed for the following purposes: to deliver and manage the design and branding services you commission; to communicate with you regarding project scope, timelines, and deliverables; to process payments and maintain financial records; to comply with legal obligations under German and EU law; and to improve our website and service offerings through anonymized analytics.

1.4 Legal Basis. We process your data under Article 6 of the EU General Data Protection Regulation (GDPR): (a) the necessity of processing for the performance of a contract (Art. 6(1)(b)); (b) compliance with a legal obligation (Art. 6(1)(c)); (c) your explicit consent (Art. 6(1)(a)); and (d) our legitimate interest in improving our services (Art. 6(1)(f)).

1.5 Data Retention. We retain your personal data only as long as necessary to fulfill the purposes for which it was collected. Project-related data is retained for a period of 3 years following the conclusion of the project, or as required by applicable tax and commercial law (German Handelsgesetzbuch, §257). Financial records are retained for 10 years in compliance with German fiscal regulations (Abgabenordnung, §147).

1.6 Third-Party Disclosure. We do not sell, trade, or rent your personal information to third parties. Data may be shared with: Stripe Inc. for payment processing (subject to their own privacy policy and EU Standard Contractual Clauses); hosting providers for website infrastructure; and analytics services that provide anonymized usage data. All third-party processors are bound by Data Processing Agreements (DPA) in accordance with Art. 28 GDPR.

1.7 Your Rights. Under the GDPR, you have the right to: access your personal data (Art. 15); rectification of inaccurate data (Art. 16); erasure of your data (“right to be forgotten”, Art. 17); restrict processing (Art. 18); data portability (Art. 20); object to processing (Art. 21); and withdraw consent at any time (Art. 7(3)). To exercise these rights, contact us at [email protected].

1.8 Data Transfers. Your data is primarily processed within the European Economic Area (EEA). Should any transfer of data occur outside the EEA, we ensure adequate protection through EU Standard Contractual Clauses or other approved mechanisms under Art. 46 GDPR.

1.9 Supervisory Authority. You have the right to lodge a complaint with a supervisory authority. The competent authority for VisualBrandFlow is: Der Berliner Beauftragte für Datenschutz und Informationsfreiheit, Friedrichstr. 219, 10969 Berlin, Germany.

2.1 Scope of Agreement. These Terms of Service govern all engagements between VisualBrandFlow (hereinafter “the Provider”), located at 12277 Berlin, Kirchstr. 35, Germany, and any client who commissions services (hereinafter “the Client”). By engaging our services, the Client agrees to be bound by these terms.

2.2 Service Description. VisualBrandFlow provides visual branding, UI/UX design, design system architecture, and related creative and technical services as described in individual project proposals and service agreements. The specific scope, deliverables, timeline, and pricing for each project are defined in a written proposal accepted by the Client prior to commencement of work.

2.3 Project Scope & Changes. Work will proceed according to the agreed project scope. Any requests for changes, additions, or modifications outside the original scope (“scope creep”) will be assessed and quoted separately. The Provider reserves the right to adjust timelines and costs for out-of-scope work upon written approval from the Client.

2.4 Pricing & Payment. All prices are quoted in Euros (EUR) and are exclusive of applicable VAT unless otherwise stated. Payment terms: 50% deposit upon project confirmation, 50% upon delivery of final assets. Invoices are payable within 14 calendar days of issuance. Late payments incur a statutory interest rate of 9 percentage points above the ECB base rate per Art. 288 BGB.

2.5 Intellectual Property. Upon full payment, the Client receives full ownership and usage rights to all final deliverables produced under the agreement, including logos, design files, brand guidelines, mockups, and prototypes. The Provider retains the right to display completed work in portfolios, case studies, and marketing materials unless otherwise agreed in writing.

2.6 Confidentiality. Both parties agree to maintain the confidentiality of proprietary information shared during the engagement. This includes project strategies, design concepts prior to public release, business information, and any data marked as confidential. This obligation survives the termination of the agreement for a period of 24 months.

2.7 Limitation of Liability. The Provider’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 Provider shall not be liable for indirect, incidental, or consequential damages. This limitation does not apply to cases of willful misconduct or gross negligence.

2.8 Termination. Either party may terminate the agreement with 14 calendar days’ written notice. In the event of termination, the Client is liable for payment of all work completed up to the termination date, calculated proportionally based on project milestones. Work-in-progress deliverables will be transferred to the Client upon payment.

2.9 Governing Law. These terms are governed by the laws of the Federal Republic of Germany. The place of jurisdiction for all disputes arising from or in connection with these terms is Berlin, Germany, provided the Client is a merchant within the meaning of the German Commercial Code (HGB).

3.1 What Are Cookies. Cookies are small text files stored on your device when you visit our website at visualbrandflow.com. They help us recognize your browser, remember your preferences, and improve your browsing experience.

3.2 Cookies We Use. We use the following categories of cookies:

• › Essential Cookies: These are strictly necessary for the website to function. They enable core features such as session management, navigation, and access to secure areas. The website cannot function properly without these cookies. They do not require consent under §25 TTDSG.
• › Preference Cookies: These remember your settings and choices (such as cookie consent status) to provide a more personalized experience. They are set only when you explicitly accept them through our cookie banner.
• › Analytics Cookies: These help us understand how visitors interact with our website by collecting anonymous usage data. This information helps us improve our website performance and user experience. These cookies are set only upon your explicit consent.

3.3 Cookie Consent. Upon your first visit, a cookie consent banner is displayed allowing you to accept or decline non-essential cookies. Essential cookies are active by default as they are necessary for basic site functionality. Your consent choices are stored in your browser’s local storage and can be modified at any time.

3.4 Third-Party Cookies. Some cookies are placed by third-party services integrated into our website, including Google Analytics (for anonymized traffic analysis) and Stripe (for secure payment processing). These third parties operate under their own privacy policies and are subject to GDPR requirements for data processing within the EU.

3.5 Managing Cookies. You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies. Please note that disabling essential cookies may impair the functionality of our website. For instructions on managing cookies in specific browsers, please consult the browser’s help documentation.

3.6 Changes to This Policy. We may update this Cookie Policy to reflect changes in our practices or applicable law. Any updates will be posted on this page with a revised “Last Updated” date. We encourage you to review this policy periodically.

4.1 General Policy. VisualBrandFlow, located at 12277 Berlin, Kirchstr. 35, Germany, is committed to delivering high-quality visual branding and design services. We evaluate all refund requests on a case-by-case basis, considering the project stage, work completed, and deliverables provided.

4.2 Pre-Project Cancellation. If you cancel a project before any work has commenced (within 48 hours of deposit payment), you are entitled to a full refund of the deposit. This does not apply if work has already begun at the Client’s explicit request prior to the standard commencement date.

4.3 In-Progress Refunds. For projects cancelled after work has begun: the deposit is non-refundable as it covers initial research, strategy, and setup time. If cancellation occurs before the midpoint of the project timeline, 25% of the remaining balance may be refunded at the Provider’s discretion. If cancellation occurs after the midpoint, no additional refund is issued beyond what has been delivered.

4.4 Deliverable Quality. If the final deliverables materially differ from the agreed project scope and the Client has provided timely and clear feedback during the review process, VisualBrandFlow will revise the work at no additional cost within the agreed number of revision rounds (standard: two rounds). If revisions cannot resolve the discrepancy, a partial refund may be negotiated proportionally to the undelivered scope.

4.5 Non-Refundable Items. The following are non-refundable: third-party costs incurred on behalf of the Client (stock photography, font licenses, domain registrations); work completed and delivered to the Client’s specifications; and consultations or strategy sessions that have been conducted.

4.6 Refund Process. To request a refund, contact us at [email protected] with your project reference number and a description of the issue. Refund requests will be reviewed within 5 business days. Approved refunds are processed within 14 calendar days to the original payment method.

4.7 Dispute Resolution. We encourage direct communication to resolve any concerns before initiating formal dispute procedures. In the event of a dispute that cannot be resolved amicably, both parties agree to submit to the jurisdiction of the courts in Berlin, Germany. The European Commission also provides an Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr.

4.8 Statutory Rights. This refund policy does not affect your statutory rights under German consumer protection law (BGB §§ 355-356) or the EU Consumer Rights Directive (2011/83/EU). You retain the right of withdrawal within 14 days of entering into a distance contract, as applicable.