Terms and Conditions

General terms and conditions TURNHOUT CITY HOTEL BV

Unless expressly agreed otherwise in writing by an authorized person, these general terms and conditions apply to all obligations of Turnhout City Hotel BV. These terms and conditions are communicated clearly and concisely through our communication channels, including our website, reservation confirmations, and other official documents.

The tacit acceptance of these terms and conditions is sufficiently demonstrated by using our services, making a reservation, entering our hotels or receiving our documents or services.

2.1 Liability
The customer and the guest and those accompanying them are jointly and severally liable for all damage that has occurred and/or will occur to Turnhout City Hotel BV and/or any third party as a direct or indirect result of breach of contract (attributable shortcoming) and/or unlawful act, including violation of the house rules, committed by the customer and/or the guest and/or those accompanying them, as well as for all damage caused by any animal and/or any substance and/or any item of which they are the holder or which is under their supervision.

Turnhout City Hotel BV aims to offer its guests a safe and comfortable environment. The tenant, user, or visitor of the accommodation agrees to treat the rented space—including common areas and catering facilities—with due care and respect.

It is strictly prohibited to misuse, damage, or intentionally contaminate any hotel rooms, common areas, or facilities in any way.
This prohibition includes, but is not limited to:

• Damage due to vandalism;
• Leaving bloodstains or human waste;
• The use of prohibited products such as drugs, candles, candle wax or similar substances.

The renter/user/visitor is fully liable for any damage to the hotel or its facilities resulting from a breach of this provision.

In addition to the costs of repairing such damage, a fixed compensation of €250.00 per violation will be charged to the tenant/user.

Management reserves the right to take further legal action in the event of serious or intentional violations.

2.3 Settlement and payment:
All invoices, including invoices for cancellations or no-shows, are due by the customer and/or guest upon presentation. The customer must ensure payment in cash unless otherwise agreed in writing or otherwise agreed upon.

3.1 Limitations of Liability
Turnhout City Hotel BV accepts no liability for loss, theft, or damage to guests' personal property, regardless of where it is located within the hotel or its facilities, including rooms, lockers, common areas, parking spaces, or catering establishments.

Guests are advised not to leave valuables unattended. Use of safes is entirely at your own risk. Turnhout City Hotel BV cannot be held liable for loss or damage to items stored in a safe.

Items left by guests in the hotel or a catering establishment will be kept for a maximum of 30 days. If the owner does not report within this period, Turnhout City Hotel BV reserves the right to remove or destroy the items without any liability.

Turnhout City Hotel BV is not liable for any indirect or consequential damages, including but not limited to loss of profits, loss of data, missed opportunities, or other financial losses resulting from the loss, damage, or inaccessibility of personal property.

3.2 Exclusion of liability towards third parties.
Turnhout City Hotel BV is never liable for costs incurred by the guest with third parties, nor for damages the guest claims to have suffered as a result of the stay or missed services. This includes, but is not limited to, alternative accommodation, transportation, inconveniences, or other self-made arrangements.

3.3 Force Majeure
Turnhout City Hotel BV is not liable for damages or shortcomings in the service resulting from circumstances beyond its reasonable control. This includes, but is not limited to: natural disasters, pandemics, epidemics, government measures, power outages, lockdowns, or technical malfunctions.

In such cases, no claim can be made for any compensation, damages or refund.

3.4 Acceptance of the terms and conditions
By making a reservation or entering the accommodation or catering facilities of Turnhout City Hotel BV, the guest expressly acknowledges and accepts these terms and conditions.

4.1 General cancellation conditions

Flexible rate plan (1 – 3 rooms)
You can cancel your reservation free of charge up to 48 hours before arrival date.

Flexible rate plan (from 3 rooms)
Between 7 and 0 Day(s): 100.00 %
Between 21 and 8 Day(s): 50.00 %
More than 3 weeks: 25.00 EUR

Non- refundable rate plan: You
cannot cancel
your reservation free of charge. You will be charged 100% of the reservation amount.

4.2 Deviating cancellation policies.
Please note: the above cancellation policies are the standard/generic cancellation policies. The hotel may indicate that different cancellation policies apply during certain periods or for certain room sizes. If the hotel notifies you of this, these different cancellation policies will always apply.

4.3 Guarantee required
If we have not received a guarantee (prepayment of the full reservation amount or valid credit card details) before the arrival date, we can unilaterally cancel your reservation.

5.1 Invoice Due
All invoices, including invoices for cancellations or no-shows, are due by the customer and/or guest upon presentation. The customer must ensure payment in cash unless otherwise agreed in writing or otherwise agreed upon.

All reservations, regardless of size or amount, must be paid in full (100%) before the guest/booker's arrival date.

5.2 Foreign companies or individuals:
The initial deposit is due upon signing, amounting to 100% of the reservation value upon confirmation. It is not possible to send invoices to foreign debtors.
Extras must be paid for on-site.

5.3 Non-profit organizations , MICE offices, clubs, associations, private companies and other intermediaries at home and abroad
100% of the reservation value upon confirmation. Extras must be paid on-site.
It is not possible to send an invoice as a debtor.

5.4 Storage
Should you extend your stay and fail to pay, the hotel reserves the right to store the goods in the room until full payment has been made.

5.5 Commission:
Turnhout City Hotel BV always communicates its prices to third parties (intermediaries, but not limited to) excluding commission, unless otherwise expressly agreed in a signed agreement. If no such agreement has been signed, a third party cannot charge commission, and Turnhout City Hotel BV is not obligated to pay this commission subsequently.

Upon check-in, the guest/booker agrees to provide a valid credit card, the details of which will be recorded by Turnhout City Hotel BV. Turnhout City Hotel BV also reserves the right, at its sole discretion, to request a security deposit of €100.00 per room upon arrival. This deposit can be paid by credit card or in cash and serves to cover any additional costs or damages.

If the customer uses certain facilities or services (such as minibar, bar, restaurant, late check-out, etc.) that are not reported at check-out, or if payments are not made on time, the hotel is entitled to unilaterally deduct the amount due from the registered credit card, provided that a detailed statement is delivered to the customer, either electronically or by post (provided that the hotel has received the customer's contact details).

If the customer wishes to object to such a deduction, they must notify us in writing within eight calendar days of receiving the invoice. If no objection is received within this period, the payment will be considered accepted.

no
-smoking/anti-drug policy is very strict and restrictive.
This is because we always do everything we can to ensure our guests have a very comfortable and pleasant stay.

7.1 Smoking Policy:
Smoking is strictly prohibited on our premises and in our buildings.
If a violation is detected, the hotel will charge a fine of €250.00, and any traveler/visitor associated with this reservation will be required to leave the hotel immediately (without being able to request a refund for the remaining night(s) of your stay).

7.2 Drug Policy:
Turnhout City Hotel has a strict anti-drug policy.
Soft drugs, hard drugs, nitrous oxide, and similar substances are strictly prohibited on our premises and in our buildings. This also includes improper sale, use, or possession.
If a violation is detected, the hotel will charge a fine of €250.00, and any traveler/visitor associated with this reservation will be required to leave the hotel immediately (without being able to request a refund for the remaining night(s) of your stay).

7.3 Excessive alcohol consumption
If excessive alcohol consumption has occurred and has caused or could cause a nuisance, any traveler/visitor linked to this reservation must leave the hotel immediately (without being able to request a refund for the remaining night(s) of your stay).

7.1 & 7.2 & 7.3
Determination can simply be made by one of our employees, this determination is not contestable by the guest/visitor and sufficient as evidence.

8.1 Price increases.
Turnhout City Hotel BV reserves the right to adjust the prices of our products/services (labor, or for example, food and beverage purchases) if the market price of raw materials (given that we work with fresh products, where prices can fluctuate significantly), labor, or other relevant costs increases. Such price changes (which are not limited to the above) will take effect after written notice to the Customer.

The tax amounts (including tourist tax and VAT) stated in the reservation or quote are based on the rates in effect at the time of booking. If the competent authority implements a change or increase in these taxes applicable to the stay period before the start date of the stay, Turnhout City Hotel BV is entitled to pass on the full rate to the booker, regardless of the previously confirmed amounts.

8.2 Supplements for Allergies and Allergens
In cases where adjustments need to be made to the product or service to meet the Customer's specific needs regarding allergies or allergens, Turnhout City Hotel BV reserves the right to charge for any supplements for these adjustments. These supplements will be communicated to the Customer in writing prior to delivery. By agreeing to these terms and conditions, the Customer agrees to the provisions described above regarding price increases and supplements for allergies and allergens.**

8.3 Payment terms

1. The payment term for an invoice drawn up by Turnhout City Hotel BV or an invoice drawn up by one of the hotels is 7 calendar days, starting from the day on which the invoice was drawn up.
2. If payment is not received within the specified period, Turnhout City Hotel BV will send reminders to highlight the payment arrears.
3. The first reminder will be sent when the invoice has not been paid on the due date and the payment term of this first reminder is 7 calendar days.
4. If payment is not received after the first reminder, a second reminder will be sent once the first reminder is due. The payment term for this second reminder is 7 calendar days, and Turnhout City Hotel BV reserves the right to add a 3% administrative fee to the total invoice amount.
5. If payment is not received after the second reminder, Turnhout City Hotel BV will send a notice of default, with Different Hotels reserving the right to charge an additional 10% administration fee. The payment term for this notice of default is 5 calendar days.
6. If payment is not received after notice of default, Turnhout City Hotel BV reserves the right to hand over the outstanding amount, including the 14% administration fee, to a debt collection agency. The debtor will bear the collection costs.
7. Turnhout City Hotel BV reserves the right to take further action in the event of persistent payment arrears, in accordance with applicable laws and regulations.
8. All costs and any judicial or extrajudicial (collection) costs incurred by Turnhout City Hotel BV in order to obtain satisfaction – both in court and out of court – shall be borne entirely by the debtor.
9. Payments must be made without any discount, settlement or suspension, unless otherwise agreed in writing with Turnhout City Hotel BV.
10. Failure to meet payment obligations may result in the temporary suspension of further services and/or termination of future collaborations with the hotel. These decisions can be made automatically and without notice of default. All hotel guest property located in the hotel will be retained to further guarantee payment of the amounts due. Any complaint regarding the quality of services received must be submitted within 3 days of delivery. Any complaints regarding the accuracy of the invoice must be submitted in writing within 7 days of the invoice date.

8.4 Smoking

All our hotels and rooms are strictly non-smoking. The hotel reserves the right to charge a flat cleaning fee of €250.00 to guests who smoke in the hotel or a room.

8.5 Price

1. The prices listed on the website www.turnhoutcity-hotel.be and the underlying websites of the hotels are in euros and include the applicable VAT rates.

2. If promotions or temporary offers are made after your reservation has been made (on any platform), the prices will under no circumstances be adjusted to the temporarily reduced prices.

8.6 Our general check-in / check-out times

Monday – Tuesday – Thursday – Friday
Check-in: Continuous from 2:00 PM
Check-out: Continuous until 10:00 AM

Saturday – Sunday
Check-in: Continuous from 2:00 PM
Check-out: Continuous until 1:00 AM

Early check-in (based on availability):

From 10:00
+ € 25.00

Lazy check-out

Until 13:00
+ € 25.00

8.7 Recording and photography:
Any audio or video recording, photo shoot , reproduction, or display of images, including those of the hotel's employees, guests, buildings, and grounds, other than for strictly private use, requires our prior approval. Permission can be obtained by contacting us in writing at info@turnhoutcity-hotel.be .

8.8 Respectful interaction

At Turnhout City Hotel BV, we treat each other with respect.

Therefore, it is prohibited to: - Make insults ;
- Make discriminatory remarks;
- Cause noise disturbance.

In the event of noise nuisance, one of our employees may immediately deny the offender access.

When you use our services and/or provide us with your personal data, Turnhout City Hotel BV processes this data carefully and in accordance with privacy legislation. Below is an overview of the personal data we process:
First and last name,
Address, Phone number, Email address, Other personal data provided.

9.1 Purpose of processing and legal basis
We rely on the following legitimate grounds and purposes when processing your personal data:
Managing your booking: According to GDPR Article 6(1)(b), the processing is necessary for the performance of a contract to which you are a party.
Communications: In order to perform services, notify you about changes to our products or services, or provide customer assistance, we may need to call or email you. According to GDPR Article 6(1)(f), the processing is necessary for the legitimate purposes of the data controller. Creating an account: To enable the creation of an account for upgraded services. Your consent, which forms the basis for the processing, can be withdrawn at any time (Article 6(1)(a) GDPR).

9.2 Data Retention
We never retain your personal data for longer than is strictly necessary for the purposes for which it was obtained. Additional personal data may be retained for as long as necessary to achieve the aforementioned purposes or until you withdraw your consent.

9.3 Sharing Data
If sharing your personal data with various third parties is necessary to perform our services (such as payment processors and service providers) or to comply with legal requirements, we may do so. We ensure that all third parties with whom we share your data comply with GDPR regulations or have appropriate security measures in place.

9.4 Rights of Data Subjects
You have the right to access, update, or delete your personal data. You can do this yourself by contacting us or by going to the personal settings in your account. You have the right to access, update, or delete your personal data. You can do this yourself by contacting us or by going to the personal settings in your account. Contact us at info@turnhoutcity-hotel.be with any questions or requests regarding your privacy or the security of your personal data.
You can also contact us: - Telephone: +32 14 82 02 02
- In person by appointment: Stationstraat 5, 2300 Turnhout, Belgium

If any provision of these terms and conditions is found to be void or unenforceable , in whole or in part , the remaining provisions will remain in full force.

In the event of a conflict between these terms and conditions and a specific quote or agreement, the quote or agreement will prevail.

Belgian law applies to all agreements and legal relationships with Turnhout City Hotel BV, unless otherwise provided by mandatory legal provisions.

In the event of a dispute, only the courts of the judicial district of Tongeren have jurisdiction to hear the dispute.

However, Turnhout City Hotel BV reserves the right to deviate from this jurisdiction clause in collection procedures and to bring the dispute before another court that has jurisdiction under common law.