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Terms & Conditions

Last updated: 13 February 2026

1. General Terms

These Terms & Conditions ("Terms") govern the use of consulting services provided by Self Reliant Labs, a trading name of Senason, registered in The Netherlands (KVK: 86927590, VAT: NL004326322B42).

By booking and paying for a consultation or workshop through our website or Calendly integration, you ("the Client") agree to be bound by these Terms. Please read them carefully before completing your booking.

2. Services Offered

Self Reliant Labs offers the following professional consulting services:

• R&D AI Strategy Consultation (90 minutes) — Strategic guidance on agentic AI setups, model selection, and cost-efficient infrastructure.
• AI Paper/Grant Pre Peer-Review (90 minutes) — Expert assessment of AI research papers or grant proposals with improvement recommendations.
• Full-Day Team Workshops (8 hours) — In-person, hybrid, or online intensive training sessions on responsible AI usage.
• Discovery Call (30 minutes) — Introductory consultation.

Each paid service follows a 3-step process: (1) pre-consultation preparation, (2) the consultation or workshop session, and (3) a follow-up report delivered within 72 hours.

2.1 Online Meeting Software

All online and hybrid consultations and workshops are conducted using alfaview video conferencing software. alfaview has been selected for its exceptional data security and privacy standards, holding the following certifications and compliance credentials:

• ISO 27001 — International standard for information security management systems (ISMS), covering the establishment, implementation, maintenance, and continual improvement of information security.
• ISO 9001:2015 — International standard for quality management systems, ensuring consistent service quality and continuous improvement.
• TISAX — Trusted Information Security Assessment Exchange, an information security standard governed by the ENX Association, demonstrating rigorous assessment of information security practices.
• BSI IT Security Label — Issued by the German Federal Office for Information Security (Bundesamt für Sicherheit in der Informationstechnik), certifying compliance with national IT security standards.
• 100% GDPR compliant — All data centres are located in Germany with headquarters in Germany. Data, data transport, and server hard drives are encrypted in accordance with current TLS guidelines issued by the BSI.

No meeting data is processed through US-based cloud infrastructure. Clients are not required to create an alfaview account to join a session — a meeting link will be provided in your calendar invitation.

3. Payment Terms

3.1 Payment Collection

Payment is collected in full at the time of booking through Calendly's integrated payment system, which is powered by Stripe. Accepted payment methods include major credit and debit cards.

3.2 Pricing

All prices are displayed on the Calendly booking page before payment is confirmed. Prices are quoted in Euros (€) and are inclusive of any applicable taxes unless otherwise stated. Self Reliant Labs reserves the right to change pricing at any time; however, confirmed bookings will be honoured at the price paid.

3.3 Invoicing

A receipt is issued automatically via Stripe upon payment. A formal invoice including VAT details can be provided upon request by emailing [email protected].

3.4 Workshop Custom Pricing

Full-Day Team Workshops are priced on a case-by-case basis depending on group size, location, and customisation requirements. A custom quote will be provided following an initial Discovery Call or email inquiry.

3.5 Travel Costs for In-Person & Hybrid Engagements

For in-person and hybrid consultations or workshops, travel and accommodation expenses are charged separately from the service fee. These costs are not included in the Calendly booking payment and will be invoiced as follows:

• Separate invoice: A dedicated travel expense invoice will be issued to the Client covering transportation (flights, rail, ground transport), accommodation, and any other reasonable travel-related expenses incurred.
• Estimate provided in advance: An estimated travel cost will be communicated to the Client prior to the in-person or hybrid booking. The Client must approve the estimated travel costs before the engagement date.
• Actuals basis: The final travel invoice will reflect actual costs incurred. Where actual costs exceed the estimate by more than 10%, Self Reliant Labs will notify the Client and seek approval before incurring the additional expense.
• Payment terms: Travel invoices are payable within 14 days of issue, via bank transfer to the account details specified on the invoice.
• Cancellation of in-person engagements: If the Client cancels an in-person or hybrid engagement after travel has been booked, the Client is responsible for any non-refundable travel costs already incurred by Self Reliant Labs, regardless of the cancellation refund tier outlined in Section 4.

4. Cancellation & Refund Policy

4.1 Client-Initiated Cancellations

• More than 48 hours before the scheduled session: Full refund, or the option to reschedule to a mutually agreed alternative date at no extra cost.
• 24–48 hours before the scheduled session: 50% refund, or the option to reschedule once to a mutually agreed date.
• Less than 24 hours before the scheduled session: No refund. Rescheduling may be offered at the consultant's discretion.
• No-show: No refund is provided for missed appointments without prior notice.

4.2 Consultant-Initiated Cancellations

In the unlikely event that Self Reliant Labs must cancel a scheduled session (due to illness, emergency, or force majeure), the Client will be offered either:

• A full refund processed within 5 business days, or
• Rescheduling to a mutually convenient date at no extra cost.

4.3 Rescheduling

Rescheduling requests must be made at least 48 hours in advance via Calendly or by emailing [email protected]. Each booking may be rescheduled a maximum of two times.

4.4 Refund Process

Refunds are processed via the original payment method through Stripe. Please allow 5–10 business days for the refund to appear on your statement. To request a refund, contact [email protected].

5. Intellectual Property

5.1 Follow-Up Materials

All follow-up reports, recommendations, and materials provided as part of the service are for the Client's internal use only. The Client may not redistribute, resell, or publish these materials without prior written consent from Self Reliant Labs.

5.2 Workshop Materials

Workshop slide decks, exercises, and training materials remain the intellectual property of Self Reliant Labs / Senason. The Client receives a licence to use these materials internally for their team's ongoing learning. Redistribution or commercial use is prohibited.

5.3 Client Materials

Any documents, code, or data shared by the Client for review or consultation purposes remain the Client's property. Self Reliant Labs claims no ownership or rights over Client-provided materials.

6. Confidentiality

Self Reliant Labs treats all client information, business strategies, technical details, and materials shared during consultations as strictly confidential.

• Client information will not be disclosed to any third party without prior written consent.
• Anonymised case studies may only be published with the Client's explicit written approval.
• Upon request, Self Reliant Labs is willing to enter into a mutual Non-Disclosure Agreement (NDA) prior to the consultation.

7. Limitation of Liability

7.1 Nature of Services

Self Reliant Labs provides advisory and consulting services. Recommendations are based on professional expertise and current best practices, but outcomes depend on the Client's implementation, circumstances, and decisions.

7.2 No Guarantee of Results

Self Reliant Labs does not guarantee specific outcomes, including but not limited to: grant approval, cost savings amounts, productivity improvements, or technical performance metrics. Case studies and examples on this website illustrate past outcomes and are not guarantees of future results.

7.3 Liability Cap

To the maximum extent permitted by Dutch law, Self Reliant Labs' total liability for any claim arising from or related to a consultation shall not exceed the fee paid by the Client for that specific service.

7.4 Exclusions

Self Reliant Labs shall not be liable for any indirect, consequential, incidental, or punitive damages arising from the use of our services or recommendations, except where such exclusion is not permitted under applicable law.

8. Privacy Policy

Self Reliant Labs / Senason is committed to protecting your personal data in compliance with the General Data Protection Regulation (GDPR) (EU Regulation 2016/679).

8.1 Data Controller

The data controller is Senason, registered in The Netherlands. Contact: [email protected].

8.2 Data We Collect

We collect and process the following personal data:

• Booking information: Name, email address, and any details provided via the Calendly booking form or pre-consultation questionnaire.
• Payment data: Processed securely by Stripe. Self Reliant Labs does not store credit card numbers or full payment details on its own servers.
• Communication records: Emails and messages exchanged regarding consultations.
• Consultation materials: Documents, data, or code shared by the Client for review purposes.

8.3 Legal Basis for Processing

• Contract performance (Art. 6(1)(b) GDPR): Processing is necessary to deliver the consulting services you have purchased.
• Legitimate interest (Art. 6(1)(f) GDPR): To improve our services and respond to inquiries.
• Legal obligation (Art. 6(1)(c) GDPR): To comply with tax and accounting requirements.

8.4 Third-Party Processors

We use the following third-party services that may process your personal data:

• Calendly (scheduling) — Calendly Privacy Policy
• Stripe (payment processing) — Stripe Privacy Policy
• alfaview (video conferencing) — ISO 27001, ISO 9001:2015, and TISAX certified; all data centres in Germany; 100% GDPR compliant — alfaview Privacy Policy

All third-party processors have been selected for their GDPR compliance. Data processing agreements are in place where required.

8.5 Data Retention

• Booking and consultation data: Retained for 2 years after the last consultation, unless longer retention is required for legal or tax purposes.
• Client-submitted documents: Deleted within 30 days after the follow-up report is delivered, unless the Client requests otherwise.
• Financial records: Retained for 7 years as required by Dutch tax law (Algemene wet inzake rijksbelastingen).

8.6 Your Rights

Under the GDPR, you have the right to:

• Access your personal data (Art. 15)
• Rectify inaccurate data (Art. 16)
• Erase your data ("right to be forgotten") (Art. 17)
• Restrict processing (Art. 18)
• Data portability (Art. 20)
• Object to processing (Art. 21)

To exercise any of these rights, contact [email protected]. We will respond within 30 days.

8.7 Supervisory Authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): autoriteitpersoonsgegevens.nl.

9. Cookie Policy

This website uses minimal cookies:

• Essential cookies: Required for the Calendly booking widget to function. These are strictly necessary and do not require consent.
• Third-party cookies: Calendly and Stripe may set their own cookies during the booking and payment process. Please refer to their respective privacy policies.

This website does not use tracking cookies or analytics cookies unless separately disclosed. If analytics are added in the future, appropriate consent mechanisms will be implemented.

10. Governing Law & Disputes

These Terms are governed by the laws of The Netherlands. Any disputes arising from these Terms or the services provided shall be subject to the exclusive jurisdiction of the courts of The Netherlands.

For EU consumers: Nothing in these Terms affects your statutory rights under applicable EU consumer protection legislation. You may also use the EU Online Dispute Resolution platform.

11. Changes to These Terms

Self Reliant Labs reserves the right to update these Terms at any time. Material changes will be communicated via the website. The "Last updated" date at the top of this page indicates the latest revision. Continued use of our services after changes are posted constitutes acceptance of the updated Terms.

12. Contact Information

For questions about these Terms, to request a refund, or to exercise your data protection rights:

• Email: [email protected]
• Company: Senason (trading as Self Reliant Labs)
• Address: Duivendrecht, The Netherlands
• KVK: 86927590
• VAT: NL004326322B42