Contact Account

General Terms and Conditions – Van der Valk Hotel Ghent

Van der Valk Hotel Ghent Akkerhage 10, 9000 Ghent All rates are subject to the applicable VAT regulations.

Contents
  1. General terms and conditions – individual reservations
  2. Parking policy
  3. General terms and conditions – group reservations, Meetings & Events
  4. Deposit, payments and invoicing
  5. Operational provisions for groups and events
  6. Liability, safety and house rules
  7. Jurisdiction and applicable law
  8. Website, privacy and cookies

1. General Terms and Conditions – Individual Reservations

1.1 Cancellation of Individual Hotel Rooms
  • Reservations may be cancelled free of charge up to 24 hours before the scheduled arrival date, no later than 3:00 PM local time.
  • In case of cancellation less than 24 hours before arrival or in the event of a no-show, 100% of the first night's stay will be charged.
  • For non-refundable rates, also referred to as Non-Refundable rates, cancellations or modifications are not permitted. The full amount will always be charged.
  • For business reservations covered by a framework agreement, additional or different conditions may apply as specified in that agreement.
1.2 Individual Reservations for Packages or Services
  • Reservations may be cancelled free of charge up to 24 hours before the arrival date.
  • In case of cancellation less than 24 hours before arrival or in the event of a no-show, 100% of the total amount will be charged.
  • Different cancellation conditions may apply during public holidays or special events.
1.3 Accommodation Rates
  • Our rates are based on demand and availability. Rates may vary from day to day.
  • For refundable rates, the room will remain reserved until 6:00 PM on the day of arrival if no prepayment has been made.
  • In case of late arrival, the room reservation must be prepaid or guaranteed with a credit card.
  • Without payment confirmation or a credit card guarantee, the hotel may cancel the room reservation after 6:00 PM.
  • For non-refundable rates, also referred to as Non-Refundable rates, cancellations or modifications are not permitted. The full amount will always be charged.
1.4 Payment and Invoicing for Individual Reservations
  • For online bookings, payment of the full amount in advance may be required.
  • Invoices must be paid within 14 days of the invoice date.
  • In the event of late payment, a default interest of 2% per month will be charged, increased by a fixed compensation of 15% of the outstanding amount, with a minimum of €50.
  • Invoicing is only possible when:
    • a local agreement has been concluded between the customer and Van der Valk Hotel Ghent; or
    • a corporate agreement exists through Valk Business in which invoicing is included as a payment method.
1.5 Check-in, Check-out and Stay
  • Check-in is available from 3:00 PM.
  • Check-out must take place before 11:00 AM.
  • Early check-in or late check-out is only possible upon request and subject to availability. An additional charge may apply.
  • Smoking is prohibited in all rooms. A fine of €250 will be charged in case of violation.
  • The hotel is not liable for loss of or damage to personal belongings.

2. Parking Policy

2.1 General Visitors
  • The first 30 minutes are free of charge. No validation is required.
  • Thereafter, a rate of €2.50 per hour applies.
  • The maximum rate is €20 per day.
2.2 Hotel Guests Staying Overnight
  • Hotel guests pay €10 per 24 hours.
  • Payment is made through reception.
  • The parking ticket will be validated at reception.
2.3 Restaurant Guests
  • The first 3 hours are free via a QR code on the restaurant receipt.
  • After 3 hours, a rate of €2.50 per hour applies.
  • Upon departure, the guest first scans the QR discount code and then pays the remaining amount, if applicable, at the payment machine.
2.4 Weleda City Spa Guests
  • The first 3 hours are free via a QR code available at the Weleda City Spa reception.
  • After 3 hours, a rate of €2.50 per hour applies.
  • Upon departure, the guest first scans the QR discount code and then pays the remaining amount, if applicable, at the payment machine.
2.5 Meeting & Event Guests

For Meetings & Events, priority parking is provided in H1, H2 and H3. Parking B, located underground beneath Blue Towers, will be used during peak periods or when H1, H2 and H3 are fully occupied.

H1, H2 and H3

  • The standard rate is €2.50 per hour, with a maximum of €20 per day.
  • Meeting & Event guests may receive 3 hours of free parking via QR code.
  • After application of the QR code, the maximum rate is €12.50 per day.
Departure Procedure

Parking at the Guest's Own Expense The guest pays directly at the payment machine. The guest first scans the QR discount code. The maximum rate is €12.50 per day.

Parking Charged to the Company or Organisation The parking ticket is validated at reception. The maximum rate is €12.50 per ticket or per day, depending on the agreement made.

3. General Terms and Conditions – Group Reservations, Meetings & Events

3.1 Cancellation and Reduction of Participants for Events and Services
Files up to and Including 50 Persons
  • Up to and including 45 days before the scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
  • Between 44 and 30 days before the scheduled arrival date, 40% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 29 and 15 days before the scheduled arrival date, 20% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 14 and 7 days before the scheduled arrival date, 10% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.
Files from 51 Persons
  • Up to and including 60 days before the scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
  • Between 59 and 45 days before the scheduled arrival date, 60% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 44 and 30 days before the scheduled arrival date, 40% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 29 and 15 days before the scheduled arrival date, 20% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 14 and 7 days before the scheduled arrival date, 10% of the number of participants and the associated reserved services may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.
3.2 Cancellation and Reduction of Room Bookings
Files up to and Including 50 Rooms
  • Up to and including 45 days before the first scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
  • Between 44 and 30 days before the first scheduled arrival date, 50% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 29 and 15 days before the first scheduled arrival date, 25% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Less than 15 days before the first scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.
  • The customer must provide Van der Valk Hotel Ghent with a detailed rooming list no later than 14 days before the first scheduled arrival date, including for each room:
    • occupancy, for example single, double, etc.;
    • full name of the participant(s);
    • nationality.
  • Additional charges may apply if this information is submitted late.
Files from 51 up to and Including 100 Rooms
  • Up to and including 60 days before the first scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
  • Between 59 and 45 days before the first scheduled arrival date, 75% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 44 and 30 days before the first scheduled arrival date, 50% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 29 and 15 days before the first scheduled arrival date, 25% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Less than 15 days before the first scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.
  • The customer must provide Van der Valk Hotel Ghent with a detailed rooming list no later than 14 days before the first scheduled arrival date, including for each room:
    • occupancy, for example single, double, etc.;
    • full name of the participant(s);
    • nationality.
  • Additional charges may apply if this information is submitted late.
Files from 101 up to and Including 150 Rooms
  • Up to and including 90 days before the first scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
  • Between 89 and 60 days before the first scheduled arrival date, 65% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 59 and 45 days before the first scheduled arrival date, 45% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 44 and 30 days before the first scheduled arrival date, 25% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Between 29 and 15 days before the first scheduled arrival date, 15% of the number of rooms per night may be cancelled free of charge. Any additional cancellation will be charged at the contractual rate.
  • Less than 15 days before the first scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.
  • The customer must provide Van der Valk Hotel Ghent with a detailed rooming list no later than 14 days before the first scheduled arrival date, including for each room:
    • occupancy, for example single, double, etc.;
    • full name of the participant(s);
    • nationality.
  • Additional charges may apply if this information is submitted late.
Files from 151 Rooms
  • Different conditions may apply for files of 151 rooms or more. These will be determined and recorded in writing on a case-by-case basis.

4. Deposit, Payments and Invoicing

4.1 Deposit
  • The deposit amounts to 75% of the total invoice, unless otherwise agreed in writing.
  • The deposit must be paid no later than 14 days before the start of the event.
  • If the customer fails to comply with the payment conditions for the deposit or prepaid account, the hotel reserves the right to cancel the reservation or provide only those services corresponding to the amount already paid.
4.2 Billing Address and Invoicing Details
  • The billing address stated in the contract is binding.
  • Changes to the billing address can only be communicated prior to the event or stay.
  • Invoices are sent exclusively by email, unless otherwise agreed in writing.
  • The customer must provide a valid invoicing email address before the start of the event.
4.3 Final Balance
  • The final balance will be prepared after completion of the activity.
  • The customer undertakes to pay the balance upon departure from the activity, unless otherwise agreed in writing.
  • Payment shall be made in cash or via Visa, Eurocard, Bancontact or Mastercard, unless otherwise agreed in writing.
4.4 Payment Term and Late Payment
  • Invoices must be paid within 14 days of the invoice date, in accordance with the general invoice conditions, which form an integral part of this agreement.
  • In the event of late payment, a default interest of 2% per month shall be charged automatically and without prior notice.
  • In addition, a fixed compensation of 15% of the outstanding amount, with a minimum of €50, shall be due, without prejudice to any legal and enforcement costs.
  • Complaints regarding invoices must be submitted in writing by registered mail within 8 days of the invoice date. After this period, objections shall no longer be admissible.
4.5 Individual Invoicing of Participants

If the customer organises an activity at the hotel and Van der Valk, at the customer's request, invoices facilities, hotel rooms or related services individually to one or more participants designated by the customer, the customer shall remain jointly and severally liable together with the participants concerned for payment of all amounts due, including principal, interest and costs.

5. Operational Provisions for Groups and Events

5.1 Formation of the Agreement
  • The reservation agreement only comes into existence after acceptance and signature by Van der Valk.
  • Until the agreement has been accepted and signed by Van der Valk, Van der Valk shall not be bound towards the customer or its participants.
  • In such case, Van der Valk reserves the right to consider the event non-existent and to release the intended rooms, spaces or facilities to third parties.
  • After signature, all obligations between the parties shall be governed exclusively by this agreement. This agreement replaces all previous arrangements between the parties.
  • Amendments or additions to the agreement shall only be valid if recorded in writing and accepted by both parties.
  • Verbal agreements shall be considered invalid and non-existent.
5.2 Increase in Number of Participants

If the customer reports an increase in the number of participants less than 14 days before the scheduled date, the hotel will make reasonable efforts to provide services for the increased number of participants. However, the hotel cannot be held liable if this proves impossible or only partially possible. The exact number of participants must be confirmed no later than 5 working days before the event.

5.3 Audiovisual and EDP Equipment
  • If Van der Valk provides audiovisual or EDP equipment, the customer shall be responsible for such equipment throughout the duration of the event.
  • In the absence of comments immediately after the equipment is made available, the customer shall be deemed to have received it in good condition and working order.
  • If the customer uses their own equipment or equipment supplied by third parties, the customer remains fully responsible for such equipment throughout the duration of the event.
  • The customer must take all necessary measures to prevent damage, theft or loss.
  • Prior written approval must be obtained for the use of walls, tables or floors, as well as for placing posters, signs, flags or other advertising material.
  • All customer materials and equipment must be removed from the hotel no later than the end of the event. The hotel is not responsible for materials or equipment not removed in time.
5.4 Reserved Conference Rooms

The meeting room names specified in the contract are indicative and non-binding. The hotel has the right to change the names of meeting rooms unilaterally. Van der Valk shall inform the customer no later than the day of arrival.

5.5 Check-in and Check-out of Rooms for Group Reservations
  • Check-in is available from 3:00 PM.
  • If the customer or participant arrives before 3:00 PM, Van der Valk will use its best efforts to make the room available earlier, without being obliged to do so.
  • If the customer or participant wishes to guarantee access to the room before 3:00 PM, the preceding night must be booked at the applicable rates.
  • Official check-out time is 11:00 AM.
  • In the event of late check-out or an extension until 5:00 PM, an additional charge equivalent to half of the daily room rate of the relevant room will be applied.
  • Late check-out is always subject to availability and cannot be guaranteed.
5.6 Early Departure

If the customer terminates the event early or if the customer or participant leaves the meeting rooms or hotel before the booked departure date, Van der Valk shall be entitled to charge the remaining booked days, overnight stays, facilities and related services in full at the contractually agreed rates.

5.7 Schedule

The customer undertakes to start and end the event within the contractually agreed times. Van der Valk is entitled to charge supplementary hours or other costs resulting from failure to respect this schedule.

5.8 Selection of Menu and Programme
  • The final menu and programme selection must be provided to Van der Valk no later than 10 days before the event.
  • If the customer does not confirm the menu selection in time, Van der Valk is entitled to choose a menu in order to guarantee optimal preparation of the event.
  • If the customer makes changes to the menu selection less than 7 days before the event, Van der Valk may, if delivery of the amended menu remains possible, charge the additional costs to the customer.
5.9 Additional Requests

All additional requests must be mentioned in the document signed by the customer. Only requests that are expressly approved in writing by Van der Valk form part of the agreement and Van der Valk's obligations.

6. Liability, Safety and House Rules

6.1 Smoking Ban and Anti-Drug Policy

Van der Valk Hotel Ghent applies a strict anti-drug policy. The sale, possession and use of drugs are strictly prohibited on the premises and within the buildings. This also includes the improper sale, use or possession of nitrous oxide. Smoking is not permitted inside the buildings, including hotel rooms. In case of violation of any of the above provisions, a fine of €250 will be charged and the person or persons concerned may be requested to leave the hotel immediately.

6.2 Liability and Insurance
  • The customer undertakes to take out insurance with a recognised Belgian insurance company covering their liability as organiser for the scheduled period.
  • The customer must ensure that participants behave appropriately and comply with the hotel's house rules.
  • The customer and participants are prohibited from using the facilities made available for gatherings related to extreme ideologies or movements, or for activities that may directly or indirectly negatively affect normal hotel operations or disturb other hotel guests.
  • The customer, together with the participants, is jointly and severally liable for any damage or nuisance caused to Van der Valk by the participants.
  • The customer shall indemnify Van der Valk against any claim, including principal, interest and costs, brought by other guests or clients against Van der Valk as a result of damage or nuisance caused by the event or by actions or omissions of the customer or its participants.
  • The hotel is not liable for theft of or damage to goods, objects or materials left in the hotel by the customer or its participants.
6.3 Termination and Compensation
  • Van der Valk has the right to terminate the agreement by simple written notice if the customer fails to comply with the conditions.
  • In such case, the customer shall owe Van der Valk compensation equal to 50% of the amounts that would have been payable if the agreement had not been terminated.
  • If Van der Valk establishes that it cannot provide the reserved rooms, meeting rooms or facilities at the scheduled time, it shall notify the customer as soon as possible.
  • In such case, Van der Valk shall only be obliged to provide equivalent rooms or facilities at the nearest comparable hotel and, if applicable, compensate the price difference.
  • Any other compensation or costs are expressly excluded.
  • If Van der Valk complies with the above, the customer shall indemnify Van der Valk against any claims made by participants regarding the unavailability of the originally reserved rooms or meeting rooms.
6.4 Fire Prevention and Safety Procedures
  • Emergency exits must remain free of obstructions at all times and signs indicating their location must remain visible.
  • Fire doors and emergency doors must remain closed where explicitly indicated.
  • Nothing may be attached to panic exit mechanisms and no materials may be placed behind doors.
  • Stairwells serving as escape routes must remain free from obstructions.
  • It is prohibited to bring flammable, explosive or hazardous liquids or products into the hotel.
  • Modifications to existing installations, materials, furniture or equipment are only permitted with prior written approval from hotel management.
  • If such modifications are required, they must be requested in writing from hotel management no later than 21 days before the event.
  • Curtains, wall coverings and other decorative materials suspended from or attached to walls and ceilings must be at least flame-retardant or fire-resistant.
  • Decorative materials hung in doorways or corridors must be split in the middle and installed so that they can easily be drawn aside.
  • Electrical installations must not be overloaded.
  • Firefighting equipment must not be misused.
  • The smoking ban must always be respected.
  • If the organiser hires external security personnel, the security company must be licensed by the Ministry of the Interior and its personnel must comply with applicable legislation governing security companies, protection companies and internal security services.
  • The number of security officers, their names and whether or not they are armed must be communicated in writing to hotel management in advance.
  • The maximum permitted number of persons per room may not be exceeded without prior written approval.

7. Jurisdiction and Applicable Law

This agreement shall be governed exclusively by Belgian law. Any dispute relating to the validity, interpretation, performance of the agreement or invoicing shall fall under the exclusive jurisdiction of the courts of the district of Ghent.

8. Website, Privacy and Cookies

Recommendation: these sections do not logically belong within general reservation or M&E terms and conditions. Ideally, they should be published as separate web pages or annexes:

  • Website Terms of Use
  • Privacy Policy
  • Cookie Policy
8.1 Website Terms of Use
Website Liability

Van der Valk Hotels & Restaurants appreciates your interest in our hotels and your visit to our website. Although the information on this website is presented as accurately and up to date as possible, changes in prices, offers, facilities, images or other information are always subject to change. No rights may be derived from the content of the Van der Valk website.

Copyright

All copyrights and other rights relating to the content of this website, including texts, images, software and other information, belong to Van der Valk and/or its affiliated hotel companies. Information on this website may not be modified, reproduced, transmitted or distributed without prior written permission from Van der Valk.

Viruses, Security and Third-Party Links

The Van der Valk website is regularly checked for computer viruses, but the absence of viruses cannot be guaranteed. The website may contain links to third-party websites. Van der Valk is not responsible for the content, use or consequences of visiting third-party websites.

Email Sent by Van der Valk

Information sent by Van der Valk via email is intended solely for the addressee. Use by anyone other than the addressee is prohibited. Reproduction, disclosure, distribution or provision to third parties is not permitted. Van der Valk does not guarantee correct and complete transmission or timely receipt of email messages. No rights may be derived from information sent.

8.2 Privacy Policy

Van der Valk Hotel Ghent processes personal data in accordance with applicable legislation, including the General Data Protection Regulation (GDPR). Van der Valk respects the privacy of individuals about whom it receives information and treats such information confidentially.

Data Controller: Van der Valk Hotel Ghent Akkerhage 10, 9000 Ghent VAT/Chamber of Commerce Number: BE 0699.986.048 Email address: viki.aga@gent.valk.com For privacy-related questions: help@valksupport.com

Scope

This Privacy Policy applies to the processing of personal data by Van der Valk Hotel Ghent and, where applicable, affiliated Van der Valk entities. This Policy does not apply to processing activities carried out by third parties, such as booking organisations, travel agencies, employers, social media platforms or other external parties.

Purposes of Processing

Van der Valk may process personal data in connection with, among other things:

  • room and meeting room bookings;
  • restaurant reservations;
  • Van der Valk accounts;
  • security and CCTV surveillance;
  • licence plate registration for parking facilities;
  • newsletters and mailings;
  • contact forms;
  • contests and promotional campaigns;
  • direct marketing;
  • central customer database;
  • social media;
  • blacklist and cash list management;
  • recruitment procedures;
  • employee administration;
  • data relating to minors where necessary for accommodation or service provision.
Sharing Data with Third Parties

Personal data will generally not be shared outside the organisation unless this is necessary for the provision of services, the performance of an agreement, based on consent, for legal reasons, or pursuant to a legal obligation.

Data may be shared with, among others:

  • Van der Valk entities;
  • event organisers or contracting parties in connection with group or event reservations;
  • service providers, including IT, software, marketing and communication service providers.
Transfers Outside the EU/EEA

Personal data may be transferred within the European Economic Area. Transfers outside the EEA will only take place where an adequate level of protection is ensured, for example through standard contractual clauses approved by the European Commission.

Retention Periods

Personal data will not be retained longer than necessary, unless a legal retention obligation applies. Inactive Van der Valk accounts may be deleted after a period of 2 years.

Security

Van der Valk applies appropriate technical and organisational security measures, including encrypted storage and access based on the need-to-know principle.

Rights of Data Subjects

Data subjects have the right, subject to the applicable conditions, to:

  • access;
  • rectification;
  • erasure;
  • restriction of processing;
  • data portability;
  • object to processing;
  • withdraw consent.

Requests may be submitted to help@valksupport.com. Van der Valk will decide on a request within 4 weeks, unless it notifies the requester within that period that additional time is required.

Complaints

If you have a complaint regarding the use of personal data, you may lodge a complaint with the competent data protection authority.

Version

Version October 2024.

8.3 Cookie Policy

Van der Valk uses cookies. A cookie is a small text file that is automatically stored on or read from a visitor's device when visiting a website for the first time.

Cookies are used to enable the operation of the website, remember preferences, collect statistics and, where consent has been provided, support marketing purposes.

Types of Cookies

Van der Valk distinguishes between:

  • functional cookies;
  • analytical cookies;
  • marketing cookies.

Functional and analytical cookies are placed to ensure the proper functioning and improvement of the website. Marketing cookies are only placed after consent has been obtained.

Marketing Cookies

Marketing cookies may be used for, among other things:

  • advertisements and personalised content;
  • social media functionalities;
  • preferences and ease of use, such as language, currency, hotel and payment preferences.
Blocking or Deleting Cookies

Visitors can manage cookies via the cookie notification, through the cookie settings on the website or through the settings of their internet browser. Disabling cookies may result in certain functionalities of the website not functioning or functioning only partially.

Third-Party Cookies

Van der Valk may make use of cookies from third parties, including:

  • Facebook;
  • Google Analytics;
  • Google Tag Manager;
  • Hotjar;
  • Microsoft Clarity;
  • DoubleClick;
  • Bing Ads;
  • Bloomreach;
  • LinkedIn;
  • MailChimp;
  • Hotelchamp;
  • Leadfeeder.
Version

Version May 2023.

Internal Points of Attention Before Publication

The following points should preferably be legally or internally validated before publication:

  1. Verify whether the maximum rate for M&E parking is always charged “per ticket” or “per day”. Both formulations are used in the original text.
  2. Confirm whether the free parking allowance for M&E guests is always 3 hours or only applies under specific agreements.
  3. Verify the payment term: individual reservations refer to 14 days, while the group conditions also mention a penalty after 30 days. The content is not entirely consistent.
  4. Confirm whether the Privacy Policy applies solely to Van der Valk Hotel Ghent or to multiple Van der Valk entities. Both formulations appear in the original text.
  5. Verify whether the contact address viki.aga@gent.valk.com should remain in the Privacy Policy or be replaced with a general hotel contact address.
  6. Have the Privacy Policy and Cookie Policy legally reviewed, particularly regarding consent, international data transfers and third-party cookie providers.
  7. Consider publishing the Website Terms of Use, Privacy Policy and Cookie Policy separately rather than including them in a single document together with the reservation terms and conditions.