1. Destination
The user agrees to use the premises solely as office space and may not change this designated use. If the user uses the offices specified in Article II for activities other than those specified in Article I without the permission of Officenter , this constitutes a serious breach, on the basis of which Officenter may seek termination of this agreement before the competent court, as well as additional damages. The space may not be used as a residence or for the performance of work to which the Commercial Lease Act applies. The user may use the space provided, which is ready for use, exclusively for the conduct of their own business activities as specified in Article I of the agreement. Any changes or expansions to the aforementioned business purpose must be submitted to Officenter for approval in advance and must be accepted in writing.
2. Use of the space
The user shall maintain the space provided and the common areas in good condition and use them with due care. The user shall not engage in noisy activities or any activities that are likely to disturb other users in the building or damage the building’s reputation in any way. The user may not make any alterations to the spaces without prior written consent from Officenter. The user may only display advertising in and around the building in the locations, in the manner, and under the conditions specified by Officenter . It is prohibited to keep or bring dogs or other pets onto the premises.
3. Description of the Location
To the extent that the office made available contains furniture other than and/or in addition to the standard furniture provided for in Article II of the Special Conditions above, the parties are free to draw up an inventory at the outset and as a supplement to this agreement, which shall form an integral part of this agreement, at the joint expense of both parties.
4. Other Parties
The user is expressly prohibited from subletting the space made available, in whole or in part, or from transferring his rights and obligations under this agreement, in whole or in part, without the written consent of Officenter.
5. Payment
The fee, plus the applicable VAT, is payable via the direct debit authorization mentioned above.
In the event of failure to make payment (on time), the user will be liable to pay late payment interest of 1% per month on the outstanding invoice amounts, calculated from the invoice date following a registered notice of default.
In the event of non-payment, a lump-sum compensation of 10% of the invoice amount (with a minimum of 75 euros and a maximum of 2,500 euros) shall be due by operation of law and without prior notice of default.
The material costs for each notice of default issued to the user amount to a flat fee of 25 euros. Officenter is also entitled to reimbursement of all costs, such as collection costs and court costs, as well as the lawyer’s fees and expenses for both out-of-court and judicial collection proceedings. These costs are not included in the flat-rate compensation.
If the user fails to pay the fees due for a period exceeding seven (7) calendar days, Officenter shall also have the right, after issuing a notice of default, to suspend all services by operation of law and, if necessary, to terminate the agreement immediately in accordance with Article 11.
Any objection to additional charges for certain services as specified in Article II must be submitted in writing, with a statement of reasons, by certified mail within fourteen (14) calendar days of the invoice date and must include the date and reference numbers of the invoice. If any of these conditions are not met, the objection will be deemed null and void, and the invoice will be considered definitively accepted.
6. Guarantee
Upon termination of the agreement, the security deposit will be refunded to the user within two months of the agreement’s expiration, subject to any deductions for damage or other payments owed by the user to Officenter under this agreement. The security deposit will not accrue interest for the user.
7. Indexing
Contractual fees are indexed based on an assessment of the costs incurred by Officenter users for the use of infrastructure and services. The calculation is based on the increase in individual cost items for Officenter spaces and services, as well as on investments made and expansions of common spaces and services. If necessary, our prices are adjusted annually on a pro rata basis.
8. Insurance
This means that users do not need to purchase separate rental liability insurance for the workspaces/infrastructure they use at Officenter.
Officenter also insures, at the users’ expense, the user’s personal belongings at an actual value of 1,800 euros per workstation. These items are covered under a multi-risk policy: fire, explosion, water damage, and natural disasters. These items are not insured against theft or vandalism. If the user’s personal belongings exceed the amount of 1,800.00 euros per workstation, the user must take out separate contents insurance to cover this excess.
Furthermore, the user expressly waives any right of recourse he might have against Officenter or against other users of the office and service center Officenter , in accordance with Articles 1386 and 1721(2) of the Civil Code. This waiver does not apply in cases of gross negligence or willful misconduct. Officenter guarantees, both in its own name and on its own behalf, as well as in the name and on behalf of the user:
This policy must provide for the waiver of any right of recourse by Officenter, the other users, or their insurer (by way of subrogation) against the user, to be exercised, where applicable, pursuant to Articles 1302, 1382 through 1386, and 1733 of the Civil Code.
The user and Officenter must prove the existence of the aforementioned insurance policies by submitting a copy of the signed policies upon the effective date of this agreement. Furthermore, the insurance policies must stipulate that any interruption or reduction in coverage of the risks will only be enforceable thirty days after the insurers have notified the party by certified mail.
9. Business License
The user must comply with the legal requirements for carrying out their business activities. Officenter cannot be held liable if the user is forced to suspend their business operations, in whole or in part, due to the lack of necessary permits or facilities, or if additional special arrangements must be made.
10. Liability
If circumstances arise in the building that are beyond the control of Officenter, the user may not claim compensation for any inconvenience that may result therefrom, unless a breach of contract by Officenter is the direct or indirect cause of such circumstances.
Officenter is not liable for the work and services performed on behalf of the user at the request of or through the mediation of Officenter . Officenter is liable only for gross negligence, willful misconduct, or fraud committed by itself or its agents in the course of work and services performed on behalf of the user. Officenter is not liable for any visible or invisible defects in the goods made available.
The performance of necessary maintenance and repair work never entitles the user to compensation or a reduction in the agreed-upon fee. If an administrative or legal dispute is brought against Officenter due to the user’s activities or presence in the space provided, the user agrees to voluntarily intervene in any dispute brought against Officenter and to fully indemnify Officenter .
11. Term of the Agreement and Termination
The agreement is entered into for a fixed term as described in Article III of the special terms and conditions. If the agreement is entered into for a period of 12 months, it shall not terminate before the end of this term, and as of the 13th month, the user may terminate it at any time by sending a registered letter with a 3-month notice period.
If the agreement is not terminated in accordance with its terms or by mutual agreement, or if the user has continued to occupy the office beyond the agreed term without objection from Officenter, the agreement will be tacitly renewed for an indefinite term under the same terms and conditions, provided that, the agreement, after renewal, may be terminated at any time by registered letter with a 3-month notice period.
The notice period begins on the first day of the month following the date the registered letter was sent.
Officenter has the right to terminate the agreement immediately by registered letter if the user fails to pay the fee specified in Article IV, fails to comply with other provisions of this agreement, or in the event of bankruptcy, liquidation, manifest insolvency, or a change in the user’s legal status.
Upon termination of this agreement, the user shall immediately make all necessary changes regarding the mailing address and registered office within 30 days of the termination of this agreement. If the change of registered office is not made, a fee of 125 euros per month will be charged, without prejudice to the right to compensation for actual damages incurred. Upon termination of this agreement, for any reason whatsoever, the user shall vacate the space provided, with the exception of all goods that, in accordance with Article II of the Special Conditions and an inventory drawn up by the parties at the commencement of the agreement (Article 3 of the General Conditions), belong to the furnishings of Officenter, and shall return the space to Officenter , properly cleaned and in its original condition.
An outgoing inventory of the contents and a description of the premises will be prepared no later than the last day of the agreement, after the user has vacated the space: the costs of this will be shared equally by both parties.
If, after the termination of the agreement, any of the user’s goods remain in the space provided, Officenter may remove them by operation of law and without prior notice, at the user’s expense and risk, or may consider them to have been acquired.
12. Judicial Dissolution
In the event of termination of the agreement at the user’s initiative, the user shall owe Officenter compensation equal to three times the contractual monthly fee (excluding VAT), plus all costs or expenses arising from the termination, and without prejudice to the amounts due under the contractual obligations set forth in this agreement.
13. Breaches of Contract
Any breach of the provisions of this agreement shall be deemed to constitute grounds for termination of the agreement at the expense of the party in breach.
14. Access / Security
Officenter Access is available through the main entrance door from Monday at 8:00 a.m. through Thursday at 5:30 p.m., and on Friday from 8:00 a.m. through 5:00 p.m. Outside these hours, an electronic access control system is activated. Each user receives a personalized key for this purpose, for which a deposit is charged. The common areas at Officenter are equipped with video surveillance. Officenter is equipped with an alarm system. If a user triggers the alarm through improper use of the emergency doors or enters unauthorized areas equipped with alarms, a fee will be charged (for an additional patrol by the security company).
15. Use of Shared Content – Fair Use Policy
Officenter provides users of the office and service center with a container for paper and cardboard and a container for general waste. Household trash and plastic can be disposed of in the trash cans in the communal kitchens. Users are expressly prohibited from depositing or leaving trash in the common areas of the center. It is also prohibited to store furniture or personal belongings belonging to the user in the common areas. It is prohibited to use sound systems and similar equipment in the designated areas in such a way that the sound can be heard outside those areas. Only on Saturdays will users of Officenter be permitted to move their personal belongings, or after obtaining permission from Officenter. Users must ensure that they do not cause any damage to the common areas during the move; failure to do so will result in compensation for the damage caused at the first request of Officenter. Users are expressly prohibited from leaving used tableware, glassware, and cutlery in the common areas, other than the communal kitchens. To ensure that all users can make use of the facilities and to prevent us from having to restrict the use of the meeting rooms, the following rules apply:
16. IT Infrastructure
Users of Officenter are required to use the network infrastructure and telephony services provided by Officenter , as well as the devices. Any additional telecommunications and data communication equipment that the user intends to use must first be submitted to Officenter for approval, in order to safeguard the quality of our IT environment.
17. Maintenance
Officenter is responsible for maintaining the spaces made available once a week. If the user requests additional maintenance for the space made available to them, this will be billed separately. Once a month, the building’s windows are cleaned on both the inside and outside. Users are expressly prohibited from hiring their own cleaning staff to maintain offices and windows.
18. Services
Users can drop off their mail requiring postage at the front desk daily by 4:00 p.m. at the latest. Officenter ensures efficient delivery of incoming faxes (fax-to-email), as well as professional discretion regarding their content. Outgoing faxes and telephone calls are billed monthly Officenter provides a professional printing, scanning, and copying service. Usage is billed on a monthly basis.
19. Authority
Belgian law shall apply exclusively, and the Belgian courts shall have exclusive jurisdiction over all disputes concerning the validity, interpretation, and performance of this agreement. The parties agree to resolve all disputes concerning the validity, interpretation, and performance of this agreement before the Court.
20. Acceptance
The user expressly and unconditionally acknowledges that he or she is familiar with and accepts all the provisions of this agreement.
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