Terms and conditions

Business catering and catering-related services (B2B). Food Factory Leuven BV, Riddersstraat 141, 3000 Leuven. Version: July 2026 — last amended on 15 July 2026. This English translation is provided for information only; in the event of any discrepancy, the Dutch version prevails.

Introduction

Food Factory Leuven BV (hereinafter “Food Factory”, “we” or “us”) is a catering company established at Riddersstraat 141, 3000 Leuven, specialising in business catering and related services for companies, organisations and public authorities (B2B).

These general terms and conditions apply to every quote, order, agreement and service between Food Factory and its Customers, unless expressly agreed otherwise in writing. We ask you to read these terms carefully before placing an order or accepting a quote.

These terms have been drawn up in accordance with Belgian law, in particular the provisions on B2B agreements and unfair terms between undertakings (Book VI, Title 3/1 of the Code of Economic Law) and the law on combating late payment in commercial transactions.

Article 1. Definitions

In these general terms and conditions, the following terms mean:

  • Food Factory: Food Factory Leuven BV, with registered office at Riddersstraat 141, 3000 Leuven, registered under company number BE 0783.249.066, and any company affiliated with it.

  • Customer: the legal entity or business that enters into an Agreement with Food Factory for the purchase of catering services, in the context of its professional or business activity.

  • Agreement: any arrangement between Food Factory and the Customer relating to the supply of Products and/or Services, regardless of how it was concluded (quote, order confirmation, order form, email).

  • Quote: the non-binding proposal submitted by Food Factory to the Customer relating to the Products and/or Services to be supplied and the associated price.

  • Products: all food, drinks and related items prepared, supplied or made available by Food Factory.

  • Services: all work to be performed by Food Factory, including but not limited to the preparation, delivery, serving, service, set-up and/or clear-down in the context of an Event.

  • Event: the occasion, event, meeting or gathering for which the Customer purchases the Products and/or Services of Food Factory.

  • Location: the place where the Event takes place and where Food Factory performs its Services, regardless of whether this place is owned by, rented by, or made available to the Customer.

  • Parties: Food Factory and the Customer jointly.

  • In writing: communication by letter, email or via another electronic medium in which the identity of the sender and the integrity of the message can reasonably be established.

Article 2. Applicability

These general terms and conditions apply to every Quote, every Agreement and every supply of Products and/or Services by Food Factory to the Customer, to the exclusion of the Customer’s own general (purchasing) terms and conditions, regardless of whether the latter refers to them or attaches them.

These terms apply exclusively to the relationship between Food Factory and businesses (B2B). They are not intended for agreements with consumers within the meaning of the Code of Economic Law.

If any provision of these general terms and conditions proves to be void, invalid or unenforceable, the remaining provisions shall remain in full force. The Parties shall replace the void provision with a valid provision that comes as close as possible to the original intention of the Parties.

Deviations from or additions to these general terms and conditions are only valid if they have been expressly agreed In writing between the Parties and apply only to the Agreement concerned.

If several Agreements or successive orders are concluded between the same Parties, these general terms and conditions apply to each of these Agreements, even without being provided again each time, provided the Customer was able to take note of them in an earlier Agreement.

Article 3. Quotes and conclusion of the agreement

All Quotes from Food Factory are non-binding and, unless stated otherwise, remain valid for fourteen (14) calendar days from the quote date. After this period the Quote lapses and Food Factory may release the capacity, dates or ingredients reserved in it.

An Agreement is concluded at the moment the Customer accepts the Quote In writing and without reservation, or at the moment Food Factory sends an order confirmation to the Customer, whichever occurs first.

Obvious errors, clerical mistakes or ambiguities in the Quote do not bind Food Factory and may be corrected by Food Factory at any time, even after acceptance.

Verbal or telephone arrangements, commitments or changes are only binding on Food Factory once they have been confirmed In writing.

If the Customer finds that the order confirmation does not correspond to the arrangements made, it must report this In writing within five (5) working days of receipt. In the absence of a timely objection, the content of the order confirmation shall be deemed to reflect the Agreement correctly and completely.

Article 4. Prices and VAT

All prices stated by Food Factory are expressed in euros and exclude VAT and any other levies, unless expressly stated otherwise.

Prices are based on the number of guests agreed at the time of the Quote, the chosen Products and Services, the Location and the requested date of performance. Changes to these may lead to a price adjustment, in accordance with Article 6.

Food Factory reserves the right to adjust the agreed price if, after the Agreement has been concluded, objective circumstances arise that increase costs (including increases in raw material prices, energy costs, wages, social security contributions or VAT rates), provided that Food Factory informs the Customer of this in good time and In writing.

Additional services, equipment, staff or Products not included in the original Quote but supplied at the Customer’s request will be charged separately.

Article 5. Payment

All services provided by Food Factory are invoiced after the Event has taken place and are payable within thirty (30) calendar days of the invoice date, unless a different payment term has been agreed In writing. The due date will always be clearly stated on the invoice.

In some cases (new customer, exceptionally large amounts), Food Factory may request a deposit of 30% of the agreed total price upon confirmation of the Agreement, payable within fourteen (14) calendar days of the invoice date of the deposit invoice.

If an invoice is not paid on the due date, late-payment interest is owed by operation of law and without prior notice of default, in accordance with the law of 2 August 2002 on combating late payment in commercial transactions, plus fixed compensation of 10% of the invoice amount with a minimum of 150 euros, without prejudice to Food Factory’s right to prove and claim higher damage actually suffered.

In the event of late payment, Food Factory is entitled to suspend the performance of current and future Agreements with the Customer, without this giving rise to any compensation for the Customer.

Complaints regarding an invoice must, on pain of forfeiture, be submitted In writing and with reasons within eight (8) calendar days of the invoice date. Failing this, the invoice shall be deemed accepted.

Article 6. Number of guests and changes

The price of the Agreement is calculated on the basis of the final number of guests stated by the Customer.

The Customer may change the number of guests free of charge up to five (5) calendar days before the date of the Event, with a maximum deviation of 10% from the originally agreed number. Changes exceeding this deadline or threshold will be accepted by Food Factory as far as possible, but may lead to an adjustment of the price, the composition of the menu and/or the staffing.

A reduction in the number of guests of more than 50% compared with the originally agreed number is considered a partial cancellation, to which Article 7 applies accordingly.

If more guests are present on the day of the Event than the last confirmed number, Food Factory is entitled to charge the additional cost separately to the Customer. Food Factory undertakes to serve additional guests as far as reasonably possible, without any obligation of result in this respect.

The Customer shall inform Food Factory no later than five (5) calendar days before the Event of the required composition regarding allergies, dietary wishes and particulars per guest, in accordance with Article 8.

Article 7. Cancellation

Any cancellation, partial or full, must be notified by the Customer to Food Factory In writing. The cancellation is only valid from the moment Food Factory confirms receipt.

In the event of cancellation by the Customer, the following compensation is owed to cover the costs already incurred by Food Factory (including the purchase of ingredients, reservation of staff and lost turnover), calculated on the agreed total price:

  • between 5 and 14 calendar days before the date of the Event: 10% of the agreed total price;

  • between 2 and 5 calendar days before the date of the Event: 30% of the agreed total price;

  • less than 2 calendar days before the date of the Event, or on the day itself: 100% of the agreed total price.

Specific costs already incurred (including for hired equipment, personalised printing or decoration work, or perishable goods already purchased) are always passed on to the Customer in full, regardless of the time of cancellation.

Food Factory reserves the right to cancel an Agreement free of charge for serious reasons (including force majeure within the meaning of Article 12, or the Customer’s failure to comply with its obligations). In that case Food Factory shall inform the Customer In writing as soon as possible, and any amounts already paid, less the specific costs already incurred by Food Factory, will be refunded.

Article 8. Allergens, food safety and dietary wishes

Food Factory prepares its Products in an environment where the fourteen legally recognised allergens are also handled (including gluten, nuts, peanuts, egg, milk, soy, celery, mustard, sesame and sulphites). Despite all precautions, cross-contamination cannot be completely ruled out.

The Customer is responsible for communicating In writing, in good time and no later than five (5) calendar days before the Event, all relevant allergies, intolerances and special dietary wishes of the guests. Food Factory cannot be held liable for consequences arising from the late, incomplete or non-communication of this information.

Adjustments to dishes due to allergies or dietary wishes may involve a surcharge; this is assessed case by case by Food Factory and discussed with the Customer in advance.

The Customer is advised to point out the residual risk of cross-contamination to guests with a serious food allergy or intolerance and to advise them to take the necessary precautions (including bringing their own emergency medication).

Food Factory complies with all applicable food safety and HACCP regulations and holds the required licences for the preparation and delivery of food.

Article 9. Performance of the assignment

Food Factory performs the Agreement to the best of its ability and in accordance with good practice, on the basis of the information provided by the Customer (number of guests, time, Location, wishes regarding menu and service).

The Customer is responsible for the accuracy, completeness and timeliness of the data and information it provides. Food Factory is not liable for delays, errors or additional costs resulting from incorrect, incomplete or late information provided by the Customer.

Unless agreed otherwise, the Customer is responsible for the timely availability of the Location, the necessary utilities (electricity, water, refrigeration), access for deliveries, and obtaining all required permits, authorisations or exemptions (including regarding noise, fire safety or terrace permits) for the organisation of the Event.

Food Factory reserves the right, in consultation with the Customer, to visit the Location in advance in order to assess the practical organisation, fire safety and hygiene conditions. If, in the reasonable opinion of Food Factory, these conditions do not allow safe or hygienic performance of the Agreement, Food Factory is entitled to terminate the Agreement at no cost to the Customer.

The Customer and/or its guests are not permitted to consume their own food and/or drinks at the Location during the Event, except with the express written permission of Food Factory.

Food Factory is entitled, without prior notice, to stop serving an individual guest if that guest behaves in such a way that the safety, order or smooth running of the Event is seriously jeopardised, without this giving rise to any compensation for the Customer.

Article 10. Equipment, hired goods and the location

Equipment, tableware, linen or other goods made available or hired out by Food Factory in the context of the Event remain the property of Food Factory or of the lessor concerned.

The Customer is liable for damage to, loss or disappearance of Food Factory’s equipment caused by the Customer, its agents, guests or third parties, up to the replacement or new value, plus the administrative costs incurred by Food Factory.

Food Factory is not liable for damage to, loss or theft of property of the Customer, its guests or third parties at the Location, except in the event of proven intent or gross negligence by Food Factory.

The Customer remains liable at all times in its capacity as owner, tenant or user of the Location, even if the Location was booked through the intermediary of Food Factory.

Article 11. Liability

Food Factory’s liability for damage suffered by the Customer as a result of a shortcoming in the performance of the Agreement is limited to the amount paid out by Food Factory’s liability insurer in the case concerned or, in the absence of cover, to a maximum of the agreed price of the Agreement concerned.

Food Factory is never liable for indirect damage, including consequential damage, lost profits, reputational damage or missed savings.

The provisions of this article do not affect Food Factory’s liability for intent, fraud or gross negligence, nor any liability that cannot be limited or excluded under mandatory law.

The Customer is liable for all damage suffered by Food Factory or third parties as a result of a shortcoming or unlawful act of the Customer, its agents or guests, and indemnifies Food Factory against claims from third parties in this regard.

Article 12. Force majeure

Force majeure means any circumstance beyond the will and control of Food Factory that reasonably makes the normal performance of the Agreement impossible or seriously hinders it, including: fire, extreme weather conditions, epidemic or pandemic, government measures, strikes, utility failures, shortages of raw materials or transport problems at suppliers.

In the event of force majeure, the performance of the Agreement is suspended for the duration of the force majeure situation. If the force majeure situation lasts longer than thirty (30) calendar days, each Party has the right to terminate the Agreement In writing and without judicial intervention, without this giving rise to any compensation.

Costs already incurred by Food Factory in the performance of the Agreement remain payable by the Customer in that case.

Article 13. Complaints

To be admissible, complaints regarding the performance of the Services must be reported as soon as possible and no later than on the day of the Event itself to the Food Factory manager present, so that Food Factory has the opportunity to remedy them during the Event.

Complaints that could not have been visible during the Event must be submitted In writing and with reasons within eight (8) calendar days of the date of the Event.

Food Factory confirms receipt of each complaint within fourteen (14) calendar days and endeavours to handle it as quickly as possible.

Submitting a complaint does not suspend the Customer’s payment obligation.

Article 14. Suspension and termination

If the Customer fails to fulfil an obligation under the Agreement, or fails to do so on time or in full, Food Factory is entitled to suspend the performance of its obligations or to terminate the Agreement without prior notice of default and without judicial intervention.

Food Factory also has the right to terminate the Agreement with immediate effect, in whole or in part, if the Customer is declared bankrupt, applies for judicial reorganisation, or otherwise shows that it is no longer able to meet its financial obligations.

In the cases referred to in this article, the compensation owed by the Customer is equal to the compensation provided for in Article 7 (Cancellation), without prejudice to Food Factory’s right to compensation for the damage actually suffered.

Article 15. Intellectual property

All concepts, menu proposals, designs, texts, images and other creations provided by Food Factory, whether or not they form part of a Quote, remain the property of Food Factory and may not be used, copied or disclosed to third parties without its prior written permission, even if the Agreement is not concluded.

Food Factory reserves the right to take photos or videos during the Event for its own promotional purposes, unless the Customer objects to this in advance and In writing.

Article 16. Confidentiality and processing of personal data

The Parties shall treat all information they receive from each other in the context of the Agreement that may be considered confidential with the necessary discretion.

Food Factory processes personal data of the Customer and, where applicable, of its guests or employees, solely for the purpose of performing the Agreement and in accordance with the applicable data protection legislation (Regulation (EU) 2016/679, “GDPR”). More information is available at www.foodfactory-leuven.be.

Article 17. Transfer

The Customer may not transfer its rights and obligations under the Agreement to third parties without the prior written permission of Food Factory.

Food Factory is entitled to subcontract (parts of) the performance of the Agreement to subcontractors it selects, without this affecting Food Factory’s responsibility towards the Customer.

Article 18. Applicable law and competent court

Belgian law applies exclusively to every Agreement between Food Factory and the Customer.

Any dispute concerning the existence, interpretation or performance of the Agreement falls within the exclusive jurisdiction of the courts of the judicial district of Leuven, without prejudice to Food Factory’s right to summon the Customer before the court competent under ordinary law.

The Parties undertake first to consult in good faith in order to seek an amicable solution to a dispute before legal proceedings are initiated.

Article 19. Final provisions

These general terms and conditions may be amended unilaterally by Food Factory. The version in force at the time the Agreement is concluded applies to that Agreement.

The most recent version of these general terms and conditions can always be consulted on the website www.foodfactory-leuven.be and will be provided by Food Factory on simple request.

The fact that Food Factory does not at any time require strict application of a provision of these general terms and conditions cannot be interpreted as a waiver of the right to invoke this provision at a later time.

Contact details

  • Company: Food Factory Leuven BV

  • Address: Riddersstraat 141, 3000 Leuven, Belgium

  • Company number / VAT: BE 0783.249.066

  • Website: www.foodfactory-leuven.be

  • Bank account (IBAN): BE20 0019 2685 2456