Conditions & Privacy Policy

This contract is personal to the client with whom it is made, and is therefore not in any part or form transferable.

1. PRIVACY POLICY

Introduction

At The Hotel, we care about your personal information. It is of the utmost importance for us that all processing of personal data takes place in consideration of the privacy of the individual. This is why we always do our best to ensure that all processing of personal data takes place in accordance with the General Data Protection Regulation (the “GDPR”) and other applicable legislation. This privacy policy (the “Policy”) applies to personal data about guests, customers and suppliers as well as other individuals who may be registered in IT systems (such as booking systems), website, apps, loyalty programs or the equivalent or personal data that is transferred from travel agencies, other booking sites or similar.

Who is the controller?

The Hotel (Elba Leasehold BVBA)

Boulevard de Waterloo 38
1000 Brussels
VAT: BE 0889.633.520

book@thehotel.be

How we collect personal data

Depending on the situation, we collect information directly from you or from other sources. 

From you

When you contact us regarding a reservation or making a hotel reservation, have special requirements regarding your visit or use a social media that we provide, we will collect and process the information that you provide us with. This could include sensitive personal data, such as information about allergies. 

From other sources

If someone makes a reservation for you, we process these personal data about you.

Also, sometimes we receive personal data from third parties (including other companies within our group) with whom we do business or that are suppliers to us.

In addition, if permitted by law, we – or a third party – can under certain circumstances use tracking tools (such as cookies) to collect information about you. More information about the use of cookies on our website can be found in the cookie policy.

Under certain circumstances we process personal data about you that originates from publicly available sources like social media. This is for example the case when you make a review about our hotel on a website.

In those cases where we process, personal data about you that we receive from other sources than yourself, we will provide you with information in accordance with the GDPR.

Different types of processing activities

Information regarding guests

Type of personal data

• contact information (for example your name, e-mail address, telephone number and address),
• demographic information (such as age, gender, age and language),
• guest stay information (which could include special categories of personal data, such as information about allergies),
• a copy of the details of your passport or identity card (which can include your name and address, your place of birth and birthdate and your national identification number, the number of your passport or identity card and your nationality),
• payment information (such as credit card number),
• business information,
• information relating to your (previous) reservations (for example past visits, date of arrival, date of departure),
• information (for example feedback about our hotels and services) that you submit to us (e.g. through customer satisfaction surveys).

Legal basis for the processing

The processing of your data is based on:

• your consent (in cases we have asked for it and you have accepted it),
• the performance of a contract to which you are a party, in order to take steps at the request of you to entering into a contract (for example in relation to a reservation),
• or a legal obligation (for example the legal obligation for accommodation providers to register hotel guests).
• We may also process data based on our legitimate interests. We have for example a legitimate interest in scanning your identification documents at check-in in order to facilitate the check-in process and to avoid queues at the reception desks and mistakes in the registration of personal data).We also have a legitimate interest in contacting our guests to ask them about their stay in our hotel. When processing is based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you have asked for (for example in relation to a reservation), in order to valuate and improve our services and to fulfil our legal obligations (for example to register hotel guests).

Information regarding contact persons

Type of personal data

Contact details such as name, e-mail address and telephone number.

Lawful basis for the processing

We process your personal data based on our contractual relationship or our legitimate interests. When processing based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

We process personal data for the purpose of managing the supplier relationship, for contacts in various questions, billing and marketing (if applicable) or to communicate in other ways with you and your company.

Social media

Type of personal data

The personal data that you submit to us on any social media platform (e.g. name, e-mail address and telephone number).

Lawful basis for the processing

• consent (in cases we have asked for that and you have accepted it)
• the performance of a contract to which you are party or in order to take steps at the request of you to entering into a contract
• We may also process data based on our legitimate interests. When processing based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you want, to manage and market our services and products and to communicate with you.

E-mail

Type of personal data

Name, e-mail address, telephone number and any other personal data that you submit to us via e-mail. 

Lawful basis for the processing

• consent (in cases we have asked for that and you have accepted it)
• the performance of a contract to which you are party or in order to take steps at the request of you to entering into a contract,
• our legitimate interests when processing is based on legitimate interest, we shall make a balance between our legitimate interests and your rights and interests.

Purpose

To provide you with the services and products that you want, to manage and market our services and products and to communicate with you.

Personal data regarding children

To our knowledge, we are not in contact or collect personal data from children under 18 without relevant permission from a parent or guardian. If you believe we have inadvertently collected such information, please contact us so we can promptly obtain parental consent or remove the information.

Direct marketing

Type of personal data

Name and e-mail address

Legal basis for processing

The Hotel has a legitimate interest in sending marketing information to its customers regarding similar products and services (e.g. event invitations, promotions and special offers, …). If you do not wish to receive our communications you can express your preference at the time we collect your information (e.g. at the form you fill out at check-in). If you are not a guest or a client, we may use your personal data to send you marketing information regarding similar products and services (e.g. event invitations, promotions and special offers, …) if you have given us your consent to do so.  

If you have consented to receive marketing, you may withdraw your consent your consent at any time. In addition, if we process your data for marketing purposes, you have the right to object at any time and you are at any time (see further below regarding your opportunities and rights in relation to this). You can object, for example, by using the unsubscribe links in the relevant communication.

Purpose

We use your personal data to keep you informed about our services, events and promotions.

Camera surveillance

The Hotel uses camera surveillance. Camera surveillance is deemed to be particularly sensitive from a privacy perspective and it is of great importance that all camera surveillance take place in accordance with the relevant legislation in effect from time to time.

The camera images are processed on the basis of our legitimate interest to secure and protect our hotel and our guests. Entering an area where a pictogram indicates that camera surveillance is taking place is considered to be prior consent under Belgian camera legislation.

The camera images are processed in accordance with the camera legislation. The Hotel has indicated the camera surveillance by means of a pictogram, it has notified the cameras to the competent authority and it has included information in a specific record.

If you would like more information, please contact us by using the contact details provided below.  

Profiling

In order to provide you with premium service each time you visit our hotel, we may keep a profile about you, which can include information about your previous stays (such as how often you visit our hotel, when you visited our hotel the last time as well as financial information about your past stays).

The processing of your personal data is based on our legitimate interest to provide tailor-made customer service.

Jobs

Type of personal data

The information you provide us with, such as your name, telephone number, e-mail address, CV, and your cover letter. In a number of cases, The Hotel also receives data from third parties, such as social networks through which you apply, e.g. LinkedIn, selection and recruitment agencies, which carry out tests in the context of the application, your previous employer, but only if you have given your consent to do so.

Legal basis of personal data

Depending on the individual case, the processing of your personal data for recruitment and selection purposes is based on:

• your consent, e.g. to contact your former employer or to share your data;
• your request to take steps prior to entering into an agreement, for example if you send us your (spontaneous) application; or
• on the basis of our legitimate interest, including identifying, screening and evaluating applicants for potential employment and maintaining a recruitment reserve.

After the recruitment and selection procedure, The Hotel will retain your data in its recruitment database for future vacancies. In the communication in which we communicate the decision about your application, we offer you the opportunity to oppose this.

Purpose

The Hotel collects and uses your personal data exclusively for recruitment and selection purposes as set out above.

 

DialogShift chat application on our website

Our website uses the chat application of DialogShift GmbH, Rheinsberger Str. 76/77, 10115 Berlin. This application processes and stores data for the purpose of web analysis, to operate the chat application and to answer queries.  

For the operation of the chat function, the chat texts are stored and a cookie with a unique ID is set - this is used to recognise you as a customer. 

A cookie is a small text file that is stored locally in the cache on your device. Using this cookie, our application recognises the device and can retrieve past chat logs. This cookie is stored for 90 days since last use. You can disable the storage of cookies in your browser settings. However, without the use of cookies, the chat function cannot be performed.

The possible disclosure of e.g. name, e-mail address or a telephone number is voluntary and with the consent to temporarily use and store this data for the purpose of contacting you until the end of the contact. This personal data is deleted after 90 days. 

The legal basis for data processing is Article 6 (1) lit. F DS-GVO based on our legitimate interest in effective customer support, for statistical analysis of user behaviour and for optimisation purposes of our offers.

DialogShift offers at https://www.dialogshift.com/en/data-privacy for further information on the collection and use of data and on your rights and options for protecting your privacy. 

Different kind of systems

Depending on the circumstances, we may process personal data in, or in relation to, inter alia, the following types of systems:

Property management system, property operation system, staff registration system, productivity system, telephone system, accounting system, clock system, yield management system, revenue center system, communication system, salary system, credit card system, key card system, TV and IT infrastructure (Internet etc.) and video surveillance system.

Who are the recipients or the categories of recipients which will receive the personal data?

In order to serve you, we may share your personal and anonymous data with :

• other companies (including companies within the Pandox group), such as vendors, contractors and co-operation companies. Their use of information is limited to these purposes and subject to agreements that require them to keep the information confidential. Our vendors provide assurance that they take reasonable steps to safeguard the data they hold on our behalf, although data security cannot be guaranteed.
• third parties that are data processors that perform services to us (e.g. companies that assist us in marketing activities or IT operations.
• other group companies (e.g. to facilitate reservations).
• lawyers and advisors of Pandox Group
• relevant authorities. (e.g. in the context of our obligation to register guests).
• trusted partners in order to provide you with relevant advertising offers or services.
• Analytics companies may access anonymous data (such as your IP address or device ID) to help us understand how our services are used. They use this data solely on our behalf. They do not share it except in aggregate form; no data is shared as to any individual user.
• potential acquirers of the company: in case (a part of) our business is sold to a third party, your data may be shared with the acquirer.

Will transfers be made to any third country?

As a main rule, we do not transfer any personal data to a third country (i.e. a country outside the EU/EEA). 

It is possible that service providers of The Hotel process your data outside the EEA. In this respect, The Hotel is committed to ensuring an adequate and sufficient level of protection for your data (e.g. by concluding the standard contractual clauses of the European Commission - article 46 GDPR) or by any other appropriate safeguards. If you have any questions about the transfer of your personal data outside the EEA or if you want to obtain a copy of the relevant documents, you can send a dated and signed request to The Hotel.

How long is the personal data saved? 

We will not save personal data longer than necessary taking into consideration the purpose of the relevant processing. Data may be kept longer in case of complaints or threatened or pending litigation. Our managers shall ensure that any routines applicable to deletion of personal data are complied with. Please note that certain laws require that certain types of information must be saved for specified periods of time (e.g. we are required to keep data about hotel guests for a period of minimum 7 years after their stay). Camera images are kept for a period of in principle one month.

What rights do you have as a data subject?

At The Hotel we respect your rights. 

You have the right of access to your data, to have your personal data corrected, in certain cases to object to the processing and to require the personal data to be erased, to be restricted (a marking that the processing of the personal data should be restricted to a particular purpose), and to be turned over to you on an IT medium (data portability).

Please note, however, that some personal data is necessary in order to be able to fulfil certain duties, such as payment information, and may therefore not be restricted or erased for this purpose.

You also have the right to withdraw your consent where the processing is based on consent. Where this is the case, this will be stated as the legal basis in the relevant sections above.

In order to exercise your rights under the GDPR, you must send your request including a copy of a document that proves your identity to The Hotel (please see contact details below). We cannot process your request without a proof of your identity.  

Please see below for a more detailed description of your rights as a data subject but note that exercising your rights may be subject to exceptions or conditions. 
 

• A.     Right of access

You are entitled to obtain access to your personal data we process. If you wish to exercise this right, send us a request as explained below.
 

• B.       Right to correction

As a data subject, you have the right to ask that we correct any incorrect personal data about you as a data subject. This also means that you, as a data subject, are entitled to supplement incomplete personal data, among other things by providing a supplemental statement. Such supplementation relates to personal data which is missing and which is relevant taking into consideration the purpose of the processing of the data.
 

• C.       Right to erasure

You are entitled to contact us and request for your personal data to be erased. The personal data must be erased in the following cases:

• where the data is no longer necessary for the purposes for which it was collected.
• where the processing is based on your consent and you withdraw the consent (and there is no other legal basis for the processing).
• where the processing takes place for direct marketing and you, as the data subject, oppose the processing of the data.
• Where you, as the data subject, oppose processing which takes place following a weighing of interests and there is no legitimate reason which overrides your interest.
• where the personal data has been processed unlawfully.
• where erasure is required in order to fulfil a legal obligation.
• where the personal data relates to children and has been collected in conjunction with the child creating a profile in a social network.

We are entitled to deny erasure in certain cases, among others in order to fulfil a legal obligation.
 

• D.      Right to restrict processing

In certain cases, you have the right to require that we restrict the processing of your personal data. A restriction entails that the data is marked so that in the future it may only be processed for certain limited purposes. The right to restriction applies where you believe that the data is incorrect and request a correction. In these cases, you can request a restriction of the processing during the period of time in which we are investigating the accuracy of the data.
 

• E.       The right to data portability

You have the right to receive the personal data regarding you, that you yourself have provided us, in a structured, commonly used and machine-readable format and to transfer this data to another controller. This right applies to automated processing where the processing of personal data is based on your consent or on an agreement with you.
 

• F.       Right to make objections

You are entitled, at any time whatsoever, to object to our processing of your personal data where it involves personal data which is being processed based on a legitimate interest. In such case, we may no longer process the personal data unless we can demonstrate a compelling legitimate reason for the processing which overrides the interests, rights and freedoms of the data subject, or where the processing takes place in order to establish, exercise or defend against a legal claim.

Where the personal data is processed for direct marketing, you as a data subject are entitled at any time whatsoever to object to the processing of personal data involving you for such marketing, including profiling to the extent this is connected to such direct marketing. 

Have we asked for your consent? Then you can always withdraw your consent!

In certain cases we ask for your consent in order to provide you with certain services and process your personal data. Following your consent, we will only process your personal data for the purposes related to such service, product or similar.

In the following cases, inter alia, we may request your consent:

• Marketing activities;
• In relation to processing of children’s data (where we will obtain consent from a parent);
• If we process special categories of personal data (such as allergies).

When the processing of your personal data is based on consent, you are entitled to withdraw your consent at any time. This shall not affect the lawfulness of the processing carried out on the basis of your consent before it was withdrawn. If you would like to withdraw your consent, please refer to the same service, website or similar where you consented or contact us using the contact detail below.

Complaints

You are always entitled to file a complaint with the Belgian Supervisory Authority, the Data Protection Authority.

You can contact the Data Protection Authority  at contact@apd-gba.be or by going to its webpage https://www.dataprotectionauthority.be.

However, in case of any questions or objects, we request you contact us first to enable us to resolve the issue.

Security measures

We have implemented appropriate technical and organizational measures to ensure a level of security appropriate to the risk with relevant processing activity (including reasonable steps to secure your personally identifiable information against unauthorized access or disclosure). We encrypt transmission of data on pages where you provide payment information. However, no security or encryption method can be guaranteed to protect information from hackers or human error. Please always use the internet with caution.

Miscellaneous

You are not obligated to provide us with any information and personal data about you. However, in some cases, we will not be able to provide you with some of our services or products if we are not allowed to process your personal data.

Contact details

If you have any questions or concerns about our privacy policies or our processing of your personal data, please contact us:

The Hotel (Elba Leasehold BVBA)
Boulevard de Waterloo 38
1000 Brussels
VAT: BE 0889.633.520 
+32 (0) 2 504 11 11
book@thehotel.be

Updates of the Policy

This privacy statement last changed on the 22 oj January 2019.

We may update this policy from time to time. We will always post an updated copy on our relevant websites. Therefore, please check our site for updates.

2. GENERAL TERMS & CONDITIONS

PET POLICY

Dogs are welcome at The Hotel for a supplement of 30 euros per stay. Please note that a maximum of 1 pet is allowed per room. Pets are allowed in a designated area at our restaurant and bar. Other pets are accepted upon request please contact us in advance.

RESERVATION GUARANTEE

Every reservation at The Hotel Brussels must be guaranteed by either prepayment or a valid credit card. This guarantees the reservation for late arrival and secures your room for the specified dates.

EARLY DEPARTURE FEES

The hotel applies early departure fees based on the booked rate: Corporate Rates: Conditions will be applied according to the terms outlined in the respective contract. Online Travel Agencies (OTA) Reservations and Direct Bookings: A penalty equivalent to the full stay will be charged for early departure. Group Rates: Conditions will be applied according to the terms outlined in the respective contract.

NO SHOW POLICY

In the event of a no-show, where a guest fails to arrive without prior notice, the hotel reserves the right to release the room after 24 hours from the original arrival time. And charge the card that was used as guarantee.

CANCELLATION POLICY

Guests are kindly requested to provide notice of any cancellations within the stipulated time frame as per the reservation terms. Failure to do so may result in charges as per the cancellation policy associated with the booking.

MODIFICATIONS

Any modifications to reservations are subject to availability and may be subject to additional charges. Please contact our reservations team for assistance.

PAYMENT

All payments are due upon check-in unless prepayment arrangements have been made.

By making a reservation with The Hotel Brussels, you acknowledge and agree to these terms and conditions. We strive to provide an exceptional experience for all our guests, and these policies help us maintain the highest standards of service.

ARTICLE 1

With the exception of special written provisions drawn up by an authorised person, the present terms and conditions of sales apply to all the services provided by The Hotel and to all contracts which have been agreed or are to be executed. These terms and conditions are clearly displayed in the premises and are to be found printed on the reverse side of all published documents. They are, thus, deemed to have been sufficiently brought to the notice of clients, contracting parties and third parties.

ARTICLE 2

The rates which have been confirmed in offers remain valid for a period of 3 months. Beyond the deadline, they may be modified in line with economic conditions. The rates which apply are those in force on the day the service is provided.

ARTICLE 3

The Hotel manager shall not be held liable for any damage which may arise following an event which he is unable to foresee (force majeure), in spite of all the necessary precautions, in view of the circumstances and consequences. Nor shall he be held liable for damage caused by mistake, even partial mistake, by the client. Articles 1952 to 1954 quater of the Civil Code apply with regard to safe-keeping.

ARTICLE 4

The client must behave in accordance with accepted standards and the hotel’s house rules in which he is staying. Any serious or repeated violation of the hotel’s house rules entitles The Hotel to put an end at the contract without prior notification. The client and the contracting party are jointly and severally liable towards The Hotel for any damage caused to persons, hotel property, fittings and equipment and those areas to which the general public has access.

ARTICLE 5

Clients agree to inform the hotel of any change in the use of the rented premises and not to invite any person whose behaviour, reputation or respectability may in any way prejudice the hotel’s property or moral reputation, with the latter reserving the right to intervene if necessary. In the event of non-compliance with this obligation, The Hotel shall be entitled to cancel the event without compensation.

ARTICLE 6

In order to confirm a guest room a security deposit of 100€ per night, and a valid government-issue photo ID will be required upon check-in. The security deposit will cover the total accommodation as well as any incidental charges (such as telephone and restaurant costs) that may be incurred during your stay. Major credit cards are acceptable to establish the deposit. Your credit card will be authorized immediately, and the amount will be blocked on your credit card. Alternatively the deposit, of 100€ per night, can also be paid via a debit card or in cash. In case no incidental charges where incurred The Hotel will release the remaining amount of the authorization if the deposit was paid via credit card. In case the security deposit was established with a debit card or cash The Hotel will refund in cash (in € currency).

Please note that The Hotel remains the right to release your booking should you miss the booked arrival date. Your booking won’t be refunded.

ARTICLE 7

The client shall only be sent invoices which exceed € 500,00 and then only with written approval beforehand of the hotel. Nonetheless The Hotel reserves the right to demand prior payment of the bill or corresponding bills. All recapitulative bills or invoices are payable in cash without discount. Such bills or invoices rightfully entitle The Hotel to charge interest in arrears of 1% per month, without formal notification until full and final payment thereof. In addition, from the time the first formal notification for late payment is sent out, a lump-sum amount equal to 15% of the bill or the invoice with a minimum of € 150,00 may rights be demanded. Any late payment of a single bill or invoice entitles the hotel or any other of The Hotel establishments to suspend all instructions, all bookings and all services and all sales or delivery, of whatsoever nature.

Payment. All invoices shall be settled by the Client’s customers upon departure, unless otherwise agreed in the attached contract.

ARTICLE 8

In the event of force majeure or unforeseeable event beyond one’s control, (such as and not limited to: acts of God, war, government authority, terrorism, disaster, strikes, civil disorder, curtailment of transportation or transportation facilities or any other emergency or event beyond control) the hotel is discharged from its obligations, without this giving rise to compensation. However, the hotel agrees to inform the other party via all possible mean so to limit all possible damage.

ARTICLE 9

All complaints must be made in writing by registered post within 7 calendar days after the event. Any complaint received after this period will not be taken into consideration.In the case of disputes or legal proceedings only the courts of Brussels shall have jurisdiction and the laws of Belgium shall be applied in all such disputes.

ARTICLE 10

Please note that the hotel is fully non-smoking. It is thus not allowed to smoke cigerattes, vaping or electronic cigerattes or shisha. The use of nitrous oxide (N2O or nitrous oxide) balloons is strictly prohibited and if nitrous oxide (N2O or nitrous oxide) tanks are found in the chamber, this will be considered a violation. In case guests do smoke in the hotel, a fine of €250 for deep cleaning / tank removal will be charged. In addition, the consumption of illegal substances is strictly prohibited within the premises. Guests are kindly asked not to smoke within 10 meters of The Hotel’s entrance. The use of candles in the room is strictly forbidden.

ARTICLE 11

Guests are allowed to ship some packages or to have food delivered to the reception with prior approval. This is the client responsibilities to collect it from the reception. Please note that The Hotel is not responsible for any damage or loss. 

 

3. PARTICULAR TERMS & CONDITIONS FOR MEETINGS, EVENTS AND GROUPS

ARTICLE 1. CONFIRMATION & PAYMENTS

A reservation is only regarded as final after receipt of the detailed confirmation order signed ‘FOR APPROVAL’. The hotel will confirm it, by sending a contract demanding an advance payment.

A reservation is only regarded as final after receipt of the signed contract ‘FOR APPROVAL’ and receipt of the 45% (forty five percent) of the total estimated costs as an advance payment. Reservations for which the advance payment is not paid within the stipulated period will be cancelled. An additional payment of 55% (fifty five per cent) will be demanded 30 days before the arrival date of the group.

ARTICLE 2. ROOM BOOKINGS

Rooming List. The final rooming list will be submitted to the Hotel in writing at least 14 days prior to the arrival. A detailed list of names, arrival and departure dates and times must be clearly indicated. Further all rooming list reservations are guaranteed for no show and late cancellation by the Client.Individual Call-In. In case a Client’s customer is responsible for its individual room reservation, all unused room allotment will be released at the agreed date. However, the Client may keep the unused allotment if he guarantees the payment for any unconsumed room nights.Modifications. At all times, the client shall inform the Hotel in writing of any changes regarding arrival details, e.g. arrival and departure dates, guest name changes. No verbal agreement shall be accepted.No shows & Unexpected departures. The Client shall be liable for any unoccupied room at the agreed contract rate.

ARTICLE 3. NUMBER OF PERSONS TO BE INVOICED

The Client must inform the Hotel in writing of the exact number of participants; the modifications may be made as from signature of the contract up to at a max of 5 workdays prior to the date of event and in any event shall not exceed more than in total 10% of the initial number of participants.In case the number of participants or bedrooms increases, the invoice will be made in accordance to the latest confirmed number of participants or bedrooms. All confirmed other revenue will be charged in full.For bedrooms we allow a 5% deviation on the latest confirmed number of bedrooms per night.Residential Meetings: The accommodation contract and the banquet contract are indissociable. Any change reducing the banqueting revenue contracted by more than 20% will ipso facto entail the invalidation of the agreed bed room rates and the application of international corporate rates.The The Hotel guarantees from its side the provision of 10% more covers than reported in the final number of guests for a group of up to 100 persons and 5% extra for a group of 100 upwards. These ‘extra’ places will of course be charged to the client and consequently the actual number of guests present will be invoiced.

ARTICLE 4. FULL CANCELLATION OF THE EVENT AND/OR BEDROOMS

Cancellation fees will be sustained according to the following and are not cumulative:

• From signature of the contract up to 120 days in advance of the function cancellation is 40% of the contracted value.
• Between 119 days and up to 90 days in advance of the function cancellation is 60% of the contracted value.Between 89 days and up to 30 days in advance of the function cancellation is 80% of the contracted value.
• Between 29 days and up to 0 days in advance of the function cancellation is 100% of the contracted value.The rooms and conference contract is indivisible. A full cancellation of the rooms part will result in a full cancellation of the conference part unless otherwise agreed.
• For cancellations outside these notice periods, or in excess of these limitations, the penalty is 100% of the contracted room rate for the duration of the stay.
• for any booking during congress periods and for citywide events the Hotel reserves the right to adapt its deposit and cancellation terms & conditions

Room block based on individual call in

• 3.1 The Hotel will provide the client with a web link for online bookings at the preferential contracted rate
• 3.2 Each individual guest will be responsible to reserve and guarantee its own bedroom and will be liable in case of cancellations, no show or early departure.
• 3.3 Any cancellation that is not communicated in written within 5 working days before the arrival date will not be taken into account and 100% of the stay will be charged. We will charge 100% of the stay for any no show.
• 3.4 The unused allotment will be released by the hotel as follows:
• 50% release of non-reserved bedrooms 2 months prior to event,
• 100% release of non-reserved bedrooms 1 month prior to the event. ( Unless otherwise agreed earlier in the contract)
• 3.5 The rooms and conference contract is indivisible. A full cancellation of the rooms part will result in a full cancellation of the conference part unless otherwise agreed.

ARTICLE 5. EXTRA COSTS

• 5.1 In cases where an event lasts longer or a group stays longer than the agreed time period, the The Hotel reserves the right to invoice for the extra costs.
• 5.2 All meals, beverages, or other services not included in the booking agreement will be charged by the hotel to the client unless the hotel is informed in writing that the these charges must be borne individually. However where no information is provided regarding these arrangements, all price differences will be charged to the person who signed the agreement.
• 5.3 The Hotel reserves the right to adjust prices in the line with economic indicators, changed VAT rates or excise rates and variations in all tax rates and service percentages without previously notifying the client.

ARTICLE 6. LIABILITY

• 6.1 The event must be run in an orderly and civilised manner; the groups as well must behave orderly and in civilised manner; the client will accordingly be held responsible for all damage or inconvenience caused directly or indirectly by the event/the group, either in the hall where the event takes place or at any other location in the The Hotel.
• 6.2 The Hotel cannot be held liable for the non- occurrence or only partial occurrence of an event due to ‘force majeure’ or the actions of third parties (strike, fire, robberies, etc.)
• 6.3 The Hotel reserves the right without prior notification or reimbursement for damages, to cancel any contract which violates the usual standards of morality or proper conduct, the public order and/or the normal use of the space made available to the client.
• 6.4 The client undertakes to arrange the necessary insurance cover in connection with his reservation and/or event and present a certificate of insurance prior to the event.
• 6.5 It is the responsibility of the client to ask the hotel to lock the meeting rooms. The hotel cannot accept any responsibility for meeting materials or any other items left unattended in the hotel.

ARTICLE 7. ORGANISATION

• 7.1 Under no circumstances whatsoever may the client bring drinks into the hotel from the outside which are to be served to his guests. Should the client nevertheless bring such drinks into the hotel, the The Hotel is entitled to charge the client corkage fees.
• 7.2 All decorations, technical installations and/or adaptations of halls and/or other public spaces may only be undertaken subject to prior written permission from the hotel management.
• 7.3 The client shall always have the option of submitting his musical accompaniment to the hotel management.
• 7.4 At the end of each event the client must ensure that all his equipment (his own property or hired equipment) is removed from the hotel premises. Where this does not occur, the hotel will invoice the client with the costs of such removal.

ARTICLE 8. ADVERTISING

Use of the hotel logo, the hotel name, or any other form of publicity or reference to the name ‘The Hotel’ or the taking or publicizing of photographs relating to the hotel is forbidden without prior permission from the hotel management.

COMPANY NUMBER: BE0889.633.520

In order to obtain the French and Dutch Version of these conditions, please contact us through: book@thehotel.be