Terms & conditions

Roeland vzw

Krijgslaan 18-22, 9000 Gent

KBO nr. 0410.580.412, RPR Gent

1. Applicability of the General Terms and Conditions

These General Terms and Conditions apply to all language camps, city visits and tailor-made projects (workshops, lesson series and all other activities, services or programmes, regardless of their name or form (hereinafter collectively: the “Activity(ies)”) organised by Roeland vzw. By booking, requesting, registering for, or otherwise purchasing an Activity, the Customer accepts these General Terms and Conditions.

“Customer” means: any natural person or legal entity who books, requests or orders an Activity, or on whose behalf a registration is made:

- for a language camp: the person or persons who exercise parental authority or guardianship over the participant in the language camp (the “Participant”) and who register the Participant;

- for a city visit: the school that books a city visit (the “School”);

- for tailor-made projects, workshops, lesson series and similar activities: the client/applicant (e.g. a school, organisation, company, association or private individual) who books or has the Activity organised, as well as, where applicable, the representative acting on behalf of that client.

The provisions for “city visits” serve as the general framework for all other Activities (including tailor-made projects and workshops), unless otherwise agreed in writing or unless the nature of the assignment requires a different interpretation.

Article 2 - Registrations and bookings

2.1 Registration for a language camp

To ensure that registration proceeds correctly, the Customer must provide Roeland vzw with the requested information.

Roeland vzw reserves the right to cancel the booking.

Online registrations are immediately final. The Customer does not have a right of withdrawal pursuant to article VI 53.12.

Registration for a language camp is binding from the moment the Customer completes the registration via the website. From that moment, the agreement between the Customer and Roeland vzw is formed, subject to mandatory legal provisions.

Roeland vzw is a Belgian organisation recognised by the Flemish Government. Roeland vzw accepts registrations from all countries, provided that participants are not from a country in which one of our partner organisations is active. In that case, Roeland vzw reserves the right to cancel the registration and to ask the Participant to register via the partner organisation’s office.

Participants aged 12 and over must bring an identity card. Participants under 12 must have a kids-ID or a temporary identity document, to be requested from the municipality.

Participants travelling abroad with Roeland vzw without their parents or guardian must be able to present all required travel documents.

For travel abroad, Participants must have a European Health Insurance Card from their health insurance fund. The Participant must bring a printed copy of this document.

Participants who are not Belgian nationals must obtain information from the embassy or consulate of the destination country and, where applicable, obtain the necessary passport and/or visa in good time.

It is the sole responsibility of the Participant and the Customer to apply for, obtain and present all required documents in good time. The Participant and the Customer bear the costs thereof. Roeland vzw cannot be held liable for any issues at the border or during travel arising from missing, incorrect or late-submitted documents. Not having the required documentation will in no event be considered a serious reason within the meaning of article 4.1. Roeland vzw disclaims all responsibility for any complications. In such cases, Roeland vzw will not be obliged to provide any refund.

No later than two weeks before the start of the language camp, Roeland vzw will provide the Participants with the final instructions (LARI). Each Participant will receive the departure and return timetable, a packing list, rules of conduct, agreements and all necessary contact details.

Participants are required to complete an online medical form, even if the Participant has previously attended a Roeland vzw language camp. This medical form must be completed at the latest two weeks before departure. For destinations in the United Kingdom, the medical form must be completed at the latest six weeks before departure.

The registration requirements can also be consulted in the personal profile of the relevant Customer at www.roeland.be.

2.2 Booking of a city visit

City visits are always booked online via the following Roeland vzw website: https://scholen.roeland.be/city-visits

The booking of a city visit is binding from the moment Roeland vzw has confirmed the booking.

The person booking a city visit hereby declares that they are authorised to make this booking in the name and on behalf of the relevant School, and binds the School by this booking.

2.3 Other Activities

Bookings for tailor-made projects, workshops or lesson series are concluded after written confirmation (by e-mail or via a signed quotation) by Roeland vzw.

Article 3 - Price and payment terms

3.1 Language camps

The price includes:

accommodation;
meals, as stated on the website;
teaching and game materials;
excursions;
the group activities and services as described in the programmes;
supervision;
training of volunteers;
accident insurance;
assistance insurance for travel abroad.

Not included:

coach transport to and from the camp location;
personal expenses (during the bar and excursions);
repatriation and cancellation insurance;
all-risk insurance (loss or theft of luggage or valuables).

The pocket money that each Participant brings can be spent on personal purchases: sweets, soft drinks outside meals, etc. The Customer is free to determine the amount. Roeland vzw provides an advised amount per camp.

If a Customer wishes to use shared transport to and from the camp, an additional charge will apply.

After written confirmation of the registration by Roeland vzw, the amount due must be paid within 30 days to the following bank account, stating the structured communication:

IBAN: BE47 8900 1425 4280

BIC: VDSPBE91

Name: ROELAND VZW

Structured reference: see payment invitation

If payment in one instalment is not possible, the Customer should contact info@roeland.be or +32 9 221 60 44 to agree a payment plan.

If the Customer, after having been put on notice, fails to pay the price demanded within 30 days or within the agreed term, Roeland vzw will have the right to terminate the agreement with the Customer by operation of law, at the Customer’s expense.

Registrations made within 30 days of camp departure must be paid immediately upon receipt of the invoice. Payment must have reached Roeland vzw before the start of the camp. If Roeland vzw has not received payment in time, Roeland vzw reserves the right to cancel the registration unilaterally.

In the event of non-payment within the set term, the outstanding amount, after the dispatch of a first (free) reminder and after the expiry of a period of 14 calendar days, will be increased by:

a fixed compensation to cover the costs of amicable recovery, calculated as follows:
EUR 20 if the outstanding balance is less than or equal to EUR 150;
EUR 30 if the outstanding balance is between EUR 150.01 and EUR 500, plus 10% of the amount due on the portion between EUR 150.01 and EUR 500;
EUR 65 if the outstanding balance is more than EUR 500, plus 5% of the amount due on the portion above EUR 500, with a maximum of EUR 2,000 if the outstanding balance exceeds EUR 500.
default interest calculated at the statutory rate in accordance with the Act of 4 May 2023 on combating late payment.

For each additional reminder, administrative costs of EUR 7.50 will be charged, plus the postage costs applicable at the time of dispatch.

If Roeland vzw fails to fulfil its principal obligation, namely organising the Activity, it shall owe the Customer compensation equal to the amount mentioned above.

3.2 City visits

The price includes a guided city tour by city guides, as booked via Roeland vzw. Any other expenses and the costs of transport to and from the location are not included.

The invoice is drawn up after the city visit. Unless another due date has been agreed, invoices are payable within thirty calendar days after dispatch. Disputes must be notified to Roeland vzw in writing (by e-mail or post) within seven calendar days after dispatch of the invoice (date of receipt of the mailing). A dispute can in no event justify a postponement or suspension of payment.

The invoice amount must be paid to the following bank account, stating the structured reference:

IBAN: BE47 8900 1425 4280

BIC: VDSPBE91

Name: ROELAND VZW

Structured reference: see invoice

It is the responsibility of the person who arranged the city visit to forward the invoice to the Customer’s accounts department.

Each payment is allocated to the oldest outstanding invoice, and first to the interest and costs due. Any discounts are not cumulative unless expressly agreed otherwise. Granted discounts lapse in the event of non-compliance with the General Terms and Conditions.

From the due date, the Customer owes Roeland vzw, by operation of law and without any prior notice, late-payment interest at the rate laid down in article 5 of the Act of 02/08/2002 on combating late payment in commercial transactions. A fixed compensation of 10% of the amount due will also be charged. Interest is calculated from the day after the due date until full payment, and is capitalised annually.

For each reminder or notice of default, administrative costs of EUR 7.50 will be charged, plus the postage costs applicable at the time of dispatch.

Article 4 - Cancellation

4.1 Cancellation of a language camp by the Customer for serious reasons

Cancellation of a language camp must always be made by e-mail to info@roeland.be.

A serious reason means: any serious illness, accident, death of a close relative or resit exam (only if it takes place during or immediately after the camp period) of the Participant.

The Customer submitting a cancellation request for serious reasons must provide sufficient proof of the serious reason invoked, such as a medical certificate, certificate from the school, etc. In the case of resit exams, proof must be provided no later than 10 July.

In the event of cancellation for serious reasons, the cancellation fee is limited to an administrative cost of EUR 100 for a boarding camp and EUR 50 for a day camp.

In the event of early departure during the camp for a serious reason, the cancellation costs amount to 30% of the camp price. After deduction of this amount, a refund will be provided taking into account the number of days present, for which no refund is possible.

4.2 Cancellation of a language camp by the Customer without serious reason

Cancellation of a language camp must always be made in writing. In the absence of serious reasons or sufficient proof thereof, the following costs will be charged:

cancellation up to 30 days before departure: an administrative fee of EUR 100 for a boarding camp and EUR 50 for a day camp;
cancellation between 30 days and 15 days before departure: 50% of the total price;
cancellation within 15 days before departure: 100% of the total price.

The cancellation fee will be deducted from the amounts already paid. If those amounts are insufficient, the missing amount will be additionally claimed from the Customer.

A Participant who interrupts a language camp without a serious reason, or must interrupt it due to violation of Roeland vzw’s basic principles and/or rules of conduct, cannot claim any refund.

4.3 Cancellation of coach transport by the Customer for a language camp

If the coach transport is cancelled by the Customer no later than two weeks before the start of the camp, it will be fully refunded. If the coach transport is cancelled at a later time, no refund is possible. The size of the coach is based on the number of persons registered for the coach.

4.4 Cancellation of a language camp by Roeland vzw

If an entire holiday cannot take place, an alternative will be proposed. In the event of unforeseen circumstances, this will be done as soon as possible; in the event of insufficient registrations, no later than 15 days before departure. If the Customer does not agree to the alternative, the amounts already paid will be refunded in full, without compensation or interest.

If a specific activity or excursion during a language camp cannot take place, Roeland vzw will offer a suitable alternative. In the event of force majeure, unforeseen circumstances or if the safety of the participants is at risk, Roeland vzw reserves the right to change activities and/or excursions published on the website or in the brochure without refund of (part of) the registration fee.

4.5 Cancellation of a city visit by the Customer

Cancellation of a city visit must always be made by e-mail to info@roeland.be.

The Customer may cancel the city visit free of charge up to 30 days before the start of the city visit. Except in cases of force majeure, the Customer will always owe a cancellation fee equal to the full booked price if cancellation takes place within 30 days before the start of the city visit.

4.6 Cancellation of a city visit by Roeland vzw

If an entire city visit cannot take place, Roeland vzw will inform the Customer as soon as possible.

In the event of force majeure, unforeseen circumstances or for safety reasons, Roeland vzw reserves the right to change or adapt planned activities for organisational or practical reasons. Such changes do not give rise to any discount or adjustment of the invoice amount.

Article 5 - Liability

5.1 Language camps

The Participant may be held liable for any damage caused by their actions or negligence to Roeland vzw or its appointees.

The Participant will be held liable for all damage if they jeopardise the safety or integrity of Roeland vzw, its staff, supervisors or other participants. In that case, Roeland vzw reserves the right to exclude the Participant immediately from further participation. All costs associated therewith are borne by the Participant.

A Participant who is excluded from further participation for the above reasons is not entitled to any compensation or refund of the camp. Unacceptable behaviour includes: failure to comply with agreements made, all forms of aggression, drug use, smoking, vaping, alcohol use, failure to respect privacy, vandalism, etc.

Roeland vzw as an organisation is always obliged to help Participants in need. Any associated costs may be recovered from the Participant if the Participant is responsible for the shortcoming.

Roeland vzw cannot be held responsible for theft, loss and/or damage to personal belongings brought by Participants.

Roeland vzw can only be held liable for direct damage, limited to the (relevant part of the) invoice amount and in any event limited to the amount paid out, where applicable, by Roeland vzw’s liability insurer.

Roeland vzw is not liable for consequential damage, except insofar as such damage was caused by intent or gross negligence of its own staff or of third parties engaged by Roeland vzw.

Roeland vzw is not liable and/or responsible for defects and/or errors that have arisen as a result of, or partly as a result of, information or materials provided by the Customer or by third parties, or acts performed.

To the fullest extent permitted by law, the Customer waives the application of art. 6.3 of the Belgian Civil Code, and will therefore not be able to bring direct non-contractual claims against Roeland vzw itself and its employees, directors, members of management and volunteers. These performing agents are third-party beneficiaries of this provision.

5.2 City visits

The Customer may be held liable for any damage caused by its pupils or supervisors to Roeland vzw or its appointees.

The Customer is responsible for the behaviour of its pupils and supervisors during the city visit and will be held liable for all damage if the pupils or supervisors jeopardise the safety or integrity of Roeland vzw, its staff, supervisors or other third parties. If the behaviour of a pupil or supervisor endangers the safety or integrity of Roeland vzw guides or other pupils, Roeland vzw reserves the right to exclude that pupil or supervisor from further participation. All costs associated therewith are borne by the Customer.

In the event of exclusion, there is no right to a refund.

Unacceptable behaviour includes, among other things, failure to comply with agreements made, all forms of aggression, drug use, smoking, vaping, alcohol use, failure to respect privacy, vandalism.

Roeland vzw always provides assistance in emergency situations. If the participating pupil or supervisor is responsible for the situation, the costs incurred may be charged to the school.

Roeland vzw cannot be held responsible for theft, loss and/or damage to personal belongings brought by pupils and supervisors.

Roeland vzw is not liable for consequential damage, except insofar as such damage was caused by intent or gross negligence of its own staff or of third parties engaged by Roeland vzw.

Article 6 - Insurance

Roeland vzw has taken out the following insurance policies:

Civil liability: for damage to third parties caused by a fault or negligence by Roeland vzw and its appointees, participants, pupils and their supervisors and volunteers. Pupils, their supervisors and participants among themselves are regarded as third parties.

Accident insurance, covering the difference between the actual costs and the reimbursement from the health insurance fund.

Insolvency insurance: This coverage protects the Customer in the event of Roeland vzw’s bankruptcy. In that case, the insurer provides reimbursement of amounts already paid for Activities not yet performed and, where applicable, repatriation of Participants who are on a language camp at that time.

Package travel protection: This is the statutory protection for Participants in language camps (package tours). It guarantees that Roeland vzw is responsible for the proper performance of all included services (such as accommodation, lessons and transport) and gives the Customer specific rights in the event of changes to the programme or price, in accordance with the Belgian Package Travel Act.

The policies of the above insurance coverages can be consulted upon request.

Article 7 - Processing of personal data - GDPR

In the context of the assignment for the Customer, Roeland vzw processes personal data of the contact persons provided by the Customer. This data is processed for the purpose of “customer management”, in particular to communicate with the Customer regarding the relevant assignment.

The contact persons concerned have the rights granted to them by the applicable privacy legislation, including the right to access and correct their data. More information can be found in Roeland vzw’s privacy statement and privacy policy, available on the website.

Photos may be taken during the Activities. These may be used for communication or promotional purposes (such as social media, website or brochures) provided that the Customer agrees.

Article 8 - Force majeure and unforeseen circumstances

Force majeure situations such as strikes, public unrest, administrative measures and other unexpected events over which Roeland vzw has no control release Roeland vzw, for the duration of the impediment and to the extent thereof, from its obligations, without any right to price reduction or compensation for the Customer.

If, for one of the above reasons, Roeland vzw cannot meet its obligations on the agreed date, Roeland vzw and the Customer will mutually agree on an adjusted date without the Customer being entitled to any compensation.

If, for one of the above reasons, Roeland vzw’s obligations are excessively aggravated by unforeseeable and non-attributable circumstances beyond Roeland vzw’s will, the Parties undertake to renegotiate the terms of the agreement in accordance with article 5.74 of the Belgian Civil Code.

If performance of Roeland vzw’s obligation has become completely impossible, Roeland vzw may cancel the assignment without the Customer being entitled to any compensation. Roeland vzw will refund all sums already paid by the Customer.

Article 9 - Package travel agreements

For language camps, Roeland vzw complies with the statutory provisions laid down by the package travel legislation (Directive 2015/2032/EU of 25 November 2015 – transposed into Belgian law).

Basic rights under Directive (EU) 2015/2302:

- Before concluding the package travel agreement, the Customer will receive all essential information about the package travel.

- Liability for the proper performance of all travel services included in the agreement always lies with at least one professional.

- The Customer and Participant will be provided with an emergency telephone number or contact details to reach the organiser or travel agent.

- The Customer may transfer the package travel to another person, subject to reasonable notice and possibly upon payment of additional costs.

- The price of the package travel may only be increased if specific costs rise (e.g. fuel prices), if this is expressly included in the agreement, and in any case no later than twenty days before the start of the package travel. If the price increase exceeds 8% of the package travel price, the Customer may terminate the agreement. If the organiser reserves the right to a price increase, the Customer is entitled to a price reduction when the relevant costs decrease.

- If one of the essential elements of the package travel, other than the price, is significantly changed, the Customer may terminate the agreement without paying a termination fee and will receive a full refund. If the professional responsible for the package travel cancels the package travel before it begins, the Customer is entitled to a refund.

- The Customer may terminate the agreement in exceptional circumstances without paying a termination fee before the start of the package travel, for example where there are serious safety problems at the destination that are likely to affect the package travel.

- In addition, the Customer may terminate the agreement at any time before the start of the package travel upon payment of an appropriate and justified termination fee.

- If, after the start of the package travel, significant elements of the package travel cannot be delivered as agreed, a suitable alternative arrangement must be offered to the Customer at no extra cost. If the services are not performed in accordance with the agreement and this has significant consequences for the performance of the package travel and the organiser has not remedied the problem, the Customer may terminate the package travel agreement without paying a termination fee.

- In the event that travel services are not performed or are not properly performed, the Customer is also entitled to a price reduction and/or compensation.

- The organiser is obliged to provide assistance to the Participant in difficulty.

- If the organiser’s insolvency or, where applicable, the retailer’s insolvency occurs after the start of the package travel and transport is included, repatriation of the Participant will be provided.

Roeland vzw has obtained insolvency protection with AMLIN policy number LXX128120. When services are not provided due to Roeland vzw’s insolvency, Customers/Participants may contact this entity or, where applicable, the competent authority: Roeland vzw, Krijgslaan 18, 9000 Ghent, +32 9 221 60 44, info@roeland.be.

Article 10 - Severability

If any (part) provision of these General Terms and Conditions is wholly or partly invalid, unenforceable or contrary to a provision of any applicable mandatory law, the (part) provision shall be deemed not to form part of these general terms and conditions. The validity and enforceability of the other (part) provisions in these General Terms and Conditions shall not be affected thereby. If such invalid, unenforceable or conflicting (part) provision would affect the very nature of these general terms and conditions, each party undertakes to immediately negotiate in good faith and to the best of its ability a valid replacement (part) provision with, to the extent possible, the same purpose.

Article 11 - Applicable law – complaints procedure and competent court

If there is a complaint before or after the city visit or the language camp, it can be sent by e-mail to Roeland vzw: info@roeland.be.

Complaints during the Activity should preferably be reported on site to the Roeland vzw representative. In consultation with the School/Participant/Customer (as the case may be), they will seek an appropriate solution.

If the complaint on site was not resolved to the Customer’s satisfaction, or if the Customer is for any reason unable to submit their complaint to Roeland vzw on site, the complaint must be submitted in writing no later than 4 weeks after the end date of the Activity. After that period, the complaint is no longer admissible.

Belgian law applies to Roeland vzw’s agreements, including these General Terms and Conditions. Any dispute relating to the conclusion, validity, performance and/or termination of this agreement for which no amicable settlement could be reached shall be settled by the competent court in Ghent.