Terms & conditions

General Terms and Conditions
Roeland vzw
Krijgslaan 18–22, 9000 Ghent, Belgium
Enterprise number (CBE): 0410.580.412 – Commercial Court of Ghent
(“Roeland vzw”)
www.roeland.be

Article 1 – Applicability of these General Terms and Conditions

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

For the purposes of 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:

Language camp: the person(s) exercising parental authority or guardianship over the participant in the language camp (the “Participant”) and registering the Participant;
City visit: the school booking a city visit (the “School”);
Tailor-made projects, workshops, lesson series and similar activities: the commissioning party/applicant (e.g. a school, organisation, company, association or private individual) booking the Activity or having it organised, as well as (where applicable) any representative acting on behalf of that commissioning party.

The provisions governing city visits serve as the general framework for all other Activities (including tailor-made projects and workshops), unless expressly agreed otherwise 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 proper registration, the Customer must provide Roeland vzw with the requested information.

Roeland vzw reserves the right to cancel a booking.

Online registrations are immediately final. The Customer does not have a right of withdrawal pursuant to Article VI.53, 12° of the Belgian Code of Economic Law.

Registration for a language camp becomes binding once the Customer completes the online registration via the website. From that moment, an agreement is concluded between the Customer and Roeland vzw, subject to mandatory statutory provisions.

Roeland vzw is a Belgian organisation recognised by the Flemish Government. Roeland vzw accepts registrations from all countries, provided that the Participant is not resident in a country where one of Roeland vzw’s partner organisations is active. In such case, Roeland vzw reserves the right to cancel the registration and to request that the Participant register via the relevant partner organisation.

Participants aged 12 and over must bring a national identity card. Participants under 12 must hold a Kids-ID or a provisional identity document, to be requested from the municipality.

Participants travelling abroad with Roeland vzw without their parent(s) or legal guardian must be able to present all required travel documents.

For travel abroad, Participants must hold a European Health Insurance Card (EHIC) issued by their health insurer. The Participant must bring a printed copy.

Participants who do not hold Belgian nationality must contact the embassy or consulate of the destination country and, where applicable, obtain the required 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, at their own expense. Roeland vzw cannot be held liable for any issues at the border or during travel resulting from missing, incorrect or late-submitted documents. Failure to have the required documentation will in no event be considered a “serious reason” within the meaning of Article 4.1. Roeland vzw disclaims any and all liability for any complications arising in such circumstances and will not be obliged to provide any refund.

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

Participants must complete the online medical form, even if the Participant has attended a Roeland vzw language camp before. The medical form must be completed no later than two weeks before departure. For destinations in the United Kingdom, the medical form must be completed no later than 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 must be booked online via: https://scholen.roeland.be/city-visits

A booking for a city visit becomes binding once Roeland vzw has confirmed the booking.

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

2.3 Other Activities

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

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;
group activities and services as described in the programmes;
supervision;
training of volunteers;
accident insurance;
assistance insurance for travel abroad.

The price does not include:

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

The pocket money brought by each Participant may be used for personal purchases (sweets, soft drinks outside meal times, etc.). The Customer is free to determine the amount. Roeland vzw provides a recommended amount per camp.

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

Following 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 reference:

IBAN: BE47 8900 1425 4280
BIC: VDSPBE91
Account holder: ROELAND VZW
Structured reference: see payment invitation

If payment in a single instalment is not possible, the Customer must contact Roeland vzw via info@roeland.be or +32 9 221 60 44 to agree on a payment plan.

If the Customer, after having been served with a formal notice of default, fails to pay the amount due within 30 days (or within the agreed payment term), Roeland vzw is entitled to terminate the agreement by operation of law, at the Customer’s expense.

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

In the event of non-payment by the due date, the outstanding amount will—after a first free reminder and after expiry of a period of 14 calendar days—be increased by:

a fixed compensation to cover amicable recovery costs, 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 exceeds EUR 500, plus 5% of the amount due on the portion above EUR 500, with a maximum of EUR 2,000;
default interest at the statutory rate pursuant to the Belgian 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 perform its principal obligation, namely organising the Activity, Roeland vzw shall owe the Customer compensation equal to the amounts referred to above.

3.2 City visits

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

The invoice is issued after the city visit. Unless another due date has been agreed, invoices are payable within thirty (30) calendar days after dispatch. Any dispute must be notified to Roeland vzw in writing (by e-mail or by post) within seven (7) calendar days after dispatch of the invoice (date of receipt). A dispute can in no event justify 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
Account holder: 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 accounting department.

Each payment will be allocated to the oldest outstanding invoice and will be applied first to interest and costs. Discounts are not cumulative unless expressly agreed otherwise. Any granted discounts lapse in the event of non-compliance with these General Terms and Conditions.

From the due date, the Customer owes Roeland vzw, by operation of law and without prior notice, late-payment interest at the rate set out in Article 5 of the Belgian Act of 2 August 2002 on combating late payment in commercial transactions. A fixed compensation of 10% of the amount due will also be charged. Interest accrues from the day following 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 be made by e-mail to info@roeland.be.

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

The Customer submitting a cancellation request based on serious reasons must provide sufficient evidence of the invoked serious reason (e.g. a medical certificate, a 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 fee of EUR 100 for a boarding camp and EUR 50 for a day camp.

In the event of early departure during the camp due to a serious reason, cancellation costs amount to 30% of the camp price. After deduction of this amount, a refund will be granted pro rata, taking into account the number of days attended; no refund is possible for days attended.

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

Cancellation of a language camp must be made in writing. In the absence of a serious reason (or sufficient proof thereof), the following fees apply:

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 remaining balance will be additionally claimed from the Customer.

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

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

If coach transport is cancelled by the Customer no later than two weeks before the start of the camp, it will be refunded in full. If coach transport is cancelled later, no refund is possible, as the coach size is determined based on the number of registrations.

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 accept the alternative, all 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 where participant safety is at risk, Roeland vzw reserves the right to amend 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 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 date. Except in cases of force majeure, the Customer will owe a cancellation fee equal to the full booked price if cancellation occurs within 30 days before the start date.

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 entitle the Customer to any discount or adjustment of the invoice amount.

Article 5 – Liability

5.1 Language camps

The Participant may be held liable for any loss or damage caused to Roeland vzw or its appointees as a result of the Participant’s acts or omissions.

Where the Participant endangers the safety or physical integrity of Roeland vzw, its staff, supervisors or other participants, the Participant will be held liable for all resulting damage. In such circumstances, Roeland vzw may immediately exclude the Participant from further participation. Any costs arising from such exclusion shall be borne by the Participant.

A Participant excluded for the above reasons is not entitled to any compensation or refund. “Unacceptable behaviour” includes, without limitation: failure to comply with agreed arrangements, any form of aggression, drug use, smoking, vaping, alcohol consumption, breach of privacy, vandalism, etc.

Roeland vzw is required, as an organisation, to assist Participants in need. Where the need for assistance is attributable to the Participant, Roeland vzw may recover any related costs from the Participant.

Roeland vzw is not responsible for theft, loss of, or damage to personal belongings brought by Participants.

To the extent permitted by law, Roeland vzw’s liability is limited to direct loss only and, in any event, to the (relevant part of the) invoiced amount, and further limited to the amount effectively paid out by Roeland vzw’s liability insurer (where applicable).

Roeland vzw is not liable for indirect or consequential loss, except where such loss results from wilful misconduct or gross negligence of Roeland vzw’s own staff or of third parties engaged by Roeland vzw.

Roeland vzw is not liable for any defects or errors arising from, or contributed to by, information, materials or actions provided or carried out by the Customer or by third parties.

To the fullest extent permitted by law, the Customer waives the application of Article 6.3 of the Belgian Civil Code. Accordingly, the Customer may not bring direct non-contractual (tort) claims against Roeland vzw or its employees, directors, management or volunteers. Those persons qualify as third-party beneficiaries of this clause.

5.2 City visits

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

The Customer is responsible for the conduct of its pupils and supervisors during the city visit and will be held liable for all damage where the pupils or supervisors jeopardise the safety or integrity of Roeland vzw, its staff, supervisors or other third parties. If a pupil’s or supervisor’s conduct endangers the safety or integrity of Roeland vzw’s guides or other pupils, Roeland vzw may exclude that pupil or supervisor from further participation. Any costs arising from such exclusion shall be borne by the Customer.

In the event of exclusion, no refund is due.

“Unacceptable behaviour” includes, without limitation: failure to comply with agreed arrangements, any form of aggression, drug use, smoking, vaping, alcohol consumption, breach of privacy and vandalism.

Roeland vzw will provide assistance in emergencies. Where the situation is attributable to the participating pupil or supervisor, the costs incurred may be charged to the School.

Roeland vzw is not responsible for theft, loss of, or damage to personal belongings brought by pupils or supervisors.

Roeland vzw is not liable for any defects or errors arising from, or contributed to by, information, materials or actions provided or carried out by the Customer or by third parties.

Article 6 – Insurance

Roeland vzw has taken out the following insurance cover:

Civil liability insurance: covering damage suffered by third parties as a result of a fault or negligence by Roeland vzw and its appointees, including Participants, pupils, their supervisors and volunteers. For the purposes of this cover, pupils, their supervisors and Participants are considered third parties in relation to one another.
Accident insurance: covering the difference between the actual costs incurred and the reimbursement provided by the health insurance fund.
Insolvency insurance: protecting the Customer in the event of Roeland vzw’s insolvency or bankruptcy. In such case, the insurer provides reimbursement of amounts already paid for Activities not yet performed and, where applicable, repatriation of Participants who are attending a language camp at that time.
Package travel protection: the statutory protection for Participants in language camps qualifying as package travel. It ensures Roeland vzw’s responsibility for the proper performance of all included services (such as accommodation, lessons and transport) and grants the Customer specific rights in the event of changes to the programme or price, in accordance with Belgian package travel legislation.

Copies of the above insurance policies can be made available upon request.

Article 7 – Processing of personal data (GDPR)

In the context of the assignment for the Customer, Roeland vzw processes personal data relating to the contact persons communicated by the Customer. Such data is processed for the purposes of customer relationship management, in particular to communicate with the Customer in relation to the relevant assignment.

The data subjects have the rights granted to them under applicable data protection legislation, including the right of access and the right to rectification. Further information is available in Roeland vzw’s privacy statement/privacy policy, which can be consulted on its website.

During Activities, photos may be taken. Subject to the Customer’s consent, these photos may be used for communication and promotional purposes (including via social media, the website or brochures).

Article 8 – Force majeure and unforeseen circumstances

Force majeure events—such as strikes, public unrest, administrative measures and other unforeseen events beyond Roeland vzw’s reasonable control—release Roeland vzw, for the duration and to the extent of the impediment, from its obligations, without any right for the Customer to claim a price reduction or compensation.

If, for any of the above reasons, Roeland vzw cannot perform its obligations on the agreed date, Roeland vzw and the Customer will agree, in mutual consultation, on an adjusted date, without any entitlement of the Customer to compensation.

If Roeland vzw’s obligations are rendered excessively onerous as a result of unforeseeable and non-attributable circumstances beyond Roeland vzw’s control, the Parties undertake to renegotiate the terms of the agreement in accordance with Article 5.74 of the Belgian Civil Code.

Where performance of Roeland vzw’s obligation becomes entirely impossible, Roeland vzw may cancel the assignment, without any entitlement of the Customer to compensation. In such case, Roeland vzw will refund all amounts already paid by the Customer.

Article 9 – Package travel agreements

For language camps, Roeland vzw complies with the statutory provisions governing package travel (Directive (EU) 2015/2302 of 25 November 2015, as implemented in Belgian law).

Basic rights under Directive (EU) 2015/2302 include:

before entering into the package travel agreement, the Customer will receive all essential information about the package;
responsibility for the proper performance of the travel services included in the agreement always lies with at least one professional;
the Customer and the Participant will receive an emergency telephone number or contact details enabling them to reach the organiser or travel agent;
the Customer may transfer the package to another person, subject to reasonable notice and, where applicable, payment of additional costs;
the package price may be increased only if specific costs increase (e.g. fuel), provided this is expressly included in the agreement, and in any event no later than twenty (20) days before the start of the package; if the increase exceeds 8% of the package price, the Customer may terminate the agreement; where the organiser reserves the right to increase the price, the Customer is also entitled to a price reduction if the relevant costs decrease;
if a significant change is made to one of the essential elements of the package (other than the price), the Customer may terminate the agreement without a termination fee and is entitled to a full refund; if the professional responsible cancels the package before it starts, the Customer is entitled to a refund;
the Customer may terminate the agreement before the start of the package without a termination fee in exceptional circumstances (e.g. serious safety issues at the destination likely to affect the package);
the Customer may also terminate the agreement at any time before the start of the package upon payment of an appropriate and justified termination fee;
if, after the start of the package, significant elements cannot be provided as agreed, a suitable alternative must be offered at no extra cost; if services are not performed in accordance with the agreement, this materially affects performance and the organiser fails to remedy the problem, the Customer may terminate the agreement without a termination fee;
where travel services are not performed or are improperly performed, the Customer may be entitled to a price reduction and/or compensation;
the organiser must provide assistance to a Participant in difficulty;
if the organiser (or, where applicable, the retailer) becomes insolvent after the start of the package and transport is included, repatriation of the Participant will be ensured.

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

Article 10 – Severability

If any provision (or part of a provision) of these General Terms and Conditions is found to be invalid, unenforceable or contrary to mandatory law, that provision (or part) will be deemed severed and will not affect the validity or enforceability of the remaining provisions.

Where such invalidity, unenforceability or conflict would affect the nature of these General Terms and Conditions, the Parties undertake to negotiate in good faith a valid replacement provision that, to the greatest extent possible, achieves the same purpose.

Article 11 – Applicable law, complaints and competent court

Complaints before or after a city visit or language camp may be submitted by e-mail to: info@roeland.be.

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

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

These General Terms and Conditions and all agreements with Roeland vzw are governed by Belgian law. Any dispute relating to the formation, validity, performance and/or termination of the agreement which cannot be resolved amicably shall fall within the exclusive jurisdiction of the competent courts of Ghent.

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