1. Identity
These terms apply to all services provided by Covents Solutions, located at Mandellaan 400, 8800 Roeselare, Belgium. Company number / VAT number: BE 1018.025.193. Contact: kjellcovents@covents-solutions.be · +32 468 34 82 48.
2. Scope
These conditions govern every proposal, quote, order and agreement between Covents Solutions and the client, unless expressly agreed otherwise in writing. Any conflicting terms from the client are expressly rejected.
Covents Solutions contracts exclusively with businesses (B2B). By entering into an agreement, the client confirms acting in the course of its business and holding a valid company number. These terms are not intended for consumers.
3. Subscriptions & agreements
For websites, Covents Solutions works with a website subscription: the website is built at no setup cost and the client pays a fixed monthly fee from the moment the site goes live. The agreement comes into effect once the client accepts the proposal in writing, by email or digitally.
Custom work (software, reservation systems, automation) is quoted separately. Quotes are non-binding and valid for thirty (30) days. Verbal agreements are only binding after written confirmation.
4. Content supply & cooperation
The client supplies the content required for the website (texts, images, logos and data) within thirty (30) calendar days of Covents Solutions' request. Failing that, Covents Solutions may put the website live based on the available content, after which the subscription starts in accordance with article 7. If the content has still not been supplied sixty (60) calendar days after a written reminder, Covents Solutions may dissolve the agreement without owing the client any compensation. The client warrants holding the necessary rights to all supplied content and indemnifies Covents Solutions against third-party claims in that respect.
5. Delivery & timelines
Stated deadlines are indicative. Covents Solutions will make reasonable efforts to meet them but is not liable for delays outside its control. Scope changes may affect the timeline and the monthly fee or price.
6. Pricing & payment
Prices exclude VAT (21%) unless stated otherwise. Website subscriptions carry no setup cost (€ 0). The fixed monthly fee is due from the moment the site goes live and is invoiced monthly in advance, by invoice or direct debit. The monthly fee covers hosting, domain name, SSL certificate, backups, updates, small tweaks and support, as described in the chosen plan. Custom projects are billed per the quote, one-off or monthly.
Small tweaks means: textual and limited visual changes to existing pages, up to a maximum of one (1) hour of work per calendar month. Unused time does not carry over to subsequent months. More substantial changes, new pages or new functionality are discussed in advance and quoted separately.
The monthly fee is fixed during the minimum term of twelve (12) months. Thereafter, Covents Solutions may adjust the monthly fee subject to written notice at least two (2) months before it takes effect. In that case the client may cancel free of charge up to the effective date.
Invoices are payable within 14 calendar days. Late payment automatically accrues interest of 1% per month, to the extent permitted by law, plus a flat surcharge of 10%, with a minimum of € 50. In case of persistent non-payment, Covents Solutions may temporarily take the website offline after formal notice.
7. Feedback round & go-live
Before go-live, the client has a feedback round of seven (7) calendar days to report remarks and defects in writing. Reported items are resolved in mutual consultation. Absent a response within that period, the design is deemed approved; go-live itself happens in mutual consultation and the subscription only starts from the effective go-live.
If the website is ready for delivery and the client postpones go-live without valid reason, the website is deemed delivered and the subscription starts from the communicated delivery date, even if the effective publication takes place later at the client's request.
8. Hosting, availability & force majeure
Covents Solutions provides hosting through carefully selected external infrastructure partners and commits to a best-efforts obligation, not to a guaranteed result regarding availability. Planned maintenance is announced in advance where possible and carried out outside office hours. Covents Solutions owes no compensation for unavailability resulting from failures at third parties (hosting infrastructure, CDN services (services for faster and more secure delivery of website files), domain registration, external services), DDoS attacks or other cases of force majeure. Force majeure means any circumstance beyond a party's reasonable control that temporarily or permanently prevents performance of the agreement. Obligations are suspended for as long as the force majeure lasts; if it lasts longer than sixty (60) days, either party may terminate the agreement without compensation.
9. External services, SEO, performance & results
Covents Solutions may make use of external services and platforms, such as hosting providers, domain registrars, CDN services, email services, analytics services, map services, payment providers, APIs or other technical partners. Covents Solutions is not liable for outages, changes, price changes, restrictions or discontinuation of these external services, insofar as these fall outside its reasonable control.
SEO, speed, technical optimisation, findability, conversion-oriented design and other performance-oriented optimisations are provided as a best-efforts obligation. Covents Solutions does not guarantee any specific search engine ranking, visitor numbers, revenue, leads, conversions, Lighthouse score, loading time or commercial result.
The client remains responsible for the accuracy, completeness and legality of the content, prices, offers, sector information, photos, trademarks, texts and commercial claims placed on its website.
10. Ownership & intellectual property
The website, source code and design remain the property of Covents Solutions for as long as the subscription runs. During the subscription the client receives a non-exclusive right of use on the website. Upon buy-out as described in article 12, the client obtains the right to host, use and modify the project-specific website itself, including the accompanying project-specific source code. Reusable components and underlying know-how of Covents Solutions — including generic components, templates, libraries, styles and implementation methods — remain the property of Covents Solutions at all times and are not included in the buy-out. Third-party components remain subject to their own licence terms.
The domain name is always registered in the client's name and remains the client's property at all times, including after cancellation of the subscription. Covents Solutions retains the right to feature delivered work in its portfolio unless agreed otherwise.
If Covents Solutions definitively discontinues its services, the client receives the project-specific website and accompanying project-specific source code free of charge, together with reasonable cooperation in the handover. Upon termination of the subscription, Covents Solutions provides, on first request and within thirty (30) calendar days, a copy of the content supplied by the client; thereafter Covents Solutions may delete all data and files.
11. Liability
Liability is in all cases limited to the fees paid by the client in the twelve (12) months preceding the event giving rise to the damage, save in the event of intent, fraud or gross negligence. Covents Solutions is not liable for indirect damage, lost profits, data loss or damage caused by third parties (hosting, registrar, third-party APIs).
Nothing in these terms excludes liability that cannot be excluded or limited by law.
12. Term, termination & buy-out
The website subscription has a minimum term of twelve (12) months from the effective go-live or, if the client postpones go-live without valid reason, from the delivery date referred to in article 7. After this period the subscription continues monthly and may be terminated by either party in writing with a notice period of one (1) month. Amounts already invoiced remain due.
After the minimum term, the client may buy out the website and take it fully into their own hands for a one-off fee of € 750 excluding VAT. During the minimum term, buy-out is possible for the sum of the remaining monthly instalments plus the same one-off fee. Upon cancellation without buy-out, the website is taken offline; the domain name remains the client's property (article 10).
Upon buy-out the client receives the project-specific source code (as defined in article 10) and a working static export of the website, for hosting at the client's choosing. Migration assistance is offered on a time-and-materials basis at the then-current hourly rate. Licences of third-party components or materials (such as fonts or imagery) remain subject to their own licence terms.
In case of material breach, the other party may terminate the agreement after formal notice.
13. Privacy & data processing
Both parties comply with applicable data protection legislation, including the GDPR.
For personal data processed through the client's website or digital solution, such as data via contact forms, reservation forms, quote requests, email integrations or other client-facing features, the client acts as controller and Covents Solutions as processor, unless agreed otherwise in writing.
Where Covents Solutions processes personal data on behalf of the client, the parties use a data processing agreement or equivalent contractual provisions in accordance with article 28 GDPR. This data processing agreement forms part of the cooperation insofar as personal data is processed on the client's behalf.
Covents Solutions processes personal data solely in accordance with the client's documented instructions, takes appropriate technical and organisational security measures, and relies on carefully selected sub-processors, such as hosting, email, domain, security or infrastructure partners, insofar as this is necessary for the performance of the services.
Upon termination of the cooperation, personal data processed on the client's behalf is, at the client's request, returned or deleted, unless statutory retention obligations require otherwise.
The processing of personal data by Covents Solutions for its own purposes is described in the privacy policy on this website.
14. Governing law & disputes
All agreements are governed by Belgian law. Any dispute falls under the exclusive jurisdiction of the courts of West Flanders, Kortrijk division.
In the event of any inconsistency between the Dutch and English versions of these terms, the Dutch version prevails.