Terms and Conditions

Article 1 — Definitions

• Platform: The online booking platform operated by Hilberink Vastgoed (KvK 05073087), accessible via the website of Hilberink Vastgoed.
• Landlord/Owner: The natural person or legal entity that offers a property for rent through the Platform.
• Tenant/Client: The natural person or legal entity that makes a booking through the Platform.
• Booking: The reservation of a rental property made through the Platform by the Tenant.
• Rental Agreement: The agreement between Landlord and Tenant regarding the rental of the property, facilitated by the Platform.
• Invoice: The automatically generated document containing the financial details of the booking, including VAT where applicable.
• Deposit: A security amount equal to one month's rent, held to cover potential damages or outstanding payments.

Article 2 — Applicability

These general terms and conditions apply to all bookings made through the Platform, all offers and services provided by the Platform, and all agreements between the Platform, Landlords and Tenants. By making a booking, the Tenant explicitly acknowledges and accepts these terms and conditions. Deviations from these terms are only valid if confirmed in writing by the Platform.

• These terms are accessible at all times via the Platform and can be downloaded or printed.
• The Platform is registered with the Dutch Chamber of Commerce (KvK) under number 05073087.
• All agreements are governed by Dutch law.

Article 3 — Booking Process

• Bookings are made exclusively through the online booking system on the Platform.
• A booking is submitted by completing the booking form with all required information and uploading the necessary documents.
• After submission, the Tenant receives an automatic confirmation email with a summary of the booking details.
• A booking becomes legally binding only after it has been approved by the Platform/Landlord.
• The Platform reserves the right to reject any booking at its sole discretion, without obligation to provide a reason.
• The minimum rental period is 1 month (28 consecutive calendar days), unless stated otherwise in the property listing.
• The maximum rental period is 24 months, unless otherwise agreed in writing.

Article 4 — Pricing and Payment

• All prices displayed on the Platform are per calendar month, inclusive of applicable taxes (VAT/BTW), unless explicitly stated otherwise.
• Upon approval of a booking by the Platform/Landlord, an invoice is automatically generated and sent to the Tenant's registered email address.
• The invoice contains: the first month's rent, the security deposit (equal to one month's rent), the total amount payable, the bank account details (IBAN) of Hilberink Vastgoed, and the payment deadline.
• Payment must be made via bank transfer within 24 hours of receiving the invoice. No other payment methods are accepted.
• Payment must be made exclusively to the bank account specified on the invoice. Payments to any other account will not be recognized.
• Failure to pay within the specified deadline may result in immediate cancellation of the booking without further notice.
• The deposit is held in a separate account and will be refunded within 14 days after the end of the rental period, following a property inspection. Any deductions will be itemized.
• Subsequent monthly rent payments are due on the 1st of each month, via bank transfer to the same account.

Article 5 — Cancellation and Termination

• Before approval: The Tenant may cancel a pending booking at any time without charge.
• After approval, before payment: Cancellation within 24 hours of approval incurs no charges. After 24 hours without payment, the booking may be automatically cancelled by the Platform.
• After payment: Cancellation is subject to the following conditions:
• — More than 30 days before check-in: full refund of the first month's rent. The deposit is refunded in full (minus any administrative costs of €50).
• — Between 15 and 30 days before check-in: 50% refund of the first month's rent. The deposit is refunded in full.
• — Less than 15 days before check-in: the first month's rent is non-refundable. The deposit is refunded in full.
• All cancellation requests must be submitted in writing via the Platform or by email.
• Refunds will be processed within 14 working days to the original bank account.

Article 6 — Check-in and Check-out

• Check-in details (address, key collection, access codes) are provided via email after payment verification.
• The Tenant must check in on the agreed date. Early or late check-in must be arranged at least 48 hours in advance.
• At check-in, the Tenant receives full access to the property.
• The check-in time is 15:00 and check-out time is 11:00, unless otherwise agreed.
• At check-out, the property must be returned in the same condition as at check-in, accounting for normal wear and tear.
• A joint inspection may be conducted at check-out. Damages beyond normal wear and tear will be documented and deducted from the deposit.
• All keys, access cards, and remote controls must be returned. Lost items will be charged at cost price.

Article 7 — Obligations of the Tenant

• The Tenant must use the property as a residential dwelling only. Commercial use is strictly prohibited.
• The Tenant is responsible for maintaining the property in good condition and reporting any defects or damages immediately.
• Subletting, short-term rental (Airbnb-style), or transferring the rental to third parties is strictly prohibited.
• The Tenant must comply with all house rules and building regulations.
• The Tenant must not cause nuisance to neighbors or violate noise regulations. Repeated violations may result in immediate termination.
• The Tenant is responsible for content insurance for personal belongings. The Landlord is responsible for building insurance.
• Pets are only allowed with prior written approval from the Landlord.

Article 8 — Obligations of the Landlord

• The Landlord guarantees that the property matches the description, photos, and specifications on the Platform.
• The property must be clean, safe, and habitable at check-in, meeting all Dutch housing standards (Woningwet).
• The Landlord must ensure all appliances and facilities are in working order.
• Major maintenance and necessary repairs are the sole responsibility of the Landlord.
• The Landlord must respect the Tenant's privacy and provide at least 24 hours' notice before any visits (except in emergencies).
• The Landlord must have the necessary permits for renting out the property, as required by Dutch law.

Article 9 — Platform Liability and Role

• The Platform acts solely as an intermediary between Landlords and Tenants. It facilitates bookings and communication.
• The Platform is not a party to the Rental Agreement. All rights and obligations under the tenancy exist between Landlord and Tenant.
• The Platform makes every effort to verify listings but cannot guarantee the accuracy of all information provided by Landlords.
• The Platform is not liable for damages arising from the tenancy, including but not limited to: property defects, disputes between parties, or indirect damages.
• The Platform's total liability is limited to the service fees paid by the Tenant.
• The Platform provides a dispute resolution mechanism but is not obligated to resolve disputes.

Article 10 — Required Documents and KYC

• As part of our Know Your Customer (KYC) policy and to comply with Dutch anti-money laundering laws (Wwft), the Tenant must provide:
• — Valid government-issued identification (passport, ID card, or EU residence permit).
• — Proof of income: last 3 payslips, recent employment contract, or employer's declaration.
• — Recent bank statement (not older than 1 month) showing financial capacity.
• All documents are encrypted and processed in accordance with our Privacy Policy and the GDPR (AVG).
• Fraudulent or manipulated documents will result in immediate rejection of the booking and may be reported to the authorities.
• Documents are automatically deleted 12 months after the end of the rental period.

Article 11 — Disputes and Applicable Law

• These general terms and conditions are governed exclusively by the laws of the Netherlands.
• In the event of a dispute, the parties will first attempt to reach an amicable settlement through negotiation.
• If amicable settlement is not possible within 30 days, the dispute will be submitted to the competent court in the district of Zwolle, the Netherlands.
• The Dutch-language version of these terms and conditions prevails in the event of any discrepancies with translations.
• Consumers residing in the EU may also submit disputes via the European Online Dispute Resolution (ODR) platform: https://ec.europa.eu/consumers/odr/.

Article 12 — Amendments to these Terms

The Platform reserves the right to amend these terms and conditions at any time. Amendments will be published on the Platform and become effective upon publication. By continuing to use the Platform after an amendment, the user accepts the modified terms. Material changes will be communicated via email to active users.

Article 13 — Privacy and Data Protection

• The Platform processes personal data in accordance with the General Data Protection Regulation (GDPR/AVG).
• Full details of data processing are provided in our separate Privacy Policy.
• Personal data is used exclusively for: processing bookings, customer communication, legal compliance, and service improvement.
• Personal data is never sold, rented, or shared with third parties for marketing purposes.
• The Tenant has the right to access, rectify, or delete their data at any time by contacting us.