GENERAL TERMS AND CONDITIONS OF SALE (GTCS) – REFRESH XL CATERING SERVICE

Version effective as of 25/09/2025. Any order placed from this date onwards is subject to these Terms and Conditions.

PART 1 – SCOPE AND ACCEPTANCE OF THE GTCS

1.1. Purpose
These General Terms and Conditions of Sale (“GTCS”) set out the terms and conditions for the provision of catering services offered by Refresh XL (hereinafter referred to as “the Service Provider”).

1.2. Nature of services
Services include, but are not limited to:

  • the provision of meals,
  • coffee/tea breaks,
  • takeaway orders,
  • meal delivery,
  • tableware and water for catering within the Mundo Matongé building,
  • and any additional optional services offered.

1.3. Scope
These GTCS apply to all orders placed by a client (hereinafter referred to as “the Client”), whether for an event, a professional meeting, or any other occasion.

1.4. Acceptance of the Terms
Placing an order implies full and unconditional acceptance of these GTCS.
No special conditions shall prevail over these GTCS, except where expressly agreed in writing by the Service Provider.

1.5. Contractual precedence
These GTCS take precedence over any prior communications, verbal agreements, or documents issued by the Client, unless a formal and written waiver is expressly accepted by the Service Provider.

PART 2 – ORDERS AND QUOTATIONS

2.1. Submitting requests
Orders must be placed exclusively via the Service Provider’s online form.
Quotation requests must be submitted by email, except where a quotation is expressly required (notably for evening events with service and deliveries).

2.2. Minimum order quantities
Lunches, breakfasts, coffee breaks, and appetizers are available starting from a minimum of eight (8) units per selected option.
Other products or services may be ordered without a minimum quantity, unless otherwise specified in the form or quotation.
Any exceptions remain at the discretion of the Service Provider.

2.3. Order deadlines
To ensure availability and proper execution, Clients are encouraged to place orders as early as possible.
Late orders may be refused depending on availability.
In urgent cases, Clients are requested to contact the Service Provider before submitting the online form.

2.4. Order validation
Any order submitted via the online form is considered a firm and binding contract upon receipt by the Service Provider.
The modification and cancellation conditions set out in Article 4 apply immediately.

2.5. Quotations
Quotations are issued:

  • upon written request by email, or
  • when expressly required for certain services (in particular evening’s service events and deliveries).

Quotations are issued as proposals and are valid for seven (7) business days. Beyond this period, they are automatically void.
Acceptance of a quotation, by written confirmation, constitutes a binding order subject to the conditions of modification and cancellation under Article 4.

PART 3 – PRICES AND PAYMENT TERMS

3.1. Applicable prices
Prices for services are those in effect on the date of the order, unless otherwise specified in writing or in a quotation.
All prices are expressed in euros, excluding VAT. The applicable VAT rate is specified on each quotation and invoice, in accordance with current legislation.

3.2. Additional evening services
Extra services for evening events (e.g., staff, setup) are billed at €45/hour per staff member, with a minimum of 3 hours per staff member.
An additional hour for setup and an hour for cleanup are mandatory and billed at the same rate.

3.3. Billing
Services are invoiced monthly.
If the Client has ordered both catering and room rental, the room rental fee and any deposit deductions are included in the same invoice as the catering service.

3.4. Payment terms
Invoices are payable within 30 days from the invoice date, unless otherwise specified in writing.

3.5. Late or non-payment
In the event of late payment, late fees may be charged at an annual rate of 10% of the outstanding amount, starting the day after the due date.
Persistent late payment may result in suspension of services and refusal of new orders until full settlement.

3.6. Deposit
The Service Provider reserves the right to request, a deposit for certain orders, particularly those of significant value or presenting specific risks.
The conditions and amount of such a deposit will be communicated in writing to the Client prior to final confirmation of the order.

PART 4 – ORDER MODIFICATION AND CANCELLATION

4.1. Modifications
Requests for modifications must be made in writing and take effect only after written confirmation by the Service Provider.
Increases in quantities or services are possible subject to availability and may result in a revised quotation.
Reductions are accepted within the following limits, calculated in business days prior to the event:

Notice before event

Maximum reduction accepted

≥ 60 business days

25%

30–59 business days

20%

15–29 business days

15%

7–14 business days

10%

0–6 business days

0%

 

Any exception requires express written approval by the Service Provider.

4.2. Cancellations
Cancellations must be made in writing by the Client and confirmed in writing by the Service Provider.
Cancelled orders are subject to the same thresholds set out in Article 4.1.
The Service Provider may grant additional flexibility, taking into account preparation already carried out, purchases made, or specific circumstances.

4.3. Cancellation by the Service Provider
The Service Provider may cancel or modify an order in cases of force majeure or exceptional circumstances making performance impossible.
In such cases, any amounts already paid will be refunded, unless otherwise agreed by the parties.

PART 5 – DELIVERY AND TAKEAWAY

5.1. Delivery of meals
Meals are delivered cold, unless otherwise specified.
On request, some dishes may be delivered ready to reheat by the Client.
After delivery, the Client is responsible for proper storage, reheating, and compliance with indicated consumption deadlines.

5.2. Daytime delivery
Deliveries are made between 10:30 AM and 4:30 PM for orders of at least 8 persons.
A one-hour delivery window applies around the requested time.
Delivery is made to the reception area only. No in-building transport or setup is included unless agreed in writing.

5.3. Takeaway orders
Takeaway is available for groups of 8 or more persons, between 8:30 AM and 4:30 PM.
Meals must be collected between 10:30 AM and 4:30 PM at the designated collection point.

5.4. Evening catering (on-site)
For events between 5:00 PM and 10:00 PM, the Service Provider can provide on-site catering.
Meals are delivered in insulated containers around 4:30 PM.
If required, bain-marie equipment is provided; reheating takes around 1 hour.
The Client is responsible for proper use and return of equipment.

5.5. Client obligations
The Client must ensure that a contact person is present at the agreed delivery time.
If absent, delivery will be deemed completed.

PART 6 – LIABILITY

6.1. Service Provider’s liability
The Service Provider undertakes to deliver services in accordance with the order or accepted quotation.
Delays caused by events outside its control (e.g., weather, strikes, supply shortages) do not incur liability.

6.2. Client’s liability
The Client is responsible for the accuracy of the information provided (address, quantities, service options).
Any errors leading to incomplete or incorrect delivery are at the Client’s expense.

6.3. Limitation of liability
The Service Provider is not liable for deterioration or issues resulting from improper storage, handling, or consumption of meals after delivery.

6.4. Force majeure
Neither party shall be liable for failure to perform obligations due to force majeure events, including but not limited to strikes, floods, epidemics, or supply shortages.

PART 7 – ADDITIONAL SERVICES

7.1. Types of services
Optional evening services include:

  • setup of equipment,
  • bar service,
  • waitstaff assistance.

These are billed at €45/hour per staff member, with a minimum of 3 hours.

7.2. Availability
Available only for evening events (Monday–Friday). Must be booked at least 2 weeks in advance.

7.3. Billing
Staff hours are included in the monthly invoice. Extra hours beyond those booked are billed per hour.

7.4. Client obligations
The Client must specify needs (setup, bar, service) at the time of ordering.

PART 8 – INTELLECTUAL PROPERTY

All content (menus, logos, visuals, documents, trademarks) remains the property of the Service Provider and may not be reproduced or used without written consent.

PART 9 – PERSONAL DATA PROTECTION

Personal data collected is used solely for order processing, delivery, communication, quotations, and invoicing.
Data is not shared with third parties except subcontractors essential for service execution.
Clients have rights of access, rectification, and deletion under the GDPR.

PART 10 – APPLICABLE LAW AND JURISDICTION

10.1. Applicable law
These GTCS are governed by Belgian law.

10.2. Dispute resolution
Parties shall first seek amicable settlement through negotiation or mediation.

10.3. Jurisdiction
Failing settlement, disputes fall under the jurisdiction of the courts where the Service Provider’s registered office is located.

10.4. Language
These GTCS are written in French and translated into English for information purposes only.
In case of discrepancy, the French version shall prevail.