Foundational Policies: Cookies, Refunds, and Referrals

This document sets forth the fundamental policies of Biosphere Studio regarding three key areas: the utilization of cookies on our website, the procedures for managing refunds related to our digital product development services, and the framework of our client referral initiative. The purpose of these policies is to offer clear understanding, secure adherence to legal standards, especially with India's Digital Personal Data Protection Act, 2023 (DPDP Act) where it applies, and to proficiently manage expectations for our clients, website users, and the studio.

Transparent and easily understandable policies are vital for fostering trust and sustaining open relationships. They act as a guiding resource for our operational methods and legal responsibilities.

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I. Biosphere Studio Cookie Policy

Last Updated: April 27, 2025

1. Introduction: Understanding Cookies and Related Technologies This Cookie Policy details how Biosphere Studio, referred to as "we," "us," or "our," employs cookies and analogous technologies on our website, biosphere.studio, and associated online services, which together are termed the "Services." Cookies are compact text files that include a sequence of characters. These files are saved on your computer or mobile device when you access a website. They enable the website to identify your device and retain specific details about your visit, like your preferred settings, or to monitor your online actions. Technologies similar to cookies, such as web beacons (also known as pixel tags or clear GIFs) and local storage, operate in much the same way. Web beacons are minute graphic files with a distinct identifier that are embedded in web pages or emails to monitor online navigation or whether emails are opened. Local storage permits websites to save data directly onto your device. Within this policy, the term "cookies" encompasses both traditional cookies and these comparable tracking technologies. The use of these technologies assists us in running our Services efficiently, improving your experience as a user, collecting analytical information, and bolstering our marketing activities.

2. Our Reasons and Methods for Using Cookies (Our Objectives) We utilize cookies for several fundamental reasons, consistently aiming to comply with legal obligations, including the precise purpose limitations set forth by India's Digital Personal Data Protection Act (DPDP Act). You are informed of the specific reasons we use cookies upon your initial visit to our website; at this time, your explicit agreement is requested for non-essential cookie categories before they become active. Our main objectives include:

• Essential Operations (Strictly Necessary Cookies): Certain cookies are vital for the fundamental operation and security of our website. They support core functionalities such as navigating pages, accessing protected sections, and safeguarding against security risks. These cookies are usually enabled by default because they are crucial for delivering the Services you ask for and typically do not necessitate consent under relevant laws, though we maintain transparency regarding their deployment.
• Performance and Analytics: We employ these cookies to gain insights into how visitors engage with our Services. They gather data, frequently in an aggregated or pseudonymized form, concerning the most visited pages, the duration of visits, traffic origins, and any errors users may experience. This information assists us in evaluating website performance, pinpointing areas for enhancement, gauging content effectiveness, and ultimately improving the user experience. Such processing aids our legitimate interest in refining our Services, contingent upon your consent where legally mandated.
• Functionality and Preferences: These cookies enable our website to recall the choices you make (like your preferred language or geographic region) and offer improved, more tailored features. For instance, a cookie might save your language choice so you do not need to specify it on subsequent visits. These cookies contribute to a superior user experience and are deployed based on your agreement.
• Marketing and Advertising (Contingent on Consent): We may use cookies to discern user interests (often derived from aggregated or anonymized browsing patterns), assess the success of our marketing initiatives, and potentially provide information about our services that could be pertinent to you. Our primary Privacy Policy offers more extensive information on how data might be used to measure marketing effectiveness. The deployment of cookies for these objectives is strictly dependent on your explicit consent, which is acquired through our consent management system. We are attentive to the limitations imposed by laws like the DPDP Act concerning profiling and targeted advertising, particularly in relation to children. The DPDP Act stipulates that processing personal data must have a lawful foundation, with consent being the primary basis for many cookie-related activities. The Draft DPDP Rules further highlight the necessity for detailed descriptions of the data gathered and the specific purposes associated with that data within the consent notification. Our consent process is structured to satisfy these stipulations, ensuring that your agreement is specific to the objectives detailed here and in the consent notification itself.

3. Categories of Cookies We Employ To fulfill the objectives previously mentioned, we utilize various types of cookies. Below is an overview of the cookie categories you might find when using our Services:

| Cookie Category | Purpose | Examples | Duration | Consent Required (DPDP Act) | | :---------------------- | :--------------------------------------------------------------------------------------------------------------------- | :--------------------------------------------- | :------------------------------------------ | :------------------------------ | | Strictly Necessary | Crucial for website operation, security, and facilitating services you ask for (e.g., logging in, submitting forms). | Session ID, authentication tokens, security cookies | Typically Session (ends when browser closes) | No (though transparency is offered) | | Performance / Analytics | Gathers data on website use (pages visited, time on page, errors) to assess performance and enhance user experience. Often anonymized. | _ga, _gid (Google Analytics) | Varies (e.g., 2 years for _ga) | Yes | | Functionality | Remembers user selections and preferences (e.g., language, area) to offer a customized experience. | lang_pref, user_settings | Persistent (until it expires or is deleted) | Yes | | Targeting / Marketing | Monitors browsing behavior to discern interests, gauge ad success, or provide relevant content (used with caution). | Advertising network cookies, social media pixels | Persistent (until it expires or is deleted) | Yes |

Note: The particular cookies in use may vary over time. Our cookie consent tool offers the most up-to-date and comprehensive list.

Providing this information in a clear manner assists you in making a knowledgeable choice regarding your consent preferences, which is consistent with the transparency and specificity mandates of data protection legislation such as the DPDP Act.

4. Cookies from Third Parties (e.g., Google Analytics) Certain cookies on our Services originate from third-party companies whose services we utilize. These external parties might gather information about your online behavior over time and across various websites when you engage with our Services.

• Google Analytics: As previously noted, we employ Google Analytics to help us comprehend how our Services are utilized. Google Analytics uses cookies to gather data, such as the frequency of user visits to the Services, the pages they view, and other sites they visited before accessing our Services. This information is used to enhance our Services. Google's capacity to use and distribute information collected by Google Analytics regarding your visits to our Services is limited by the Google Analytics Terms of Use and the Google Privacy Policy. Further details on Google's privacy practices can be found on their website. You can stop your data from being used by Google Analytics by downloading and installing the Google Analytics Opt-out Browser Add-on, which is accessible here. Additionally, we might use Google Analytics Advertising Features; you can opt out of these via Google's Ad Settings or through the NAI's consumer opt-out tools.
• Other External Parties: We might also employ cookies from other third parties, including social media platforms (such as LinkedIn or Twitter) if we incorporate their content or offer sharing buttons, or potentially from advertising associates. It is important to understand that we do not manage the placement or usage of these third-party cookies. Their deployment is regulated by the privacy policies of the entities that place them. We suggest you examine the privacy policies of these third parties for more comprehensive information. The activation and utilization of non-essential third-party cookies (such as those for analytics or marketing) via our Services require your explicit agreement, which is obtained through our cookie consent system. We do not depend solely on third-party settings for consent regarding cookies placed through our domain.

5. Your Options: Controlling Cookie Preferences You have authority over your cookie preferences. We offer the subsequent methods for managing cookies:

• Our Cookie Consent Tool: Upon your initial visit to our website, a cookie consent banner or pop-up will appear. This tool enables you to:
  • Agree to all cookies.
  • Decline all non-essential cookies.
  • Tailor your preferences by selecting which categories of non-essential cookies (e.g., Performance, Functionality, Marketing) you agree to. Your consent is necessary before any non-essential cookies are downloaded to your device. This system is structured to ensure your consent is "free, specific, informed, unconditional and unambiguous with a clear affirmative action," in compliance with the DPDP Act.
• Withdrawing Consent: You possess the right to retract your consent at any moment. This can be done straightforwardly by accessing our Privacy Preference Center, which is accessible through a permanent link (e.g., "Cookie Settings") located in our website's footer. Modifying your preferences here will stop cookies in the categories you deselect from being placed going forward. The process of withdrawing consent must be as simple as providing it.
• Consent Manager Integration (Future Consideration): The DPDP Act brings forth the idea of registered Consent Managers, which are platforms designed to assist individuals in managing their consent across various services. When these platforms are operational and integrated into the broader ecosystem, you might also be able to manage your consent preferences for our Services via a registered Consent Manager of your choice. We are keeping track of advancements in this field to ensure future compatibility where practical. This shows our attentiveness and readiness for the developing DPDP framework.
• Browser Settings: The majority of web browsers permit you to manage cookies through their settings. You can configure your browser to block or remove cookies. Nevertheless, please note that blocking or removing cookies, particularly those that are strictly necessary, could adversely affect your experience and the usability of our Services. While managing cookies through browser settings offers general control, it does not provide the same detailed, purpose-specific consent management for our Services as our main consent tool does.

6. Do-Not-Track Signals Certain web browsers include a "Do-Not-Track" (DNT) function that informs websites of your preference not to have your online activities monitored. At present, there is no widely adopted industry benchmark for interpreting and reacting to DNT signals. Consequently, similar to many other websites, Biosphere Studio does not currently act upon DNT browser signals or comparable mechanisms that automatically convey a decision against online tracking. We intend to reassess our strategy if a consistent standard is developed and will amend this policy as needed.

7. Connection to Our Privacy Policy This Cookie Policy is an integral component of our primary Privacy Policy. For more thorough information regarding how we gather, utilize, retain, and safeguard your personal data, encompassing your entitlements under relevant data protection laws (like the rights to access, amend, and delete your data as per the DPDP Act), our data security practices, and instructions on how to reach us for privacy-related questions or to address grievances, please consult our complete Privacy Policy. It is vital to review our main Privacy Policy in conjunction with this Cookie Policy, as it includes crucial information required by legislation such as the DPDP Act, including specific notification obligations and methods for asserting your rights.

8. Policy Revisions We may revise this Cookie Policy periodically to mirror alterations in our procedures or for other operational, legal, or regulatory purposes. Any modifications will be signified by updating the "Last Updated" date at the beginning of this policy. We advise you to examine this policy regularly to remain informed about our use of cookies.

9. How to Reach Us Should you have any inquiries regarding our deployment of cookies or this Cookie Policy, please get in touch with us at: Biosphere Studio Support, [email protected].

Please ensure your communications include sufficient detail for us to address your query or request effectively. For complete contact information, including our mailing address and details concerning grievance resolution, please see our main Privacy Policy.

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II. Biosphere Studio Refund Policy

Last Updated: April 27, 2025

1. Our Dedication to Service Excellence At Biosphere Studio, we are committed to providing superior, bespoke digital product development services tailored to satisfy the distinct requirements and expectations of our clients. Our goal is to create products that our clients can take pride in. Our method of engagement highlights teamwork, openness, and consistent communication, which includes daily updates on progress, to guarantee agreement and contentment during the entire project duration.

2. Characteristics of Our Digital Product Development Services Biosphere Studio offers specialized, tailor-made digital product development services. These encompass, but are not confined to, bespoke website design and development, e-commerce platform construction, marketing dashboard creation, mobile application development for both iOS and Android, web portal setup, Software as a Service (SaaS) product development, membership or subscription platform building, and event management software creation. These services demand a considerable commitment of our team's time, specialized knowledge, creative input, and resources, all customized to fit each client's specific project needs. Owing to this personalized, service-oriented characteristic, and the significant resources allocated at the beginning and during project milestones, our standard policy states that payments for services provided are not subject to refunds. This approach acknowledges that expended resources such as time and effort are irretrievable, and custom-developed work frequently has restricted use or worth beyond the particular client's situation.

3. Upfront Deposits and Pre-Payments To commence a project, confirm scheduling, meet initial discovery and setup expenses, and assign essential resources, Biosphere Studio usually requests an initial deposit or an advance payment. This payment signifies the client's dedication to the project. It is important to note that these initial deposits and advance payments are not eligible for refunds.

4. Payments for Completed Milestones Our projects are frequently organized around distinct milestones. Payments become due once these milestones are finished and approved by the client (either explicitly or implicitly, as outlined in the Service Agreement). Payments made for milestones that have been completed and accepted serve as compensation for the precise work carried out, deliverables met, and value delivered up to that stage. Consequently, payments for work completed and accepted at milestones are not refundable.

5. Refunds Upon Project Cancellation The procedures and financial consequences of ending a project, whether started by Biosphere Studio or the Client prior to its full completion, are dictated by the conditions specified in the Master Service Agreement / Terms & Conditions agreed upon by Biosphere Studio and the Client. You should refer specifically to Section 12 of that agreement, or the applicable termination clause. Typically, if a project is terminated, any refunds, should they be deemed appropriate, would generally relate only to payments for services not yet performed or milestones not yet started and finished. This would potentially exclude any non-refundable deposits and expenses already borne by Biosphere Studio up to the termination point. Payments for work already done and milestones reached will continue to be non-refundable.

6. Handling Dissatisfaction with Services Biosphere Studio is dedicated to ensuring client contentment. Should a client express unhappiness with the service quality or particular deliverables during the project, our main strategy is not to provide refunds. Instead, we aim to enter into productive discussions and carry out revisions to resolve the issues. The method for giving feedback, asking for changes, and the standards for accepting deliverables are clearly described in the Master Service Agreement / Terms & Conditions. We commit to collaborating and implementing sensible modifications within the defined project boundaries to make sure the final output aligns with the specifications agreed upon by both parties.

7. Exceptional Cases and Possible Refund Situations Although our usual policy is that payments for services provided are non-refundable, Biosphere Studio might, at its own discretion, contemplate a partial or complete refund under very restricted, unusual conditions. These exceptions are assessed strictly individually and do not create a universal entitlement to a refund. Possible (though not assured) situations could involve:

• A provable, significant inability by Biosphere Studio to provide the essential features detailed in the agreed project specifications, after the client has given clear input and Biosphere Studio has made sensible efforts to revise without achieving success.
• Total failure to deliver agreed services entirely due to Biosphere Studio's error (not including delays addressed by Force Majeure or other conditions in the Service Agreement).
• Verified errors of duplicate payment processing caused by Biosphere Studio's billing system. Recognizing these infrequent occurrences enables fairness in extreme circumstances without weakening the overall non-refundable characteristic of our service-based engagements.

8. Expenses Not Eligible for Refund Specific expenses undertaken by Biosphere Studio for the client during a project are absolutely non-refundable in all situations. These can encompass, but are not restricted to:

• Licenses for third-party software or subscriptions acquired for the project.
• Fees for registering domain names.
• Charges for hosting or server services paid to external providers.
• Acquisitions of stock images, typefaces, or other digital materials.
• Payments made for specialized external consultants or services incorporated into the project. Should an exceptional refund be approved, these costs will be subtracted from any possible refund sum.

9. Procedure for Requesting a Refund Assessment If a client considers their circumstances to be eligible for an exceptional refund assessment based on the previously mentioned criteria, they are required to send a formal written request to their assigned Project Manager or to [Insert Designated Contact Email/Department]. This request must contain:

• A lucid and thorough description of the problem.
• Precise references to the project agreement, relevant milestones, and the deliverables under scrutiny.
• Any documentation or proof that supports the claimed failure or mistake. Biosphere Studio will acknowledge receipt of the request and will conduct an internal review. The client will be informed of the assessment's result within a sensible period.

10. Revisions to the Policy Biosphere Studio holds the authority to alter this Refund Policy at any moment. Any modifications will take effect straight away once the revised policy is published on our website, as shown by the "Last Updated" date.

11. How to Reach Us For any inquiries concerning this Refund Policy, please get in touch with us at: Biosphere Studio Support, [email protected].

Please ensure your communications include sufficient detail for us to address your query or request effectively.

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III. Biosphere Studio Referral Program Policy

Last Updated: April 27, 2025

1. Introduction to the Biosphere Studio Referral Program Biosphere Studio greatly appreciates the connections we establish with our clients. Our Referral Program has been created as a way to express our gratitude when you recommend our digital product development services to your contacts. By bringing new clients to Biosphere Studio, you have the opportunity to receive rewards and simultaneously assist other businesses in reaching their digital objectives.

2. Participation Eligibility

• Who is Eligible to Refer ("Referrer"): This initiative is available to any current Biosphere Studio client with an ongoing project with us, or whose project was successfully concluded within the preceding [e.g., 12] months, on the condition that their account is well-maintained (i.e., without any overdue undisputed payments). Employees of Biosphere Studio and their close family members are excluded from participation.
• Who Qualifies as a Referred Client ("Referred Client"): A Referred Client must represent a new business prospect for Biosphere Studio. This implies that neither they nor their organization should have had significant prior communication with Biosphere Studio about potential services in the past [e.g., 6] months. Furthermore, the project proposed by the Referred Client must satisfy a minimum value of engagement to be eligible for a reward. Current leads or existing clients of Biosphere Studio do not qualify as Referred Clients in this program.

3. Submitting a Valid Referral To guarantee accurate tracking and eligibility for rewards, referrals must be submitted via one of the officially designated channels before the Referred Client formally interacts with Biosphere Studio's sales or project personnel:

• Option A: Dedicated Referral Form: Fill out the official Referral Program form accessible on the Biosphere Studio website [at the specified URL/location].
• Option B: Email Introduction: Send an email to introduce the Referred Client [to the specified Biosphere Studio contact/email address]. The Referrer must be included (CC'd) in this introductory email. Referrals made through alternative methods or after the Referred Client has already established contact with Biosphere Studio might not be deemed valid for this program. This procedure ensures unambiguous credit for the referral and prevents misunderstandings about the origin of leads.

4. Qualifying for Your Referral Reward A referral reward is granted to the Referrer only if all the subsequent conditions are fulfilled:

5. The referral was correctly submitted using one of the valid methods detailed in Section 3.

6. Biosphere Studio verifies that the Referred Client is a new and eligible lead, as specified in Section 2.

7. The Referred Client enters into a formal Master Service Agreement or Statement of Work with Biosphere Studio for a project that meets the qualifying criteria (including the minimum value requirement).

8. The Referred Client makes their initial contractual payment (such as an initial deposit or first milestone payment) to Biosphere Studio, and this payment is successfully processed and verified. Upon fulfillment of all these conditions, Biosphere Studio will arrange the Referrer's reward within a specified period after confirming the Referred Client's first payment.

9. Specifics and Terms of Rewards For every successful and verified referral that satisfies the conditions outlined in Section 4, the eligible Referrer will be granted:

• Type of Reward: A service credit or specify an alternative reward type, for instance: a discount on the next invoice, or an Amazon Gift Card.
• Value of Reward: The amount of service credit that can be used for the Referrer's current or future project engagements with Biosphere Studio.
• Conditions:
  • One reward is provided for each successfully referred client, irrespective of the number of projects they initially engage in.
  • There is currently [no limit / a specified limit] on the quantity of rewards a Referrer can accumulate.
  • Service credits cannot be transferred, hold no monetary worth, and must be utilized within [a specified timeframe] of being issued.
  • If the reward is a discount, details on its application (e.g., applied to the subsequent invoice) will be provided.
  • If the reward is a gift card, the vendor and any related terms and conditions will be specified.

6. Program Restrictions and Exclusions The Referral Program explicitly does not cover the following:

• Self-Referrals: You are not permitted to refer your own company or yourself.
• Existing Leads/Clients: Referrals of businesses or individuals who are already in talks with Biosphere Studio, or who are current or former clients, do not qualify.
• Non-Qualifying Projects: Referrals for projects that do not satisfy the minimum value requirement detailed in Section 2 are excluded.
• Retroactive Referrals: Referrals made after the Referred Client has already initiated contact or engaged with Biosphere Studio are not eligible.
• Referrers Not in Good Standing: Referrals from clients whose accounts with Biosphere Studio have significant outstanding payments or are otherwise not properly maintained will not be accepted. Biosphere Studio holds the authority, at its sole and reasonable judgment, to ascertain the validity of any referral and the qualification for any reward, especially in situations involving suspected misuse, fraudulent activity, or breach of these conditions.

7. Changes to and Termination of the Program Biosphere Studio retains the right to alter, pause, or end this Referral Program, including its terms, conditions, or rewards, at any moment and for any cause, with or without advance notification, according to its own judgment. Modifications will become effective once the revised policy is published on our website. Rewards that were earned before any changes or termination will be fulfilled based on the terms that were active when the referral was confirmed.

8. Significant Disclaimers

• Tax Responsibility: Referrers bear sole responsibility for all federal, state, provincial, and local taxes that might arise from receiving rewards through this program. Biosphere Studio will not handle withholding or payment of any taxes for the Referrer.
• Legal Compliance: Referrers commit to adhering to all relevant laws and regulations while making referrals, which includes anti-spam legislation (such as CAN-SPAM, CASL) and ethical marketing standards. Any misleading, unsolicited, or deceptive promotional tactics are strictly forbidden.
• No Partnership Created: Involvement in this program does not establish any form of employment, agency, partnership, or joint venture relationship between the Referrer and Biosphere Studio. Referrers are not authorized to commit Biosphere Studio or make statements on its behalf.
• Confidentiality Obligation: Referrers are required to uphold the confidentiality of any private information they might come across concerning Biosphere Studio or prospective clients.
• Limitation of Liability: Biosphere Studio is not accountable for any mistakes in tracking referrals, lost or wrongly directed referrals, technical failures, or other problems outside its reasonable control that could impact involvement in the program or the distribution of rewards. Our responsibility under this program is confined to the value of the earned reward, when applicable.

9. Revisions to the Policy This Referral Program Policy may be revised from time to time. The "Last Updated" date signifies the most recent version. We recommend that you review this policy periodically.

10. How to Reach Us Should you have inquiries about the Biosphere Studio Referral Program, please get in touch with us at: Biosphere Studio Support, [email protected].

Please ensure your communications include sufficient detail for us to address your query or request effectively.