General terms and conditions

Reservation

A reservation only becomes final upon receipt of the required deposit amounting to twenty percent (20%) of the total reservation amount. If the deposit has not been received by J-Club De Panne vzw no later than the due date stated in the confirmation, the reservation will automatically lapse, without any prior notice of default or notification to the client being required.

In such case, J-Club De Panne vzw reserves the right to release the rooms concerned for rental again, without the client being entitled to any compensation or further claim.

The final balance is determined on the basis of the participant lists provided by the client. These lists must be completed fully, correctly and truthfully and must include the surname, first name and date of birth of each participant.

J-Club De Panne vzw reserves the right, in the event of incomplete or incorrect information, to correct or amend the participant list and to recalculate the final balance accordingly.

Any additional charges resulting from additional services, excess consumption or other costs will be invoiced separately after the stay and are payable in full and without delay by the client.

Unforeseen price increases

J-Club De Panne vzw reserves the right to revise the agreed prices for meals and overnight stays if, after confirmation of the reservation and before the start of the stay, there is an objective and substantial increase in costs relating to raw materials, energy, food and/or personnel.

Any such price increase may never exceed the proportional increase in the applicable health index at the time of the adjustment.

Where applicable, J-Club De Panne vzw will inform the client in writing of the price adjustment no later than fifteen (15) calendar days before the start of the stay.

The client accepts that such a price adjustment cannot constitute grounds for cancellation free of charge and does not entitle the client to any compensation from J-Club De Panne vzw.

Free accompanying persons

Any arrangements regarding free accompanying persons do not apply.

All accompanying persons are in all cases regarded as regular participants and are therefore required to pay all costs applicable to participants, including but not limited to overnight stays, meals and other services related to the stay.

The number of accompanying persons participating must be correctly stated on the participant list; errors or subsequent changes may result in additional invoicing in accordance with these terms and conditions.

Notice of default

• Any invoice that has not been paid in full by the due date shall, by operation of law and without prior notice of default, incur late-payment interest of ten percent (10%) for each commenced month of delay, until the date on which full payment is received in the account of J-Club De Panne vzw.
   
• As long as one or more invoices remain unpaid, J-Club De Panne vzw reserves the right to suspend all further services, including but not limited to refusing access to the reserved rooms or facilities, without the client being entitled to any compensation or refund.
   
• All collection costs, both judicial and extrajudicial, including but not limited to lawyers’ fees, bailiffs’ fees and debt collection costs, shall be borne by the client.

Administrative costs

• From the second written payment reminder onwards, the client shall, by operation of law, be liable for an administrative fee of thirty euros (€30.00) per letter sent.
   
• From the third written payment reminder onwards, each registered notice of default shall be charged at one hundred euros (€100.00) per registered letter.
   
• These administrative costs are in addition to the contractually due interest and compensation, as provided for in the preceding articles, and are immediately payable.

Full acceptance

• By making a reservation, signing a quotation, or making full or partial payment of an invoice, deposit or any other amount due, the client expressly and unconditionally acknowledges and accepts the general and specific terms and conditions of J-Club De Panne vzw, without reservation.
   
• This acceptance applies in full and constitutes a contractually binding obligation for the client, irrespective of any previous oral or written agreements.
   
• Any deviations from these terms and conditions shall only be valid if expressly confirmed in writing by J-Club De Panne vzw.

Complaints

• Complaints relating to the stay and/or invoicing shall only be considered if they are submitted in writing and are duly substantiated.
   
• Complaints relating to the stay must be submitted no later than eight (8) calendar days after the actual departure date of the group.
   
• Complaints relating to invoicing must be submitted no later than eight (8) calendar days after the date of receipt of the invoice.
   
• Complaints submitted outside these deadlines or not submitted in writing shall be deemed non-existent and may no longer be invoked by the client against J-Club De Panne vzw.
   
• Submitting a complaint does not suspend the client’s payment obligation; invoices remain payable on their due date, regardless of the existence or handling of a complaint.

All invoices issued by J-Club De Panne vzw are payable at the registered office, located at Blauwe Distelweg 2, 8660 De Panne, Belgium, stating the invoice number, customer number and file number.

Deposits and final settlements must be transferred to the following bank account of J-Club De Panne vzw:

• Bank: ING
• IBAN: BE21 3800 0476 5603
• BIC: BBRUBEBB

Payment shall only be considered completed once the amount due has been effectively, fully and unconditionally credited to the above-mentioned bank account.

Other payment methods, including but not limited to cash payments, cheques or alternative payment methods, are not accepted unless expressly agreed in writing in advance by J-Club De Panne vzw.

Cancellation by the client

• The client has the right to cancel the agreement in whole or in part at any time.
   
• In the event of cancellation, the client shall be required to pay compensation to J-Club De Panne vzw, calculated in accordance with the cancellation terms set out in Article 5.3 D.
   
• The compensation may be determined on a fixed basis and shall under no circumstances exceed the estimated total amount of the reservation.
   
• J-Club De Panne vzw does not provide cancellation insurance for the client. The client is personally responsible for taking out appropriate cancellation insurance, where applicable.
   
• If a stay is cancelled by the client as a result of a pandemic, the client shall in all cases be liable for a fixed administrative fee of seventy-five euros (€75.00).

Force majeure on the part of the client

• Force majeure on the part of the client may under no circumstances be invoked to release the client from their payment obligations towards J-Club De Panne vzw.
   
• Personal circumstances such as, but not limited to, illness, the death of a family member, missed transport connections, transport delays, organisational problems or other circumstances forming part of the normal business or personal risk of the client are expressly not considered force majeure.
   
• Only objective and unforeseeable circumstances that make performance of the agreement by the client absolutely impossible and that are also expressly recognised as such in writing by J-Club De Panne vzw may potentially qualify for alternative arrangements.
   
• In all other cases, the client remains liable for payment of the agreed price, including any applicable cancellation charges, in accordance with the cancellation conditions.

Cancellation by J-Club De Panne vzw

• If J-Club De Panne vzw is required to cancel the reservation due to force majeure – understood as any abnormal and/or unforeseeable circumstance beyond the control of J-Club De Panne vzw, the consequences of which could not have been avoided despite all reasonable precautions – the client shall be informed thereof without delay and in writing.
   
• Circumstances considered to constitute force majeure include, but are not limited to: natural disasters, fire, flooding, war, strikes or lockouts, electricity or internet outages, government measures or prohibitions, terrorism, technical failures or other circumstances that make performance of the agreement reasonably impossible.
   
• In such a case, the client shall only be entitled to a refund of the amounts already paid, without any right to additional compensation or any further claim against J-Club De Panne vzw.

Cancellation charges before and up to the start of the stay

From the date the stay is reserved:

• 20% of the estimated final amount payable

Less than 24 weeks before the start of the stay:

• 40% of the estimated final amount payable

Less than 12 weeks before the start of the stay:

• 60% of the estimated final amount payable

Less than 6 weeks before the start of the stay:

• 80% of the estimated final amount payable

On the day the stay begins:

• 100% of the estimated final amount payable

Pandemics

• If a stay is cancelled by the client or J-Club De Panne vzw as a result of a pandemic, any deposits already paid shall not be refunded and the client shall not be entitled to any refund.
   
• Deposits already paid may only be transferred to a new stay, the date of which shall be selected by the client subject to remaining availability once the pandemic has ended, while retaining any administrative costs due and by operation of law, without prejudice to all other rights of J-Club De Panne vzw.

This wording closes all possible legal loopholes and emphasises that:

• refunds are completely excluded.
• only transfer to a new stay is possible.
• any administrative costs remain applicable.
• any price increases applicable to the new financial year must be taken into account.
• all other rights of J-Club De Panne vzw remain fully reserved.

Monitoring of reserved places

• If significant changes or shifts occur in relation to the reservation, the client undertakes to inform J-Club De Panne vzw thereof immediately and in writing.

For the purposes of this provision, “significant changes or shifts” include, but are not limited to:

• changes in the number of participants
   
• changes to the period of stay or arrival/departure times
   
• changes to the nature or scope of the booked services
   
• other circumstances having a material impact on the performance of the agreement by J-Club De Panne vzw
   
• Failure to comply with this notification obligation does not release the client from their contractual obligations and does not entitle the client to any compensation or adjustment by J-Club De Panne vzw.

Adjustment of reserved numbers

• The number of reserved participants may be reduced by the client until 15 January of the relevant financial year at the latest and, in any event, no later than three (3) months before the planned reservation date.
   
• Agreements concluded after the aforementioned deadline may no longer give rise to any change in the reserved numbers. In such case, the numbers confirmed upon signature shall immediately be considered final and binding.
   
• Reductions communicated after the applicable deadline shall not be enforceable against J-Club De Panne vzw and shall result in the application of the cancellation conditions as set out in Article 6.2, Cancellation compensation in the event of a reduced number of participants, without prejudice to the right of J-Club De Panne vzw to claim full compensation for the confirmed numbers.
   
• After expiry of the applicable deadline, the most recently confirmed numbers shall be deemed final and binding.

Cancellation compensation in the event of a reduced number of participants

• For the purposes of this article, the “originally agreed number of participants” means the number of participants stated in this agreement at the time it was signed by both parties. For the determination of the number of participants, reference is made to Article 3, Paragraph 3.2 (Total number of participants).
   
• If the actual number of participants is less than ninety percent (90%) of the originally agreed number of participants, the client shall be required to pay cancellation compensation for each missing participant.
   
• The cancellation compensation amounts to twenty-four euros (€24.00) per day for each missing participant.
   
• The cancellation compensation due shall automatically be included in the final settlement and shall become payable upon determination of the final number of participants. Any dispute regarding the calculation may only be submitted in writing and within eight (8) days of receipt of the final settlement.
   
• No exceptions to this provision are expressly permitted, and by signing the agreement the client acknowledges that any deviations or subsequent changes shall have no effect on this provision.
   
• The obligation to pay the cancellation compensation is fully enforceable and may, if necessary, be recovered through legal proceedings.

Final numbers, settlement and early departure

• Upon arrival, during check-in, the client must confirm the final number of participants and accompanying persons, as well as the final number of overnight stays and meals. The numbers confirmed at check-in shall be considered final and shall form the basis for the final settlement of the stay.
   
• If, after check-in, a participant or accompanying person is unable to continue all or part of the stay or leaves early, the overnight stays and meals confirmed at the time of check-in shall remain payable in full. This also applies where the early departure or non-participation results from illness, accident, personal circumstances or any other circumstance relating to the participant, accompanying person or client, including, without limitation, medical reasons, family circumstances, transport problems or other unforeseen circumstances.
   
• An early departure or reduction in the number of persons present after check-in does not entitle the client to any reduction, refund or credit in respect of the amounts due based on the numbers confirmed at check-in, unless otherwise agreed in writing.

General meal arrangements

• J-Club De Panne vzw provides all meals for groups throughout the entire stay. Participants are expressly prohibited from preparing their own meals.
   
• This prohibition is based on safety and liability considerations and is contractually incorporated into the insurance policy of J-Club De Panne vzw.
   
• Any breach of this prohibition may result in the immediate withdrawal of access to kitchen facilities and other amenities and may also give rise to a contractual penalty or compensation corresponding to the loss or damage suffered by J-Club De Panne vzw.
   
• In the event of a breach, the client shall not be entitled to any compensation or exception.
   
• When reserving the stay, each group must expressly select the meal plan to be provided by J-Club De Panne vzw, namely: room & breakfast, half board or full board. The selected meal plan is binding and forms an integral part of the agreement.
   
• Any changes following confirmation of the reservation may only be made with the written approval of J-Club De Panne vzw and may result in additional charges.

Exceptions relating to meals

A. Halal and vegetarian meals

• Each group undertakes to inform J-Club De Panne vzw in writing, no later than fourteen (14) days before the start of th
  stay, which participants have specific dietary preferences relating to halal or vegetarian meals.
   
• Failure to provide this information on time or in full shall not entitle the client to any changes, compensation or special arrangements during the stay.

In the event of late notification or failure to comply with this obligation, J-Club De Panne vzw reserves the right to:

• provide the standard meals without taking these preferences into account;
• charge additional costs for providing the requested vegetarian or halal meals, insofar as this is still possible.

B. Medical diets, allergies and intolerances

• J-Club De Panne vzw does not provide specific meals for participants with food allergies or food intolerances. Each participant with such requirements is fully responsible for providing suitable meals for themselves throughout the stay.
   
• Only upon written request may J-Club De Panne vzw cook, fry, steam or reheat these meals. For this service, the price of a regular meal shall be charged, regardless of the type of preparation required.
   
• In order to avoid confusion or additional problems, the client must provide a written, personalised accompanying document clearly stating the cooking and/or preparation instructions for the meals concerned.

J-Club De Panne vzw cannot be held liable for any damage, health problems or other consequences resulting from:

• failure by the client or participant to provide information, or the provision of incomplete or incorrect information.
   
• the nature or preparation of the meals as described in the accompanying document, provided that the instructions have been followed correctly.
   
• unforeseen allergic reactions or intolerances that were not explicitly reported in advance.
   
• communication concerning individual food intolerances or allergies of participants may only take place through the organising group or school. Parents or third parties are not entitled to contact J-Club De Panne vzw directly regarding these matters.

Delivery of meals and products

• If J-Club De Panne vzw experiences problems with its suppliers or with the delivery of ordered products, it reserves the right to modify the composition or arrangement of previously agreed menus at any time.
   
• Such changes may be made without prior notice to or approval from the client.
   
• The client acknowledges that such changes do not entitle them to any compensation, refund or other form of damages.
   
• J-Club De Panne vzw shall not be liable for any direct or indirect damage, loss or inconvenience resulting from changes to the menus caused by supplier issues or deliveries beyond its control.

Room allocation

• All rooms are generally allocated on the basis of four (4) persons, except for a limited number of rooms where different arrangements apply and are communicated in advance.
   
• Each room has its own private bathroom equipped with a shower, toilet and washbasin.
   
• Bed linen, including fitted sheets, duvet covers and pillowcases, is not included in the price and can be rented on request. Pillows and duvets are included.
   
• Rooms are allocated on the basis of the actual number of participants stated on the participant lists provided by the client.
   
• The room allocation plan may be requested by the client one (1) month before the group’s arrival date.
   
• J-Club De Panne vzw reserves the right to amend the room allocation for organisational reasons or in the event of unforeseen circumstances.
   
• The client acknowledges that such changes do not entitle them to any compensation, refund or other form of damages. J-Club De Panne vzw shall not be liable for any direct or indirect damage, loss or inconvenience resulting from changes to the room allocation.

Use of the rooms

• On the day of arrival, the rooms will be made available to the group following consultation with reception.
   
• Daily cleaning and final cleaning of the rooms and bathrooms are included in the agreed overnight rate. The rooms and halls made available to the group are not included in the daily cleaning service, but final cleaning is provided.
   
• If the condition or tidiness of the rooms does not allow the rooms and/or bathrooms to be cleaned, cleaning will not be carried out in order to avoid any disputes concerning loss and/or theft.
• On the day of departure, all sheets and pillowcases must be placed in the designated containers, and the rooms must be completely vacated by 09:00 at the latest.
   
• Any damage to a room or to the inventory contained therein, caused by the client or its participants, will be charged to the client. Such damage will be invoiced on the basis of the quotation or final invoice received from the repairer or supplier, increased by a fifteen percent (15%) handling fee.
   
• J-Club De Panne vzw reserves the right to recover the cost of any damage, loss or defects from the client, regardless of whether such damage is identified during the stay or after departure.

Guidelines

• The client and all participants are strictly prohibited from bringing in and consuming alcoholic or non-alcoholic beverages from outside J-Club De Panne vzw within the buildings, rooms and other facilities. Only still and sparkling water are exempt from this prohibition. Any breach of this provision may result in termination of the stay, without prejudice to the right of J-Club De Panne vzw to claim additional compensation from the group.
   
• At the client’s request and in consultation with management, J-Club De Panne vzw may provide a bar with chilled alcoholic and non-alcoholic beverages. The operation, pricing and organisation of this bar remain exclusively under the responsibility of J-Club De Panne vzw. The client and participants are prohibited from setting up their own bar or offering or selling beverages brought in from outside.
   
• An up-to-date price list of the beverages available from J-Club De Panne vzw can be requested from reception via reception@j-club.be.
   
• Refrigerators are available to the client free of charge subject to a minimum beverage purchase of €25.00. If this minimum purchase is not reached, an additional charge of €20.00 per stay will apply for use of the refrigerator.
   
• Refrigerators may also be requested without purchasing beverages. In that case, a fixed charge of €20.00 per stay will apply. It is, however, expressly prohibited to use these refrigerators for beverages brought in from outside, as stated above.

Guidelines

• The organiser remains responsible throughout the entire stay for supervising the group, the behaviour of participants, accompanying persons and visitors, compliance with the house rules and safety regulations, and the correct use of the accommodation and any equipment made available.

Damage and personal accidents

• Any damage must be reported immediately to reception. The organiser is responsible for ensuring that the group has appropriate insurance cover, including, among other things, public liability, personal accidents and, where applicable, rented or borrowed equipment.
   
• Any damage caused by participants, accompanying persons or visitors to buildings, infrastructure, equipment or other property of J-Club De Panne will be charged to the organiser or liable party on the basis of the actual repair or replacement costs.
   
• J-Club De Panne is not liable for personal accidents, loss, theft or damage to personal belongings, except in the event of proven fault or negligence on the part of J-Club De Panne or where otherwise required by law. Lost property is kept for a maximum of 14 calendar days.

Uninsured or unreimbursed damage and costs

• Where the insurer of J-Club De Panne intervenes, any uninsured or unreimbursed costs, including the excess, repair costs and other costs arising directly from the incident, may be recovered from the liable party insofar as that party is legally or contractually responsible.

Guidelines

• J-Club De Panne processes personal data exclusively for the preparation, organisation and administrative handling of the stay and in accordance with applicable privacy legislation, including the GDPR.
   
• Data subjects may exercise their statutory privacy rights, including the right of access, rectification, erasure or objection. Any questions regarding these rights may be addressed to J-Club De Panne.

Processing and retention of personal data

• The organiser provides the necessary information, such as contact details, participant lists, meal and dietary information and invoicing details. Participant lists should preferably be sent as a separate attachment and not included in the body of an email. Personal data will not be retained for longer than necessary or legally required.

CCTV on the premises

• CCTV may be present at a limited number of strategic locations, such as the entrance, reception, restaurant, parts of the outdoor premises and the car park. No cameras are installed in bedrooms, sanitary facilities or other private areas. CCTV footage is only reviewed where there is a legitimate reason, is accessible only to authorised persons and is not retained for longer than permitted by law.

Photos and visual material

• J-Club De Panne is not responsible for photos or videos taken or distributed by organisers, participants or other third parties. Visual material produced by J-Club De Panne for promotional purposes is processed in accordance with applicable privacy legislation and, where required, with consent.

Guidelines

• All communication regarding the stay shall take place through the designated organiser or main person responsible. In principle, J-Club De Panne does not communicate directly with individual participants, parents or third parties regarding information related to the stay.

Disputes

• This accommodation agreement is governed exclusively by Belgian law. Any disputes, disagreements or claims arising from or relating to this agreement that cannot be resolved amicably shall fall exclusively within the jurisdiction of the courts of Veurne.