WorkFlexStay Terms & Conditions

WorkFlexStay is a professional B2B accommodation marketplace and software platform operated under the business details shown below.

WorkFlexStay

van Hushovenstraat 6

5913VG Venlo

The Netherlands

Email: office@workflexstay.nl

Phone: +31 6 87099914

KvK: 42067675

BTW / VAT: NL005469340B21

WorkFlexStay provides digital services for professional accommodation listings, booking requests, offers, messaging, booking administration, contract generation, digital signing, invoice administration, payment administration and related Platform services.

Unless expressly stated otherwise in writing, WorkFlexStay is not the landlord, tenant, employer, property owner, property manager or contractual accommodation party. Accommodation agreements are concluded directly between the relevant Provider and Client.

WorkFlexStay may facilitate the commercial and administrative process between Users without becoming the accommodation provider or a party to the accommodation agreement.

The Platform is intended for professional and business use, including Providers, Landlords, Clients, Agencies and authorised company representatives.

By creating or using an account, a User confirms that the information provided is accurate and current, the User acts for professional or business purposes, the User has authority to act for and, where applicable, bind the represented company or organisation, and the User will comply with applicable law and contractual commitments.

The Platform is not intended for consumer accommodation bookings.

Users must provide accurate account, company, representative, KvK, VAT / BTW, address, banking and contact information where requested.

WorkFlexStay may use internal checks and third-party verification services to verify company, identity, payment, banking or account information.

WorkFlexStay may request additional information or temporarily restrict functionality where information is incomplete, inconsistent, false, outdated, suspicious or reasonably requires verification.

Users are responsible for maintaining the confidentiality and security of their login credentials and for activity carried out through their accounts, except where unauthorised activity is caused by circumstances for which the User is not responsible.

Providers are responsible for the accuracy, legality and availability of accommodation offered through the Platform.

By publishing, offering or confirming accommodation, the Provider confirms that it has the necessary ownership rights, contractual authority, management authority or other lawful basis required to offer the accommodation.

The Provider remains responsible for compliance with applicable requirements relating to the property and accommodation arrangement, including any permits, occupancy restrictions, safety requirements, local rules, tax obligations and other legal or contractual requirements applicable to the Provider.

WorkFlexStay may request supporting information and may restrict or remove listings where there are reasonable concerns regarding accuracy, authority, legality, safety, fraud or Platform misuse.

WorkFlexStay does not independently guarantee the legal status, licensing status, condition, availability or suitability of accommodation unless expressly confirmed in writing.

A booking request submitted through the Platform is, unless expressly stated otherwise, a request to obtain accommodation and does not by itself create a concluded accommodation agreement.

When an Agency accepts an offer through the Platform, a booking record may be created with the status accepted. This acceptance starts the contract flow and may reserve or mark the relevant accommodation as unavailable in the Platform where the accepted booking covers the relevant property or capacity.

After offer acceptance, the Platform may automatically generate an accommodation contract with the status pending signatures. At this stage, the contract is not yet fully completed and the accommodation agreement is not yet treated by the Platform as an active rental.

The Platform is designed so that the Agency normally signs first. Once the Agency signs, the contract status may change to signed by Agency, and the first invoice may be generated automatically. The Provider / Landlord may then be asked to countersign.

The accommodation agreement becomes fully completed through the Platform only when the required parties have completed the applicable signature process and the contract status becomes completed.

A booking will be treated in the Platform as an active rental, rented property or active accommodation arrangement only when the contract status is completed and the first invoice or required initial payment has been marked as paid.

Until these steps are completed, the booking, contract and payment status may remain pending, conditional or incomplete.

Payment obligations, deposit obligations, start-date obligations, cancellation consequences and other booking conditions remain governed by the applicable accommodation agreement, booking information, invoice and accepted payment terms.

WorkFlexStay may record booking events, acceptances, status changes, signature events, contract versions, invoice events and timestamps as part of the Platform audit trail.

Bookings, contracts, addenda and signatures may be created, accepted and recorded through the Platform.

Where applicable, WorkFlexStay may store evidence relating to execution and acceptance, including signer name, signer email, User and company ID, IP address, UTC timestamp, user-agent, checkbox acceptance status, signature ID, contract reference, contract version, Terms version, Privacy Policy version, document hash, contract hash and locked snapshot details.

Users agree that electronic records, digital signatures, acceptance records and Platform audit data may be used as evidence of execution, acceptance and transaction history, subject to applicable law.

Users must review contracts and booking details before signing or accepting them.

Where a Provider is not yet registered, verified or technically enabled with the applicable payment provider, WorkFlexStay may, where reasonably necessary for an existing Platform booking, temporarily receive a payment connected with that booking under a disclosed payment arrangement.

The Provider authorises WorkFlexStay to administer and receive such payment for the purpose of settling the corresponding booking or invoice and transferring the amount due to the Provider.

Where this temporary arrangement is used, WorkFlexStay will aim to transfer the amount due to the Provider within a maximum of 24 hours after cleared funds are available to WorkFlexStay and the payment can lawfully and operationally be released.

The 24-hour period may be affected by payment-provider holds, banking restrictions, compliance or verification requirements, suspected fraud, sanctions screening, chargeback risk, technical incidents or other circumstances outside WorkFlexStay's reasonable control.

Any applicable Platform Fee, agreed charge, refund, reversal or other amount expressly due under the booking or these Terms may be administered in accordance with the applicable payment arrangement.

This temporary route is intended as an operational fallback and does not change the underlying accommodation relationship between the Provider and Client. WorkFlexStay does not become the accommodation provider merely because it administers or temporarily receives a payment connected with a Platform booking.

WorkFlexStay may charge a Platform Fee for bookings, transactions or services concluded or administered through the Platform.

Unless stated otherwise, Platform Fees are calculated over base accommodation rent excluding BTW / VAT, deposits, cleaning fees, damages, utility excess charges and pass-through costs.

The applicable Platform Fee may also be displayed in the Platform, booking flow, payment overview, invoice or other transaction information.

Where a specific fee is confirmed for a booking, the applicable booking and transaction records may be retained as evidence of the agreed fee.

WorkFlexStay may introduce different fees for additional or separate services where those fees are clearly communicated before they become applicable.

If a SEPA Direct Debit or other automated collection attempt fails, is returned, reversed or cannot be collected due to insufficient funds, incorrect or invalid mandate details, refusal, reversal or other reasons attributable to the Client, WorkFlexStay may charge separate failed-collection fees.

These WorkFlexStay fees are separate from any Provider late-payment fee, contractual interest, statutory commercial interest or recovery cost arising under the accommodation agreement and belong to WorkFlexStay.

Unless waived by WorkFlexStay, the first failed automated collection attempt may result in a WorkFlexStay failed-collection fee of EUR 3.50 including 21% VAT. Following a failed attempt, WorkFlexStay may contact or notify the Client and may make a further collection attempt. Where collection continues to fail, WorkFlexStay may make additional reasonable attempts and communications before applying an escalated failed-collection charge. A third failed automated collection attempt may result in a WorkFlexStay failed-collection charge of EUR 100 including 21% VAT where previous attempts and reasonable payment communications have not resolved the failure.

WorkFlexStay may waive, reduce or refrain from charging a failed-collection fee where circumstances reasonably justify doing so. WorkFlexStay may include unpaid failed-collection fees in a later collection attempt after notifying the Client.

The application of a WorkFlexStay failed-collection fee does not remove the Client's obligation to pay the underlying invoice or other amounts lawfully due.

Providers are solely responsible for determining, selecting and confirming the correct VAT / BTW treatment applicable to accommodation, service costs, cleaning fees, utilities, deposits, damages, cancellation fees and other charges made available or invoiced through the Platform.

WorkFlexStay may provide default VAT / BTW settings, automated invoice calculations or general information based on data entered into the Platform, but WorkFlexStay does not provide tax, accounting or legal advice and does not determine whether a Provider is VAT-liable, VAT-exempt or entitled to apply any reduced, standard or zero rate.

By adding a property, creating or accepting a booking offer, confirming booking information or issuing an invoice through the Platform, the Provider confirms that the VAT / BTW information selected or approved for the relevant transaction is correct for the property, rental type, services provided and the Provider's own tax position.

The Provider remains responsible for reviewing transaction and invoice information generated from data provided or confirmed through the Platform.

WorkFlexStay shall not be liable for incorrect VAT / BTW treatment resulting from incorrect, incomplete or misleading information, rates or settings provided, selected or confirmed by a Provider, except to the extent liability cannot lawfully be excluded.

WorkFlexStay may generate, administer, deliver or support invoices and payment records based on booking, contract, Provider, Client, tax and payment information available through the Platform.

Where an invoice relates to accommodation or services supplied by a Provider, the underlying supply remains the responsibility of that Provider unless expressly stated otherwise.

Users are responsible for ensuring that company, tax, payment and invoice information supplied or confirmed by them is accurate.

Platform-generated invoice numbers, payment references, debtor references, contract references and transaction records may be stored for administration, accounting, reconciliation, fraud prevention and evidence purposes.

Security deposits may be paid directly to the Provider, processed through a payment provider or handled through another payment arrangement communicated during the booking process.

WorkFlexStay does not guarantee that deposits will be processed through the same payment route as rent, service costs or Platform Fees.

Check-in and check-out records, photographs, videos, invoices, notes, messages, inspection records and timestamps may be used to support claims relating to damage, cleaning, missing items, unpaid amounts, deposit deductions, condition of accommodation and other booking disputes.

WorkFlexStay may facilitate evidence collection, communication and administrative dispute support but does not act as a court or arbitrator unless expressly agreed in writing.

The Provider and Client remain responsible for their own claims, evidence and contractual positions.

Users may communicate through Platform messaging and related communication tools.

WorkFlexStay may store, process, filter or restrict messages where reasonably necessary to operate the booking process, prevent fraud or abuse, enforce these Terms, protect Platform security, investigate disputes, prevent prohibited circumvention or comply with legal obligations.

Users may not use Platform communication tools for spam, harassment, unlawful activity, misleading conduct, fraud or prohibited attempts to avoid applicable Platform obligations.

Users must use WorkFlexStay in good faith and may not intentionally avoid applicable Platform Fees or other agreed Platform obligations in relation to a transaction materially introduced, initiated, negotiated or administered through WorkFlexStay.

Where a business relationship or accommodation opportunity is first materially established through the Platform, Users may not deliberately restructure, continue or complete substantially the same transaction outside the Platform primarily for the purpose of avoiding an applicable Platform Fee.

This provision may also apply to a substantially connected continuation, extension, renewal or replacement arrangement where the relevant commercial relationship resulted directly from a WorkFlexStay introduction or Platform booking and the off-Platform arrangement is used primarily to avoid applicable Platform obligations.

This provision does not apply where a User can reasonably demonstrate a genuine pre-existing commercial relationship concerning the same accommodation opportunity before the relevant WorkFlexStay introduction.

WorkFlexStay may rely on Platform records, booking activity, introduction records, messages, timestamps and other reasonably available evidence when assessing compliance with this section.

Nothing in this section prevents Users from conducting legitimate independent business. Its purpose is to protect Platform-introduced transactions and agreed Platform Fees against deliberate circumvention.

Where review or feedback functionality is available, Users must provide honest, relevant and non-misleading content based on genuine experience.

Users may not publish unlawful, fraudulent, defamatory, threatening, discriminatory, manipulated or knowingly false content.

WorkFlexStay may restrict or remove content where reasonably necessary to enforce these Terms, comply with law, protect Users or maintain Platform integrity.

WorkFlexStay may suspend, restrict or terminate access to some or all Platform functionality where reasonably necessary due to fraud or suspected fraud, non-payment, false or misleading information, security risk, abuse or harassment, material breach of these Terms, deliberate fee circumvention, unlawful activity, payment-provider restrictions, verification failure or serious risk to Users, WorkFlexStay or the Platform.

Where reasonably possible and appropriate, WorkFlexStay may provide notice or an opportunity to resolve the issue. Immediate action may be taken where necessary for security, fraud prevention, legal compliance, payment risk or protection of Users.

Users should first attempt to resolve accommodation-related disputes directly with the relevant contractual party.

WorkFlexStay may provide administrative support by facilitating communication, collecting available Platform evidence or helping identify relevant booking, contract, invoice, payment or inspection records.

WorkFlexStay does not guarantee the outcome of a dispute and does not become a party to the underlying accommodation agreement by providing dispute support.

Complaints relating specifically to WorkFlexStay or Platform services may be submitted to office@workflexstay.nl. WorkFlexStay may request supporting information reasonably necessary to assess the complaint.

WorkFlexStay aims to provide reliable Platform services but does not guarantee uninterrupted or error-free availability.

Temporary interruptions may occur due to maintenance, security incidents, third-party providers, payment infrastructure, hosting services, external APIs, telecommunications failures or circumstances outside WorkFlexStay's reasonable control.

Users remain responsible for their own commercial decisions, listings, accommodation arrangements, contractual obligations, tax treatment and legal compliance.

To the maximum extent permitted by applicable law, WorkFlexStay is not liable for losses caused solely by inaccurate User information, disputes between Provider and Client, accommodation defects not caused by WorkFlexStay, unlawful or unauthorised listings by Users, incorrect tax settings selected or confirmed by Users, third-party payment-provider decisions or holds, or events outside WorkFlexStay's reasonable control.

Nothing in these Terms excludes liability that cannot lawfully be excluded under Dutch law.

WorkFlexStay may update these Terms where reasonably necessary due to legal or regulatory changes, security requirements, new or changed Platform functionality, payment-provider requirements, operational improvements, fraud prevention or changes to services or business processes.

The current version and effective date will be published through the Platform. Where a change materially affects existing Users or ongoing contractual rights, WorkFlexStay may provide reasonable notice through email, dashboard notification or another appropriate communication method.

Unless expressly stated otherwise, changes do not retroactively alter a concluded accommodation agreement between a Provider and Client.

These Terms are governed by Dutch law.

Disputes relating to WorkFlexStay Platform services shall be submitted to the competent court in the Netherlands, subject to applicable mandatory law and jurisdiction rules.

The underlying accommodation agreement between a Provider and Client remains governed by the law and dispute provisions stated in that agreement.

WorkFlexStay

van Hushovenstraat 6

5913VG Venlo

The Netherlands

Email: office@workflexstay.nl

Phone: +31 6 87099914

KvK: 42067675

BTW / VAT: NL005469340B21