Terms and conditions

Last updated: 15 September 2025

1. SUBJECT MATTER AND SCOPE

1. BOOK’U NV (hereinafter: bookU) offers a software package designed to save time and simplify the administrative tasks of a User-employer by establishing various integrations between employee management, planning management, Dimona declarations, contracts, leave management, etc., and by centralising all of this within a single system (hereinafter: the ​‘Tool’).

   This Tool is provided via a software platform (hereinafter: the ​‘Platform’). The term ​‘Platform’ refers to the entirety of websites and applications developed by bookU on which the Tool is provided. This service provided by bookU is governed by these general terms and conditions (hereinafter: the ​‘General Terms and Conditions’).
    

2. The General Terms and Conditions apply to every user of the Tool on the Platform (hereinafter generally referred to as ​‘User’). A user may act in the capacity of both an employer (hereinafter: ​‘Employer-User’) and an employee (hereinafter: ​‘Employee-User’).

   An Employer-User may have several administrators; each administrator who uses the Tool/​Platform acts on behalf of the Employer-User and is therefore also bound by the General Terms and Conditions.
   
   At the moment the Employer-User or Employee-User makes use of the Tool and/​or the Platform, they expressly acknowledge AND accept that these General Terms and Conditions shall apply at all times and exclusively, irrespective of the manner of use.
    

3. bookU offers this Tool to its customers on the Platform. Unless otherwise stipulated in writing, any quotation and any agreement between the Customer, hereinafter referred to as the Employer-User, and bookU shall be governed by these General Terms and Conditions, which form an integral part of the quotation and which, by operation of law, take precedence over the Employer-User’s terms and conditions.

   These General Terms and Conditions constitute the entire agreement between the Employer-User and bookU and supersede any previous agreements and arrangements; they may not be amended unless both Parties have given their express written consent.
   
   Any special terms and conditions must be included in the quotation and/​or agreement between the User-employer and bookU. Such special terms and conditions shall take precedence over these General Terms and Conditions.
    

4. These General Terms and Conditions also contain a reference to bookU’s privacy policy (see Article 11), which the User-Employer has taken note of and, by accepting these General Terms and Conditions, also confirms their agreement to the privacy policy.

2. RIGHTS OF USE, REGISTRATION AND RESTRICTIONS

1. Each User is granted a specific right to access, use and view the Tool on the Platform (hereinafter: ​‘Right of Use’). The scope of this Right of Use varies depending on the User’s status – whether as an Employer User or an Employee User – as well as on the subscription package chosen by the Employer User.
    
2. Each User must first register before they can access the Platform.
   
   Upon registration, the User is required to provide accurate, truthful, up-to-date and complete information. Depending on the User’s status, certain information may be absolutely essential to provide. The User acknowledges that if they refuse to provide certain information, the provision of certain services on the Platform will be impossible.
   
   Furthermore, bookU is entirely free to determine and amend the registration conditions at any time at its sole discretion.
   
   It is the User’s sole responsibility to keep their user profile up to date. The User is also solely responsible for all actions carried out using their user profile. It is the User’s responsibility to safeguard the confidentiality of their personal user profile, including their login details.
   
   Any breach of confidentiality must be reported to bookU so that the necessary measures can be taken.
   
   Each user profile is strictly individual, personal and confidential, and may not be transferred to third parties without the express consent of bookU.
   
   bookU does not actively monitor user profiles that have been created, but reserves the right to take appropriate action in the event of misuse or illegal practices.
    
3. The User-employer has access to the underlying database and content of the Platform in accordance with the module/​subscription package they have chosen in the quotation/​agreement.
   
   The Right of Use is granted to the Employer-User in the form of a limited, revocable, non-exclusive and non-transferable licence. This licence does not entitle any User to sell, republish, redistribute, transfer or sub-licence the Platform, the underlying database or the content, etc.
   
   Depending on the chosen module or subscription package, the Employer-User has the right to add content to the Platform. By posting content on the Platform, the Employer-User grants bookU a perpetual, royalty-free, transferable licence to use, reproduce, process and communicate this content to third parties to the extent necessary to provide the services of our Platform. This licence applies to all types of intellectual property rights involved, as set out in Article 7.
    

4. The Employer User’s right of use expires when the quotation/​agreement comes to an end or is not renewed. Such termination entails the complete deletion of the Employer User’s user profile.
   
   The deletion of the Employer-User’s user profile entails the deletion of the Employee-User’s user profile as follows: A distinction must be made here:

   • The Employee-User is linked/​tagged to only one specific Employer-User: The Employee-User’s user profile is deleted.
   • The User-employee is linked/​tagged to multiple User-employers: The User-employee’s user profile remains in bookU. Only the tag linking them to the (deleted) User-employer, as well as the data transmitted solely via that User-employer, will be deleted.

   It is always the responsibility of the User-employer to save or archive all data prior to the termination of the working relationship or prior to the deletion of the user profile.
    

5. The Right of Use is subject to the following restrictions: Use must not contravene the Terms and Conditions, applicable legislation, the rights of third parties or the rules of conduct on the internet.
   
   The following actions are therefore strictly prohibited:

   • The Platform, the Tool and its data must not be used for spam, chain letters, phishing or other similar activities.
   • It is prohibited to stalk other Users and/​or attempt to persuade them to adopt political and/​or religious viewpoints.
   • It is also not permitted to gain unauthorised access to the user profiles of other Users.
   • It is prohibited to use a false identity and/​or false details during registration.
      

   Where Users are able to add content to the Platform, such content must under no circumstances have the following characteristics:

   • Content that is illegal, unlawful, harmful, misleading, threatening, abusive, excessively obscene, child pornographic, offensive, racist or generally contrary to public order and morality is considered inappropriate. Such content does not necessarily have to contravene applicable legislation or the rights of third parties to be regarded as inappropriate;
   • The dissemination of content that may cause harm to other Users of the Platform. This includes, amongst other things, a prohibition on the dissemination of harmful software such as computer viruses, malware, worms, Trojans, cancelbots, etc.;
   • Content that infringes the intellectual property rights and image rights of other Users and/​or third parties;
   • Content that results from, refers to and/​or incites the commission of criminal offences.
      

6. If the User acts in breach of the Terms and Conditions, applicable legislation, the rights of third parties or the rules of conduct on the internet, bookU reserves the right to take reasonable and appropriate measures: 

   • bookU reserves the right to temporarily or permanently revoke the User’s Right of Use;
   • bookU may revoke the User’s access to all or certain features of the Platform, either in full or in part;
   • bookU may delete a user profile.

   These measures may be taken without prior warning and/​or notice if the situation so requires. Under no circumstances shall the User be entitled to claim a refund or compensation in respect of the measures taken.
   
   If the User considers that bookU has taken these measures unjustifiably, bookU will take these arguments into account in its assessment, without being obliged to reverse the measures taken.

3. OBLIGATIONS OF BOOKU AND THE USER

1. bookU offers a user-friendly Tool and Platform that is as secure as possible for every User. bookU therefore takes all reasonable measures necessary to ensure the proper functioning, security and accessibility of the Platform. These measures are of a technical, non-technical and organisational nature.
   
   Any use of the Tool/​Platform is always at your own risk. This means that bookU accepts no liability for damage arising from malfunctions, interruptions, harmful elements or defects in the Platform, regardless of whether force majeure or an external cause is involved. The Platform and the associated services are provided on an ​‘as is’ and ​‘as available’ basis, i.e. without any implied or express warranty.
   
   bookU reserves the right to restrict access to the Platform at any time and/​or to suspend it in whole or in part, even without prior notice. This will only occur if circumstances so warrant.
    
2. The content on the Platform is added by bookU, Users and authorised third parties, whether or not via automated processes.
   
   The Platform can therefore be classified as User-Generated Content (UGC). bookU takes the utmost care with regard to the information appearing on the Platform to ensure that it can be regarded as complete, correct, up-to-date and accurate.
   
   bookU cannot provide any absolute guarantees regarding the quality and quantity of information on the Platform and is therefore not liable for any (direct or indirect) damage suffered by the User as a result of the information on the Platform. bookU is under no obligation to check the content prior to its publication on the Platform, nor to carry out thorough checks after the fact.
   
   If certain content on the Platform constitutes a breach of these Terms and Conditions, applicable legislation and/​or a breach of third-party rights and/​or is simply unacceptable, the User must report this to bookU as soon as possible, whereupon bookU will take the appropriate measures as soon as possible by making any necessary (full or partial) amendments, additions or deletions.
   
   The User and any authorised third party posting content on the Platform are responsible for ensuring that such content is always posted on the relevant and applicable web page, always in a language that is understandable to other Users of the Platform (English or Dutch), and that this content is in no way misleading.
   
   The Platform contains content that can be downloaded. Any download from the Platform is always at the User’s own risk and sole responsibility. bookU is not liable for any damage caused by these downloads and the subsequent use of that data.
   
   bookU specialises in gathering information and providing this information to the appropriate individuals. bookU therefore has the right to make certain information visible only to Users or third parties with a legitimate interest in it. bookU may exercise this right entirely at its own discretion.

4. DURATION AND TERMINATION

1. Unless otherwise agreed in the quotation/​agreement, the quotation/​agreement between the User-employer and bookU is entered into for a period of one year and commences on the date of signature of the quotation or on a date specifically stated in the quotation.
   
   This quotation/​agreement is tacitly renewed annually for the same duration, unless notice of termination is given one month before the expiry date.
   
   Termination of the agreement by the Employer-user must be effected by email addressed to info@​booku.​be, following which a confirmation of receipt will be sent by email by bookU within three working days of the date of termination.
   
   In the absence of such an acknowledgement of receipt, the notice of termination sent by email will be deemed not to have been given, and the Employer-user must then give notice of termination to Book’u by registered post.
    
2. If the Employer-User terminates the agreement without complying with the notice procedures set out in paragraph 4(a) above, the remaining contractual term shall remain payable, as well as a lump-sum termination fee equivalent to three months’ subscription fees.
    
3. Without prejudice to any right to compensation, both the Employer-User and bookU may terminate the quotation/​agreement with immediate effect and without any compensation:
   • in the event of a material breach by the other Party;
   • if the other Party is placed in liquidation or declared bankrupt.
      
4. bookU shall not be liable for any delay in or failure to fulfil its obligations under the quotation/​agreement where the (proper) performance has become absolutely impossible due to unforeseeable circumstances beyond bookU’s control, including but not limited to: fire, flooding, unavoidable accidents, mandatory government measures, a pandemic, etc.
   
   Such unforeseeable circumstances shall suspend the quotation/​agreement between the User-employer and bookU. bookU shall make every effort to ensure the continuity of its services and the fulfilment of its obligations as soon as possible.

5. RATE

1. The rate varies depending on the subscription package(s) chosen by the Employer-User.
   
   The rate/​subscription package for bookU’s services is set out and described in the quotation/​agreement between the Employer-User and bookU.
   
   Invoicing commences the month following the date on which the quotation is signed or on a date specifically stated in the quotation.
    

2. Rates for bespoke modifications to the platform or roadmap priorities for the benefit of the Employer-User are determined and set out in the quotation/​agreement concluded between the Employer-User and bookU.
   
   The functionalities to be developed are clearly described in the quotation/​agreement. Deadlines for the delivery of the bespoke work or roadmap priorities are agreed upon by mutual consultation during a kick-off meeting and confirmed by bookU to the User-employer. This will be done by email by authorised persons such as the CEO, CTO or PRODUCT MANAGER.
   
   Deadlines may be amended by bookU depending on planning priorities or the development team’s capacity. Any changes will always be communicated transparently and kept to a minimum wherever possible.
   
   Invoicing for bespoke work or roadmap priorities will follow the schedule below:

   • 25% deposit upon signing the agreement/​quotation
   • 25% at the start of the analysis and development phase
   • 25% after development and at the start of the testing phase
   • 25% upon release of the functionalities

   The User-employer is always entitled to request a detailed breakdown of the development work. bookU logs these in detail.
   
   The rates set out in the quotation/​agreement are always estimates based on expectations. Any additional work, such as the development of new features, extra training or additional support, may be invoiced by bookU at any time.
    

3. Rates for the set-up, configuration and training (onboarding costs) of the software are set out in the quotation/​agreement concluded between the User-Employer and bookU.
   
   Invoices relating to the onboarding process are sent as standard within the first 30 days following the signing of the contract, unless otherwise specified in the quotation.
   
   Training is provided digitally as standard; only at the express request of the Employer-user and subject to bookU’s approval will it be carried out on-site, subject to the charging of travel expenses.
   
   The number of training hours as estimated in the quotation is binding and may only be increased in consultation with bookU in accordance with training requirements and subject to the charging of these additional hours.
    
4. Rates for guidance and assistance with the software, referred to as ​‘support’, are set out in the quotation/​agreement concluded between the Employer-user and bookU.
   
   bookU provides support to the Employer-user or, where applicable, to specifically designated contact persons as set out in the quotation/​agreement.
   
   The level of support to be provided is also set out in the quotation/​agreement.
   
   bookU provides the following support to the User-employer:
   • Availability of an online help centre. This library contains a series of articles describing the product’s features, supported by photos and videos.
   • Telephone support during our staff’s office hours. This is between 08:30 and 12:00 and 13:00 and 17:00.
   • A telephone helpline is available at weekends and outside office hours, between 07:00 and 22:00.
   • We can also be contacted via support@​booku.​be or via our live chat. Enquiries are handled according to priority and urgency.
      
5. bookU may review the rates for subscriptions, customisation, onboarding and support for the Software on an annual basis.
   
   bookU shall notify the Employer-user of this in writing at least 2 months before the price adjustment. bookU shall implement price adjustments in good faith, taking into account the actual cost increases associated with the production and further development of the Software.
    
6. All payments must be made within 14 days of the invoice date, unless otherwise agreed in writing.
    
7. If the Employer-User fails to settle the invoice by the due date, being 14 days after the invoice date, bookU shall be entitled to unilaterally suspend the performance of the quotation/​agreement until all payments have been made.
    
8. Without prejudice to the provisions of Article 5g, if the User-employer fails to settle the invoice within 2 months, bookU will deny the User-employer and its User-employees access to the platform.
    
9. If no payment is received within 14 days of the invoice date, the invoice amount shall automatically and by operation of law – without the need for prior notice of default – be increased by the interest rate in accordance with the Act of 2 August 2002 on combating late payment in commercial transactions, as well as by an irreducible fixed compensation of 10%, with a minimum of 100.00 euros and a maximum of 2,500.00 euros. All this is without prejudice to any other rights, claims, compensation and/​or interest. In the event of failure to make timely payment of one or more invoices – whether in respect of the principal sum, interest or damages – all invoices, even those not yet due, shall become fully payable. The User-employer may therefore no longer invoke any deferral of payment.
    
10. Any objections regarding invoiced amounts must be submitted by registered letter within 8 days of receipt of the invoice.
     
11. A quotation is valid for 1 calendar month.

6. LIABILITY

1. Unless expressly stipulated otherwise, bookU assumes only best-efforts obligations and no obligations as to results vis-à-vis the User-employer within the framework of the quotation/​agreement.
    
2. Except to the extent that this is legally impossible, any liability on the part of bookU is limited to direct loss, which shall in no circumstances exceed 10,000 EUR.
   • bookU shall never be liable for indirect damage or costs of any kind, including but not limited to consequential damage, loss of profits, financial or commercial losses, increases in overheads, increased staff costs, or damage resulting from the loss of clients and/​or business opportunities.
   • bookU shall in no way be liable for any form of loss and/​or damage suffered by the User or a third party if bookU has acted in accordance with the General Terms and Conditions and the Privacy Policy.
   • It also expressly excludes any liability arising from the conduct of its Users and others on the Platform and/​or elsewhere.
   • It is, in fact, the User who is solely liable for the consequences arising from the failure to provide information, or the provision of incomplete or incorrect information, or certain conduct on the Platform.
      
3. Notwithstanding any provision of this agreement, bookU shall not be liable for any delays or failure to perform this agreement due to events beyond its reasonable control. It is also entitled to suspend its services for the duration of the force majeure situation.
    
4. If the User, through a contractual or non-contractual breach attributable to them, compromises bookU’s liability and/​or causes damage, loss and costs (including costs of legal assistance) to bookU, the User must take all necessary measures to indemnify bookU against these adverse consequences.
    
5. Any claim for compensation shall in any event lapse if bookU has not been notified of the claim in writing within one month of the discovery of the event or circumstance giving rise to, or likely to give rise to, liability. 

7. INTELLECTUAL PROPERTY RIGHTS

1. Intellectual property rights means all rights to inventions, patents, copyright, design rights, trade marks and trade names, service marks, trade secrets, know-how and any other intellectual property rights (whether or not registered) and all applications for any of these, anywhere in the world (hereinafter: ​“Intellectual Property Rights”).
    
2. All Intellectual Property Rights relating to the Tool and the Platform are, and shall remain, vested in bookU. No rights whatsoever are granted to the User in respect of the Tool and/​or the Platform.
   
   In the event that bookU creates a specific functionality within the Tool on the Platform for an Employer-User, the Intellectual Property Rights in respect thereof shall belong to bookU, regardless of which party bore the costs.
   
   The Employer-User may not use and/​or make any alterations to the Intellectual Property Rights.
    
3. Any Employer-User who adds content to our Platform is responsible for the intellectual property rights attached to it. The User-Employer undertakes to ensure that their actions do not in any way infringe the intellectual property rights of any other party. Should the User commit an infringement of intellectual property rights, this cannot under any circumstances be attributed to bookU. Any factual or legal consequences are therefore entirely the responsibility of the Employer-User. In the event of any infringement, the Employer-User is expected to take all necessary steps to minimise damage and to report this immediately, so that bookU can take appropriate action if necessary.

8. CONFIDENTIALITY

1. bookU undertakes to maintain confidentiality regarding all technical information and trade secrets of the User-employer. bookU undertakes to treat all documentation and information obtained in the course of this agreement as confidential and not to copy or disclose it to third parties.
    
2. The User agrees to bookU’s privacy policy (see Appendix 1).

9. LINKS TO OTHER WEBSITES/APPLICATIONS

1. The content of the Platform may contain a link, hyperlink or framed link to external websites or other forms of electronic portals. Such a link does not imply any affiliation, obligation or liability on the part of bookU towards the User or towards the external website, nor does bookU (implicitly) endorse the content of these websites.
    
2. bookU has no control over these external websites and is not responsible for the secure and correct functioning of the link or the final destination. As soon as the User clicks on the link, they leave the Platform and must address any matters (including, for example, claims for compensation) directly to the owner of the relevant website to which the link refers.
    
3. In principle, the User is free to place a link, framed link or hyperlink on the Platform, but bookU reserves the right at all times to remove such a link without having to provide a specific reason for doing so.

10. MISCELLANEOUS

1. Any amendment to the General Terms and Conditions must be set out in a separate written agreement between bookU and the Employer-User.
    
2. The quotation/​agreement is not transferable, unless the other Party has given its prior written consent or unless the transfer is between legal entities within the House of HR group, of which bookU forms part.
    
3. If any provision of the quotation/​Terms and Conditions is invalid or unenforceable, this shall not affect the enforceability of the remaining provisions. The invalid or unenforceable provision shall be deemed to have been replaced by an alternative valid and enforceable provision that most closely reflects the original intention of the parties, as permitted by applicable law.
    
4. bookU is free to offer its Tool/​Platform to Users. It is not bound by any exclusivity.
   
   bookU is also free to amend, expand, restrict or discontinue its Tool and/​or its Platform at any time. It shall give timely notice of this on its website http://​www​.booku​.eu (hereinafter: ​‘Website’). Such changes shall not give rise to any claim for compensation against bookU.
    
5. Upon signing this agreement, the Employer-User grants bookU permission to include its (trade) name and logo on the Website. The reference to the Employer-User is free of charge for bookU.
    
6. Belgian law applies to this agreement.
   
   Any disputes arising from it fall within the exclusive jurisdiction of the Ghent Commercial Court, Kortrijk Division.