What are the general terms and conditions of Leuven Rides?

Leuven Leisure’s general terms and conditions apply to all Leuven Walks activities ;


GENERAL TERMS AND CONDITIONS LEUVEN LEISURE

1. AGREEMENT

The agreement between the applicant or customer on the one hand and Leuven Leisure (hereafter LL) on the other hand, is concluded when the applicant accepts Leuven Leisure’s offer. The applicant indicates by e-mail and or via the reservation form on the website that he wishes to enter into an agreement with LL for the provision of one or more services. LL will provide the applicant with both a confirmation of the reservation and an outline of the program’s details. Once completed, LL and the customer will have an established agreement for the provision of the requested service(s).

2. PRICES

For private customers (those applicants who do not need an invoice) all prices include vat.

For business customers (applicants who do want an invoice) all prices are exclusive of vat. Business customers who are from a different country within the European Union do not have to pay Belgian vat for the provision of services in Belgium. Other billing rules may apply to businesses from outside of the EU. Subject to the exceptions provided for by law, Belgian vat must be paid and prices are exclusive of vat.

For the organization of services that are performed by third parties, suppliers, or subcontractors (for example, a restaurant visit, hotel stay, transport, meeting venue, etc.), LL will charge private customers 1 euro p.p./ requested service as an administrative cost. LL applies the hourly rate of 65 euros/h for business customers for relevant administrative services.

3. PAYMENT

LL asks private customers to pay the full price before the delivery of the agreed service(s) by bank transfer to LL’s bank account. LL may grant exceptions whereby the applicant can pay, for example, in the LL office or to an LL employee on the day of the requested service(s).

Business customers receive an invoice for the provision of the requested service(s) and must transfer the invoice amount to LL's bank account.

For the organization of services that LL does not perform on its own, but through third parties, suppliers, or subcontractors (for example, a restaurant visit, hotel stay, transport, meeting room, etc.), LL requests an advance payment by transfer to its bank account upon entering an agreement. LL will subsequently deduct the amount paid from the final bill or from the invoice.

In the event of incomplete payment or non-payment of the cost of the service(s) (individuals) or the invoice amount (business customers) by the expiry of the legal payment term, LL reserves the right, without notice, to charge a default interest rate of 10% on the amount, with a minimum of 75 euros. LL also reserves the right to pass on to any customer in default the full value of any additional costs (such as administrative work, legal advice, etc.) it incurs for payment incentives. For disputes that cannot be mutually resolved, LL stipulates that Leuven’s courts shall be the only body authorized to handle them.

4. PROGRAM AND PARTICIPANT NUMBERS

Any change to the initial agreement in regard to the program and or number of participants may entail a cost.

Subject to exceptions as permitted by LL, the applicant must inform LL at least one week previous to the delivery of the agreed upon service(s) of the exact final number of participants.

Any change to the number of participants less than one week prior to the delivery of the requested service(s) may incur a cost. In all cases, the client must notify LL of any change regarding the number of participants by e-mail before the start of the service(s). During the period of service(s), LL's guides, staff, and third-party representatives, suppliers, or subcontractors will not record any changes to the number of participants. LL reserves the right to charge the applicant in full according to the agreed upon services, as well as for the number of participants indicated one week before the start of the delivery of the services – even if the applicant subsequently wants to reduce the number of participants and thus costs.

The applicant is responsible for timely (at least one week before the start of the service or services), correct, and complete transmission of his or her own information regarding the agreement. LL fully adjusts its operation and organization of events and services to best reflect the information it obtains from the applicant at least one week before providing the service(s).

5. CANCELLATION BY THE APPLICANT

If the applicant cancels an established agreement – in whole or in part – LL can charge financial compensation for administrative and or other work that it has already performed. In order to cancel an agreement – in whole or in part –  free of charge (i.e. subject to cost paid by LL to third party, supplier, or subcontractor), the applicant needs to contact LL at least three weeks before the start of the service(s). In the event of cancellation less than three weeks before the service(s), LL reserves the right to charge clients as follows:

less than 72 hours in advance: 100% of the cost
3-7 days in advance: 75% of the cost with a minimum of 120 euro
1-2 weeks in advance: 30% of the cost with a minimum of 120 euro
2-3 weeks in advance: 120 euro

Leuven’s courts will be responsible for hearing any and all potential financial disputes that cannot be resolved through mutual agreement.

LL reserves the right to apply the aforementioned conditions as it deems necessary: in principle, clients do not maintain the right to unilaterally terminate the provision of one or more of the agreed upon services as specified in the agreement or claim exemption from the above conditions and resulting compensation. Any dispute which cannot be resolved through mutual agreement must be handled by Leuven’s courts only.

The client, for example, cannot use the fear of unfavorable weather conditions as a last-minute reason to unilaterally terminate the agreement or part of the agreement. It is the responsibility of the applicant to follow the weather forecast and, if desired, to contact LL at least 48 hours in advance for a consultation regarding any possible alternatives for the implementation of a previously agreed-upon service or activity. LL employees will make every effort to propose one or more alternative activities. If the applicant does not agree with LL's proposal or proposals, LL will still provide the initial agreed-upon activity for the applicant. In both cases (when accepting or rejecting the alternative), the applicant is still responsible for the full cost of the service(s) as stipulated in the agreement. Leuven’s courts will handle any and all disputes that arise and cannot be resolved through mutual agreement.

The applicant maintains the right to work out an alternative bad weather program in advance (ideally at least three weeks before the delivery of the service) in consultation with LL. It is the applicant’s responsibility to monitor the weather forecast and to notify LL at least 48 hours in advance if it wishes to replace the initial program with a jointly-developed alternative bad weather program to be carried out. LL and the client will agree upon a cost for the alternative program in advance of the activity.

The applicant is always able, for whatever reason, to ask LL to postpone the delivery of a planned service or activity. LL reserves the right to accept or reject the requested change of date. Any changes to the date of a service may incur a cost. LL will not refund any advances and amounts already paid.

6. CANCELLATION BY LEUVEN LEISURE

If the applicant does not respect the agreed-upon starting time for the service or activity, LL reserves the right to charge the client for the activity’s entire cost, including for any part that might have been missed. In the event of a delay of 45 minutes or more, LL reserves the right to cancel the activity entirely and charge the client for the entire cost of the activity.

LL reserves the right to refuse service to participants who are intoxicated with alcohol and or any other narcotic substance and who, in the opinion of the guide or associate of LL, cannot properly behave within the group. LL will still charge the client for the entire cost of the activity.

A visit to Leuven’s historic city hall will always be subject to change because the city of Leuven reserves the right to deny anyone, including LL, access to the building at any time, including last-minute. Even if a client’s visit includes a trip to the city hall, it is possible that LL may have to cancel this part of the tour. If that situation arises, LL will work with the client to determine an alternative schedule. For LL, this is a situation of force majeure that can occur before visiting any building: LL will propose an alternative use of time and the client is still responsible for the entire cost of the activity.

LL reserves the right to cancel the delivery of an agreed-upon service or to change the content if there are good reasons for doing so (for example, weather conditions, strikes, breaches of contract by third parties, suppliers, or subcontractors, etc.). LL bases every decision that it makes in regard to alternative activities on providing the client an excellent service. The applicant or participant cannot hold LL liable for unforeseen changes or claim damages. LL will charge the entire cost of the activity. If LL makes an unforeseen program change to an activity, the involved guide, supervisor, or employee of LL will explain the situation to the client and, in consultation, determine an alternative plan.

7. LIABILITY

LL’s insurance policy covers its activities in regard to its civil liability towards participants and third parties. LL ‘s insurance does not cover against accidents involving participants and third parties. It is your own family or company insurance (or other form of self-insurance) that protects participants and third parties in case of accidents. LL cannot be held responsible in case of accident. The applicant does have the option of taking out additional accident insurance during the course of a LL activity.

The customer unconditionally releases LL from all claims, actions, damages, liability, loss, costs, and expenses for the injury, death, loss, or damage of property that may arise either during a LL activity, or from products that clients purchase from LL.

8. GUIDANCE AND HEALTH

LL's programs are meticulously prepared. Our supervisors and guides are specialists in their fields and reliable experts in our activities. We expect every applicant or participant to comply with the guidelines established by LL's supervisors, guides, and staff at all times. Failure to comply with any agreements and or guidelines may cause a supervisor, guide, or LL employee to exclude one or more clients without those in question being entitled to claim compensation. LL will still charge the entire cost of the activity. LL will hold any clients responsible for damage or injuries caused by non-compliance to the rules, agreements, and or guidelines established by LL's supervisors, guides or employees.

LL's programs are designed for a standard level of physical fitness. By booking (establishing the contract for the provision of services), the applicant declares to have taken note of the nature and content of the activity, as communicated on the website. Some activities are more physically intensive than others (such as a canoe trip or a bicycle tour). It is the applicant's responsibility to verify that all participants possess an appropriate level of physical fitness and the necessary capabilities for the chosen activity. By agreeing to an activity, the applicant and or participants declare themselves to be in a proper physical state to complete the activity. The applicant and or participants accept all risks associated with taking part in an activity or enjoying a service: these include all known and unknown risks. The applicant and or participants accept personal responsibility for any form of liability, injury, loss, or damage related in any way to participation in the activity.

9. MATERIAL

LL reserves the right to charge damage to or losses of company material to the user, tenant, or participant. In all circumstances, other than those in which one can prove an LL supervisor, guide, or employee as responsible for the loss of or damage to LL material, the client maintains responsibility and shall reimburse the costs.

10. COMPLAINTS

LL wants to provide you with a wonderful and memorable experience. Despite all our efforts, it is still possible that you, as the applicant or participant, believe you have a justified complaint. Ideally, the client will bring the complaint or comment to the attention of the LL supervisor, guide, or employee during the activity or performance of the service, so that he or she may be able to provide an immediate solution. If this does not happen, or the complaint cannot be resolved satisfactorily, LL would like to receive the complaint by e-mail within 48 hours so that our quality control manager Sebastiaan Cloet sebastiaan@leuvenleisure.com can contact you to resolve the complaint together. Leuven’s courts are authorized to handle all complaints and disputes that cannot be resolved through mutual agreement.

What is a kickbike?

Basically a kick bike is a bicycle mixed with a scooter, so a bike without saddle that you move using one foot on the kickbike and the other foot stepping off the ground.

What, a Leuven Ride in bad weather?  

Indeed! Sun, sleet, ice, rain, snow - no matter the weather Leuven Rides always continue.

(Unless a bad weather alternative is previously agreed upon)

What is an e-bike?  Can it fly?

An electric bicycle or bike-battery hybrid which is driven by a combination of electric motor and muscle power.  And no, it can't fly, unless you have had quite a lot to drink.

Can I see giraffes on a Leuven Ride?

Unlikely, however, we refer you to http://nl.wikipedia.org/wiki/Serengeti. Perhaps you will see a heron or beaver of the Dijleland.

Where can I find a Leuven Ride info pamphlet?

You can find them at our office in Tiensestraat 5, in the tourist information office of the city of Leuven, Naamsestraat 3 (side town hall) and also in all the hotels, B & Bs and hostels.

What if my question is not answered here?

Then please contact us. We'll help you!

hello@leuvenleisure.com