Freelancers in Belgium’s Client Terms and Conditions
Updated September 2025
All legal relationships between Jenny Björklöf, with trade name Freelancers in Belgium, having its registered office at Patrijspark 41, 9800 Deinze, Belgium, registration number 0638.864.170, VAT-number BE0638.864.170, RLE Ghent (division Ghent) (hereinafter referred to as ‘Freelancers in Belgium‘), and the client are governed by these terms and conditions.
Deviations of these terms and conditions are only enforceable if Freelancers in Belgium has accepted those explicitly in writing. In the event of a conflict between the specific terms of the proposal or event description and the provisions of these terms and conditions, the specific terms of the proposal shall prevail.
Insofar the client uses general terms and conditions for its suppliers or service providers, they are explicitly excluded.
Freelancers in Belgium reserves the right to change these terms and conditions at any time. The amended version will only apply to current agreements if the new terms are accepted by the client. The most recent version will at all times be available on the Freelancers in Belgium website.
These terms and conditions were last updated on September 1st, 2025.
Freelancers in Belgium mainly organises events, both online and in-person, for the purpose of educating, informing and connecting freelancers in Belgium. You may also opt for a monthly or yearly subscription to the Freelancers in Belgium community. Furthermore, Freelancers in Belgium also gives individual advice to entrepreneurs. As such, these terms and conditions may differentiate between these three (3) types of services.
2. Proposal
A. For individual services
A proposal sent by Freelancers in Belgium is only an invitation to contract with Freelancers in Belgium and is only addressed to the person/persons mentioned on the proposal. A proposal is valid for the period mentioned on the proposal itself, or if not mentioned explicitly, for thirty (30) calendar days after the date of the proposal. Freelancers in Belgium reserves the right to rectify errors in the proposal or withdraw a proposal before its acceptance by the client. The proposal is based on the information given by the client.
B. For events and subscription to membership
The event or membership description will be clearly stated online. Membership will be automatically be renewed for the same period unless a written notice is sent to info@freelancersinbelgium.be or is sent by post to Patrijspark 41, 9800 Deinze.
Timing for the notice:
– In case of monthly subscription: at least one week before the renewal date;
– In case of a yearly subscription: at least one (1) month before the renewal date.
3. Agreement
A. For individual services
An agreement shall be concluded only after the receipt of the acceptance of the proposal by the client. However, Freelancers in Belgium will not execute any services until the requested advance, if applicable, has been transferred to the bank account of Freelancers in Belgium.
Any additions or other changes to the assignment are only valid after written confirmation of Freelancers in Belgium.
B. For events and subscription to membership
Subscriptions will be online through the platform chosen by Freelancers in Belgium. In the process, clients will be requested to accept these terms and conditions. The client will receive a confirmation email within 24h after such online subscription. The subscription is binding as of the receipt of the confirmation email.
The terms and conditions and the Privacy Policy of the chosen platform may also be applicable.
4. Personal data protection
Freelancers in Belgium refers to its privacy policy, which can be consulted on Freelancers in Belgium’s website www.freelancersinbelgium.be, which is deemed fully part of these terms and conditions. The privacy policy can also be obtained at first request. If Freelancers in Belgium would process personal data on behalf of the client, parties will conclude a separate data processing agreement.
5. Cancellation
A. Cancellation of individual services
If, after its acceptance, the client cancels all or part of a specific ad hoc assignment or an assignment of maximum three (3) months, the client is required to pay for the services already executed with a minimum of 30% of the agreed fees and will pay all costs Freelancers in Belgium already made or agreed with external parties to fulfil the services.
Assignments of three (3) months or more or for an unlimited duration may be cancelled in writing by both parties respecting an notice period of two (2) weeks.
Postponing an assignment with more than two (2) months will be considered a cancellation of an assignment. Sickness will not be considered force majeure.
Notices will be sent to the other party by way of email communication.
B. Cancellation of subscription for an event
All ticket purchases are binding once confirmed. Tickets for our events are non-refundable, unless otherwise stated. Sickness will not be considered force majeure.
Name changes (transfer of ticket to another attendee) are possible up to seven (7) days before the event free of charge.
If an event is cancelled or postponed by Freelancers in Belgium, our liability is limited to the reimbursement of the net ticket price paid (excluding payment processing fees).
C. Cancellation of membership subscription
Cancellation of membership subscription is not possible. So no refunds are done and the subscription fee of the remaining part of the subscription period remains payable. No transfers or name changes are allowed (also not for events included in the membership). Sickness or closure of business will not be considered force majeure events.
6. In case of individual services (also applicable if such individual services are included in the membership)
A. Timing and location
Execution deadlines shall be indicative, unless agreed otherwise. Changes to the contract automatically result in any agreed deadlines being cancelled.
Location of execution of the services with be determined by Freelancers in Belgium, unless explicitly agreed otherwise. If any services are to be carried out at the client’s premises or at a designated location, the client ensures an adequate working space and all reasonably desired and necessary facilities, at no cost of Freelancers in Belgium.
B. Services
Freelancers in Belgium is entitled to use AI in delivering the services.
7. In case of events (also applicable if such events are included in the membership)
A. Recordings
Some events may be recorded (audio, video, and/or photographs).
Recordings may be published afterwards for own promotions purposes (e.g. on our website, social media channels, or shared with participants).
If an event will be recorded, this will be communicated in advance.
For in-person events, photos may be taken for communication and promotion purposes.
By attending, you consent to being included in such general recordings and images. If you do not wish to appear, please inform us in advance; where possible, we will accommodate your request.
Unauthorised use of your own photographic, audio or video recording equipment at our events may be restricted.
B. Travel and equipment
For online events, participants are responsible for their own internet access, equipment, and software. We do not accept liability for technical problems beyond our control.
For in-person events, transport and accommodation are not included. Participants attend at their own risk.
Freelancers in Belgium will not provide visas, travel, or accommodation support, unless expressly stated in the event description.
C. Code of conduct
Freelancers in Belgium aim to provide a safe, respectful and inclusive environment. Harassment or discriminatory behaviour will not be tolerated.
Examples include: offensive comments, intimidation, stalking, unwanted physical contact, sexual attention, disruption of sessions, or harassing photography.
Violations may result in removal from the event without refund, and/or exclusion from future events.
D. Minimum and maximum number of participants
Freelancers in Belgium reserves the right to set a minimum and/or maximum number of participants. If the minimum number is not met, you will be informed in advance in case the event is cancelled. If you are placed on the waiting list due to full capacity, your registration is no longer binding, and you may cancel at any time.
8. Execution: general provisions
Freelancers in Belgium is committed to carry out the assignment with the required care. Freelancers in Belgium cannot be held liable for errors, negligence or any other infringements dated before its intervention.
The parties have not agreed to any exclusivity.
As an independent service provider, Freelancers in Belgium can determine the way of execution at its full discretion and so as it deems fit. Freelancers in Belgium will use its own infrastructure and materials unless agreed otherwise.
Freelancers in Belgium may subcontract this agreement without any further prior approval of the client.
If this agreement was concluded with several persons or the client has multiple contact persons, Freelancers in Belgium is entitled to act on the instruction of each of those persons, unless agreed otherwise.
Freelancers in Belgium may recommend tools or third parties to the client. However, it is up to the client to conclude the agreement with such parties e.g. a software provider to sent newsletters, accountant. Freelancers in Belgium only recommends such parties based on the operational nature of the tools or earlier contact with such providers, but does not give any legal advice on the terms and conditions of such third party and cannot be held liable for the services of such third party.
9. Independent service provider
Freelancers in Belgium is not an employee of the client; however, Freelancers in Belgium will respect the general guidelines of and the strategic decisions made by the client. All documents, correspondence and negotiations between Freelancers in Belgium and the client should be deemed an indispensable tool to allow performing the services in accordance with the agreement and not as the expression of any relationship of authority between Freelancers in Belgium and the client.
Neither party shall, under this agreement, receive any right, power or capacity to act as an employee, agent or representative of the other party, for any purpose whatsoever, or to legally bind the other party in any way, without the prior consent of the other party.
10. Confidentiality
Client agrees to keep the information provided by Freelancers in Belgium confidential.
Parties may enter into a separate confidentiality agreement if deemed appropriate, which will prevail.
11. Cooperation
In order to ensure the correct and timely execution of the assignment(s), the client agrees to cooperate with Freelancers in Belgium and to provide all reasonably necessary information in due time, whether or not this information is explicitly requested by Freelancers in Belgium. Freelancers in Belgium cannot be held liable, and the client may not leave (part of) the invoice unpaid, due to incorrect, late or incomplete information of the client. If extra services are required due to erroneous, late or incorrect or extra information, an additional invoice will be issued for the same. Freelancers in Belgium is in such case also entitled to suspend the execution of the agreement/assignment.
12. Immediate suspension or termination
Freelancers in Belgium explicitly reserves the right to immediately suspend or terminate the agreement, without judicial intervention, at any time, without notice, without notice period or compensation, in case of reasons preventing professional cooperation, such as:
– the client breaches its obligations set out in these terms and conditions and/or the proposal or any other agreements between parties and the client has not rectified such breach within seven (7) days after notification by Freelancers in Belgium,
– in case of a serious breach by the client of this agreement or the applicable laws such as not replying to correspondence of Freelancers in Belgium for more than three (3) months or not paying an invoice of Freelancers in Belgium after a formal reminder, or
– in case of bankruptcy, death, incapacity, amicable or court-ordered liquidation, cessation of payment, receivership, collective debt settlement, and any other fact indicating the insolvency of the client.
The suspension or termination based on the aforementioned reasons will be notified in writing by Freelancers in Belgium.
As a consequence of the termination of the agreement all invoices will become due and payable and all permitted payment conditions will be cancelled. The delivered services will become immediately payable with a minimum of 30% of the agreed fees, as well as all costs Freelancers in Belgium already made or agreed with external parties to fulfil the services, without prejudice to Freelancers in Belgium’s right to claim reimbursement of the damages and costs actually incurred.
13. Complaints
In case of complaints, please contact us through info@freelancersinbelgium.be.
Please note that the filing of complaints does not affect any (interim) payment obligation. If possible, Freelancers in Belgium will always have the right to rectify the faulty services itself.
14. Intellectual Property
Freelancers in Belgium will respect the intellectual property rights of the materials delivered by the client.
Freelancers in Belgium will retain all copyrights and other intellectual property rights, or usage rights, such as certain working methods, documents and materials, including texts, tutorials, trainings, drawings, PowerPoints and notes, invoiced or not. The client accepts a personal limited right of access, use and display, in accordance with the agreed objectives and goals, being a worldwide and for an unlimited duration use. The usage rights given are non-exclusive, non-sublicensable and are not transferable.
The client is also responsible for any unauthorized use by third parties due to its involvement.
No sound- or video recordings may be made of live or online events.
If presentations are shared after a training: these are confidential (and should be properly secured) and for personal use only.
If the client would share materials, such as texts or pictures, the client guarantees that its use does not infringe any intellectual property rights or other rights of third parties. In case of any such infringements client will fully indemnify Freelancers in Belgium.
Freelancers in Belgium reserves the right to use the documents and materials sent to the client for publicity purposes and general information, if necessary, anonymised.
The client authorizes Freelancers in Belgium to use its trade marks, such as name and logo, in the context of promotional activities. The client may at any time object to the same, after which the client name and logo will be removed immediately.
15. Payments
A. General
Unless otherwise agreed, the fees are mentioned in EURO, excluding VAT and other taxes and any other additional costs such as travel expenses.
The client shall bear the exchange rate risks and costs related to international transfers (if applicable).
B. In case of individual services
Invoices will be sent as detailed in the proposal.
The invoiced amounts are to be paid on the bank account of Freelancers in Belgium as mentioned on the invoice, without a discount, within thirty (30) days after the invoice date, unless agreed otherwise between parties.
Invoices can only be objected in writing by way of a registered letter within fourteen (14) days after the invoice date and indicating the invoice date, invoice number and detailed justification. If the invoice is not objected within the aforementioned period, the invoice is deemed to have been accepted by the client.
For any invoice not paid in whole or in part by its due date, default interests will be charged ipso jure and without prior formal notice at the applicable statutory rate.
Without prejudice to the foregoing, Freelancers in Belgium reserves the right to demand a lump sum of 10% of the unpaid amounts, with an absolute minimum of hundred fifty euro (€150,00), without prejudice to claim compensation for higher damages.
Moreover, all other invoices will become due and payable and all permitted payment conditions will be forfeited.
C. In case of events and members
All payments, if required, are to be made in advance through the chosen subscription platform.
16. Liability
Freelancers in Belgium’s obligations are obligations of means.
Freelancers in Belgium shall never be liable for loss of expected profits, goodwill, trading opportunities or expected benefits or savings, nor shall Freelancers in Belgium be obliged to compensate for (other) indirect or consequential damages such as but not limited to damages to third parties.
Freelancers in Belgium’s liability, contractual and extra contractual, is limited to three (3) times the agreed fees. However, the limitations of liability shall not apply in case of fraud, wilful misconduct or in case applicable laws or regulations would impede such limitations.
Client agrees that in case of coexistence of a contractual and extra contractual claim for the same event (“samenloop”), Freelancers in Belgium may only be held liable on a contractual basis, except in the case of claims resulting from damage to physical or psychological integrity or intentional error, or other legal exceptions of mandatory law or public order.
Freelancers in Belgium’s assistants (“hulppersonen”, including but not limited to directors, subcontractors, employees) cannot be held directly liable on an extra contractual basis, except in the case of claims resulting from damage to physical or psychological integrity or intentional error, or other legal exceptions of mandatory law or public order. This all without prejudice to the provisions regarding directors’ liability and the legal limitation of liability of employees.
Client will stipulate the aforementioned principle mutatis mutandis in the contracts with its customers. Freelancers in Belgium is entitled to request proof of this. Client will indemnify Freelancers in Belgium against all extra contractual claims of its customers in connection with or arising from the assignment due to its fault as well as for other extra contractual claims against Freelancers in Belgium, with the exception of claims resulting from damage to physical or psychological integrity or intentional error, or other legal exceptions of mandatory law or public order.
Without prejudice to mandatory legal provisions or provisions of public policy, any action brought against Freelancers in Belgium should be brought to court within one (1) year after the alleged error or negligence is discovered, or could reasonably be discovered.
Freelancers in Belgium cannot be held jointly and severally or in solidum liable with any third party and/or the client.
The client will indemnify Freelancers in Belgium for any third-party claim related to or arising from the contract as a result of its error or omission.
17. Force majeure and hardship
Furthermore, force majeure situations may occur. The following situations will in any case be deemed force majeure events: electronic malfunctions, malfunctions of the online communication system, natural calamities, fire, war, sickness of Freelancers in Belgium. Freelancers in Belgium cannot be held responsible for delays or deficient performance following such force majeure events. Both parties may terminate the agreement in case of a force majeure longer than three (3) months.
18. Non-enticement
During the term of the agreement and for a period of six (6) months thereafter, the client agrees not to, directly or indirectly, whether or not for its own account, in whatever way, (let) entice away any (former) employee/subcontractor of Freelancers in Belgium, or collaborate with any (former) employee or subcontractor of Freelancers in Belgium for the same or similar assignments, or encourage such persons to collaborate with Freelancers in Belgium on less favourable terms. In case the clauses would be deemed to be too broad following the applicable laws or jurisprudence, the clauses will not be deemed void or invalid, but will be limited so the scope of the clauses is acceptable following the applicable laws and jurisprudence.
19. Miscellaneous
The client is not allowed to transfer (part of) this agreement to a third party without the explicit written approval of Freelancers in Belgium.
In the event that any one or more of the provisions contained in these terms and conditions shall be held to be void, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. In the event that any one or more of the provisions shall be held to be void, the client and Freelancers in Belgium will replace the void provision(s) by (an) equivalent provision(s) with the same general spirit.
The agreement between Freelancers in Belgium and the client is governed by Belgian laws. In case of disputes only the courts of the registered office of Freelancers in Belgium will have exclusive jurisdiction.