Terms & Privacy

Part A, Agency Terms

1. Who we are

These terms are an agreement between you, the client, and codedcaffeine, a micro web agency operating from Limburg, Belgium. In this document "we", "us" and "our" mean:

• Trading name: codedcaffeine
• Enterprise number (ondernemingsnummer): 1037.041.450
• VAT number (BTW): BE1037041450
• Contact: inquiriesZaiZai@proton.me or studentenz@proton.me

By accepting a quote, paying a deposit, or instructing us to begin work, you confirm that you have read, understood and agreed to these terms.

2. Our services

We design and build websites: simple info pages, service pages and lead focused firm pages, plus optional ongoing management. Our work is real, custom code produced by our team, supported by agentic software to help us match your vibe and expectations quickly and efficiently. The exact scope, number of pages, features and timeline for your project are defined in your individual quote or contract, which forms part of these terms.

Anything not listed in your quote is out of scope and may be quoted separately as an extra.

3. The contract

A binding contract is formed when you accept a quote in writing (by email is enough) and pay the deposit set out below. Quotes are valid for 30 days unless stated otherwise. Prices are in euro and, where applicable, exclusive of VAT, which is added at the legal rate.

Our coffee based pricing, for example "three cups of coffee an hour", is friendly branding for our rates. All invoices, deposits and payments are issued and settled in euro.

4. Payment and the deposit

• Deposit: 50% of the total project value is payable upfront, before we begin work. We start once the deposit has cleared.
• Balance: the remaining 50% is payable on completion, before the site goes live and before login credentials and final files are handed over.
• Invoices: payable within 14 days. Late payments may accrue statutory interest and reasonable recovery costs under applicable Belgian and EU rules.
• Ongoing work: the Yearly Coffee Management and any post launch changes are billed as described in section 8.

We are paid by the contract, not by the hour. The deposit reflects the time, effort and resources we commit to your project from the moment work begins.

5. Drafts, revisions and refunds

During the build you receive a reasonable number of drafts and revisions, free of charge, so we can shape the site to your wishes. We commit to at least three drafts before either side considers calling the project off, and in practice we keep going for as long as we are clearly making progress together.

If, after a fair attempt of at least three drafts, you remain unsatisfied and we cannot agree on how to continue, or we genuinely feel the project is going nowhere and the effort involved has become unreasonable, either of us may end the project. In that case:

• We retain 25% of the total project value, which is half of your deposit, to fairly compensate the work, time and effort already invested.
• We refund the other 25% of the total project value, which is the remaining half of your deposit, back to you.
• Any work, drafts, code and files produced up to that point remain our property and are not licensed or transferred to you.

This balance protects your money against a result you did not want, while respecting that our effort is real and was paid for by the contract, not by the hour.

Where you are a consumer rather than a business, mandatory Belgian and EU consumer protection rules may give you additional rights. Nothing here removes any right you cannot legally waive. See section 14.

6. Your responsibilities

• You provide accurate, lawful content (text, images, logos, menus and similar) and respond to our questions and drafts within a reasonable time.
• You confirm that you own, or are licensed to use, everything you give us, and that it does not infringe anyone's rights or break any law.
• You are responsible for the legality of your own business, products and claims shown on the site.
• Delays caused by missing content or feedback are not our responsibility and may move your timeline.

7. Ownership and intellectual property

Once the final invoice is paid in full, ownership of the delivered website code and design passes to you, and the site is yours outright. Until full payment, all work remains our property.

Third party components, such as fonts, libraries, stock photography and plugins, remain under their own licenses, which carry over to you. You keep all rights in the content and brand assets you supplied to us.

Unless you ask us in writing not to, we may show your finished site in our portfolio and marketing, with a link to it.

8. The Yearly Coffee Management

Our optional management service, the Yearly Coffee Management, costs €50 per year, about two cups of coffee a month. Your first year of domain is already included in your build package. While the plan is active, it covers:

• Fully covered domain and hosting handling after your first included year.
• Free management support for smaller edits.
• ASAP chat support, with a fast reply when you reach out.
• Access to our simplified editor for basic updates you can make yourself.
• Agentic software helping keep changes matching your vibe and expectations.

Bigger changes after launch are billed at the member rate of €9 per hour, playfully "three cups of coffee an hour", instead of our €20 per hour standard rate. The plan renews yearly and can be cancelled with 30 days notice before renewal. If it lapses, responsibility for domain renewal and hosting returns to you.

9. No guarantees on results

We build your site with real care and skill. However, to the fullest extent permitted by law, the site and our services are provided on an "as is" and "as available" basis, and we make no guarantee about specific commercial outcomes. In particular we do not promise:

• Any specific ranking, position or visibility on Google or other search engines. SEO and AEO work is best effort.
• Any specific amount of traffic, leads, sales, revenue or conversions.
• Uninterrupted or error free operation, which also depends on third party hosting, domains and networks.

You are responsible for keeping your own backups of content you consider important.

10. Limitation of liability

To the maximum extent permitted by Belgian and EU law:

• Our total liability arising from or connected to a project, whether in contract, tort or otherwise, is limited to the total amount you actually paid us for that project.
• We are not liable for indirect, incidental, special or consequential loss, including lost profits, lost revenue, lost data, lost goodwill or business interruption.
• We are not liable for issues caused by third party services, by your own content, by changes you or others make after handover, or by your failure to maintain the site or its subscriptions.

Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, such as liability for fraud, for gross negligence, or for death or personal injury caused by negligence.

11. Indemnity

You agree to indemnify and hold us harmless from any claim, demand, loss or cost (including reasonable legal fees) that arises from the content you supplied, from your use of the site, or from your breach of these terms or of any law.

12. Third party services

Your site and our work may rely on third parties such as domain registrars, hosting providers, font and media providers, and the form service Formspree. We choose reputable providers, but we are not responsible for their availability, pricing changes, outages or their own terms and policies, which apply to you directly.

13. Force majeure

We are not responsible for delay or failure caused by events beyond our reasonable control, including illness, internet or hosting outages, supplier failures, strikes, natural events or government action. We will let you know and pick the work back up as soon as we reasonably can.

14. Governing law and disputes

These terms and any contract with us are governed by the laws of Belgium, within the wider framework of European Union law. We will always try to resolve any issue with you amicably and over a coffee first.

If that does not work, disputes fall under the exclusive jurisdiction of the competent courts of Limburg, Belgium, without prejudice to any mandatory rights you have as a consumer, including the right to bring proceedings in the courts of your own place of residence and the EU Online Dispute Resolution platform.

Part B, Privacy Policy

15. Privacy policy

We respect your privacy and handle personal data in line with the EU General Data Protection Regulation (GDPR) and Belgian data protection law. The data controller is the entity named in section 1.

What we collect

• Contact and inquiry details you choose to send us, such as your name, email address, business name and a description of your project.
• Basic technical information that any website receives, such as your browser type, handled by our hosting provider.

How we collect it, and Formspree

When you submit an inquiry through a form on our site, the submission is handled by Formspree, a widely used form backend that we selected for its strong, enterprise grade security. Formspree receives your message and forwards it to us, acting as a data processor on our behalf under its own security and privacy terms. When you instead email us directly, we receive your message through our email provider, Proton Mail.

Why we use it, and our legal basis

We use your data only to respond to your request, to prepare a quote, and to carry out a project you ask us to do. The legal basis is your consent and the steps taken at your request before and during a contract, and our legitimate interest in answering you. We never sell your data, and we do not use it for unrelated marketing without your consent.

How long we keep it

We keep inquiry data only as long as needed to answer you and, if we work together, for as long as the law requires us to keep business and tax records. After that we delete or anonymise it.

16. Cookies

This site is mostly static and does not use advertising or cross site tracking cookies. We may use a small amount of local browser storage purely for technical reasons, for example to remember that you have already seen the intro animation. This is not used to track you across other sites. Any third party service you reach from here, such as Formspree, applies its own cookie policy.

17. Your data rights

Under the GDPR you have the right to access, correct, delete, restrict or object to the processing of your personal data, the right to data portability, and the right to withdraw consent at any time. To exercise any of these, email us at inquiriesZaiZai@proton.me and we will respond within the legal time limits.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données) if you believe your rights have not been respected.