BOOK & WORK The bank for a changing world

TERMS & CONDITIONS

Book & Work Service Flagships and BeConnected

  1. Applicability
    1. These terms and conditions (“ the Terms and Conditions ”) govern the Book and Work Service provided by the Bank in the Flagships and BeConnected premises, which comprises admittance of the Client and/or the Users to the designated Book & Work meeting rooms, as well as the use of these rooms.
    2. Definitions. In this document, the words and expressions mentioned below shall have the following meanings:

      Client: a natural or legal person being a customer of BNP Paribas Fortis SA/NV having its registered office at Montagne du Parc/Warandeberg 3, B-1000 Brussels, Belgium – VAT No. BE 0403.199.702 RPM Brussels (“the Bank”).

      Users: any person attending a meeting and/or being present at a Book & Work meeting room booked by the Client.

      Book & Work meeting room: a meeting room in the Flagship or BeConnected premises of the Bank.

      Book & Work Service: free online booking (from home or from Flagship Porte de Namur, Ghent or BeConnected Brussels) of a Book & Work meeting room as offered on the dedicated website of the Bank, available at the following address: bookandwork.bnpparibasfortis.com and permitted usage of the booked Book & Work meeting room by Clients and Users. The Book and Work service is only available to Clients.

      Flagship Porte de Namur premises: the property of the Bank located at: Bolwerksquare 9, 1050 Elsene.

      Flagship Ghent premises: the property of the Bank located at: Zonnestraat 2, 9000 Ghent.

      BeConnected Brussels premises: the property of the Bank located at: Rue Neuve 136, 1000 Brussels

    3. The presented bookable Book and Work meeting rooms via the Book and Work Service do not represent a contractual offer. The simple booking will manifested by the Client outside the regular online booking process do not create any contractual relationship between the Client and the Bank regarding the Book and Work service. By carrying out the booking process, the client is contractually bound according to the present terms and conditions. The bank is only committed to the Client once an acceptance confirmation is sent to the Client. Notwithstanding the above, the Bank may suspend the Book and Work Service at any time and without any prior notification.
    4. Booking process: Booking a Book & Work meeting room is done via an online channel bookandwork.bnpparibasfortis.com, available at home, or in the Flagship Porte de Namur, Ghent or BeConnected premises. The Book and Work Service requires first the Client to register by creating an account for which he needs to choose a password and accept the terms and conditions of the Book and Work Service Conditions by clicking the “acceptance box”. Once registered, the Client can book a Book and Work meeting room by carrying out the following steps:
      • Client indicates the number of attendees to the meeting he wants to plan;
      • Client indicates if wants to have the meeting in a closed meeting room or not
      • Client chooses the date of the intended planned meeting
      • Depending on the above criteria, the booking system shows the Client available timeslots and Book and Work meeting rooms
      • Client chooses the timeslot and Book and Work available meeting room he wants to book
      • Client is showed a recapitulative screen where he can check the details of the booking he is asking. If Client wishes to change his reservation he can do it by clicking on the “previous” button. If Client agrees with the reservation, he clicks on “confirm”. When Client confirm the reservation, he is contractually bound.
      • Client receives an e-mail confirmation within 24 hours. Such confirmation contains

      Dear client,

      This email is the confirmation of your reservation of a Book & Work meeting room. More information on your booking, or the option to cancel, can be found on the website bookandwork.bnpparibasfortis.com. You can do this by login in and going to the menu ‘manage bookings’, where you can find an overview of you past and future bookings.

      In case you have further questions, don’t hesitate to contact us on the number 09/235 74 58.

      Kind regards,

      The BNP Paribas Fortis Flagship team

    5. Only Clients may book a Book & Work meeting room. By booking a Book & Work meeting room, the Client accepts the Terms and Conditions by clicking the “acceptance box” and represents and warrants that the Users will also comply with the Terms and Conditions. The Client shall at all times remain solely responsible for its Users accessing and/or visiting the Flagship Porte de Namur, Ghent or BeConnected premises. Only identification and sign in will be necessary for the Client prior to accessing the requested Book & Work meeting room. The Users do not need to be a Bank’s customer.
    6. The Client may use the Book & Work meeting rooms only in compliance with the Terms and Conditions. The Client is informed of these Terms & Conditions via the link Book & Work website and application.
    7. Privacy: personal data collected via the Book and Work Service are only processed for the sole purpose of providing the service to the Client. For more details about the rights and obligations related to such processing, please see section 4 to 8 of the privacy notice of the Bank available at bookandwork.bnpparibasfortis.com
  2. Book & Work usage provided by the Bank to the Client
    1. Access to the designated Book & Work meeting rooms – The designated Book & Work meeting rooms can only be occupied or used during the opening hours of the Flagship Porte de Namur, Ghent or BeConnected premises:

      Monday – Wednesday: 9:30-18 h.

      Thursday: 9.30 – 20 h.

      Friday: 9:30 - 18 h.

      Saturday: 9:30 - 12:30 h.

      Anyone occupying any of the designated Book & Work meeting rooms needs to have reserved said meeting room as a Client. The Client shall at all times preserve the good maintenance of such designated Book & Work meeting room as a diligent and responsible user thereof.

    2. Access to and usage of the Book & Work meeting rooms is subject to actual availability and capacity per Book & Work meeting room.

      Flagship Ghent

      Capacity
      Book & Work Meeting Room 1 2
      Book & Work Meeting Room 2 8
      Book & Work Meeting Room 3: non confidential zone + can be split up in 2 areas Area one: 6
      Area two: 3


      Flagship Porte de Namur

      Capacity
      Book & Work Meeting Room 1 8
      Closed Book & Work Meeting Room 2 6
      Book & Work Meeting Room 3 3
      Book & Work Meeting Room 4 4
      Closed Book & Work Meeting Room 5 2


      BeConnected Brussels

      Capacity
      Book & Work Meeting Room 1 8
      Book & Work Meeting Room 2 8
    3. The Bank cannot be held responsible for any unavailability of the Book & Work meeting rooms due to reasons of overcapacity or to any other reasons beyond its powers. The Bank may stop, suspend, or modify at all times the usage of the Book & Work meeting rooms. The Bank holds the right to refuse any Client from booking a Book & Work meeting room and/or to refuse any Client or User the entrance to the Flagships or BeConnected premises for any reason whatsoever.
    4. The Client may cancel a requested Book & Work meeting room 24h in advance of the scheduled meeting time, by logging in in the book & work website or application and press “cancel” behind the scheduled time. In case a Client does not show up to the designated Book & Work meeting room without having cancelled in time, that Client will get a warning in the form of an e-mail. After three warnings, the Client will no longer be able to schedule a Book & Work meeting room and will be informed by e-mail. This does not apply in case the Client has a valid reason which said Client could not control nor communicate in time to the Bank.
    5. The Client must sign in within the Book & Work website/application before entering the designated Book & Work meeting room. Once the meeting is over, said Client needs to sign out within the Book & Work website/application
    6. Access to Wi-Fi access points – The Client shall have access to Wi-Fi access points, available in the the Flagships or BeConnected premises. Such access is, however, subject to the total availability of the Wi-Fi access points. Under no condition can the Bank be held liable for any unavailability or insufficient providing of such Wi-Fi access points, nor any failure of the Wi-Fi network, whatever the reason for such shutdown may be.
    7. Regular cleaning – of the Book & Work meeting room areas is made available by the Bank. However, the Client is required, after usage of the designated Book & Work meeting room, to make sure that upon leaving, these areas are left properly and in good maintenance to the extent that the used Book & Work meeting room is immediately available to any other Clients. In case the Client or a User is aware of any damages or irregularities prior to commencing its usage of the designated Book & Work meeting room, it shall immediately and prior to its usage thereof, inform a staff member at the Welcome Desk.
  3. Book & Work meeting rooms’ equipment
    1. In the Book & Work meeting rooms following items are present:
      • Tablet (size: 12.3 inches = 31.24 cm) built in the table
      • Big screen (size: 40 inches = 106.6 cm) + cable to plug in to laptop
  4. Client permitted activities
    1. The Book & Work meeting room may only be used for meeting purposes. Moreover, in order to be eligible to book a Book & Work meeting room, the meeting must respond to one or more of the following subjects: banking, innovation, entrepreneurship, educating, and collective associations.
    2. No immoral, improper, offensive, or unlawful use shall be made in any of the Book & Work meeting rooms, nor on the Flagships or BeConnected premises as a whole. All municipal and other zoning ordinances, laws, rules, and regulations of all government regulatory agencies shall be strictly observed. Drugs and illicit substances and their use are prohibited in the Book & Work meeting rooms and on the entire Flagships or BeConnected premises.
    3. The Client and its Users shall not create nor permit the creation or the continuation of any noise or nuisance or objectionable odour which, in the opinion of the Bank, may or does disturb the comfort or quiet enjoyment of any of the other Flagships or BeConnected clients, their guests, or employees of the Bank working in the Flagships or BeConnected premises. Any of the Client complaints should be directed to a staff member at the Welcome Desk. If the Bank determines that any noise or odour being transmitted to the other Flagships or BeConnected areas is an annoyance or a nuisance or in any way disruptive, then the Client shall immediately take such steps as shall be necessary to abate such noise or odour to the satisfaction of the Bank. If the Client fails to abate the noise or odour immediately, he faces consequences that may include a termination of the usage of the Book & Work meeting rooms.
    4. If a Client and/or its Users is/are under the influence of drugs or illicit substances, it can be asked to leave the Flagships or BeConnected premises immediately. The entire Flagships or BeConnected premises is a smoke-free environment. There is no smoking allowed within the building.
    5. Toxic substances are defined as substances producing noxious odours and that may be hazardous to humans. These are prohibited in the Flagships or BeConnected premises. All liquids and solids that a Client or one of its Users brings with them, must be properly disposed of.
    6. The toilets, sinks, and other parts of the plumbing system in all of the Flagships or BeConnected premises shall be used only for purposes for which they were constructed and no sweepings, garbage, rubbish, rags, ashes, substances associated with any arts practice or other substances will be thrown therein. Pets and animals are not allowed within the Flagship premises, with the exception of blind helping dogs.
  5. Damage to the designated Book & Work meeting rooms and Book & Work equipment
    1. All Clients are expected to return the designated Book & Work meeting room to its original conditions as determined by the Bank and the Client at the time of the initial occupancy.
    2. Any damage to any of the Book & Work meeting rooms or the Flagships or BeConnected premises as a whole caused by a Client and/or its Users shall be repaired by arrangement and under the direction of the Bank at the cost and expense of such Client. The Client is responsible for its Users.
  6. Safety & Security
    1. The Client and/or the Users has/have to inform themselves about the emergency procedures and assembly point in case of an evacuation. This information can be obtained from the local staff of the Bank in the Flagships or BeConnected premises and/or on the on-site evacuation plans.
      Upon hearing an evacuation signal, the Client and/or the Users has/have to calmly leave the premises by following the pictograms and the instructions of the local staff of the Bank in the Flagships or BeConnected premises.
      During evacuation, it is not allowed to re-enter the premises, nor to make use of elevators.
      Once outside the premises, the Client and/or the Users, will go to the assembly point, together with the local staff of the Bank and await further instructions.
      The Client and/or the Users will take all possible measures to inform as soon as possible the local staff of the Bank if all people present have left the premises.
      The Client and/or the Users will take every alarm seriously.
    2. The Client and/or its Users may not do anything which may be a fire, health, or safety risk. The Client and/or its Users may not disconnect or tamper with any safety, security, or smoke detection equipment, including the fire alarm system.
    3. No Client and/or its Users shall do, or permit anything to be done in any of the Book & Work designated meeting rooms or bring or keep anything therein which will in any way increase the risk of fire, or on property kept therein, or obstruct or interfere with the rights of other clients, or in any way injure or annoy them, or conflict with the laws relating to fire or with the applicable regulations.
    4. Any incidents of theft, damage, or vandalism shall be reported to one of the Bank’s employees in the Flagships or BeConnected premises. If any such incident is caused by a Client and/or a User, legal action shall be taken and the Client shall be solely responsible. The Client acknowledges that the Bank is firmly committed to a lawful and crime-free policy for all of its properties and tenancies. The commission of any criminal act or the use and/or distribution of any illegal substances by a Client and/or a User is strictly prohibited anywhere on or about the Flagships or BeConnected premises and will result in legal action.
    5. The Clients and/or Users are to immediately report any suspicious people or behaviour seen in the Flagships or BeConnected premises to a staff member at the Welcome Desk.
    6. The Client and/or the Users shall not overload existing electric circuits. Water shall not be left running unless in actual use. Nothing shall be thrown out of the windows or the doors of the designated Book & Work meeting room or the entire Flagships or BeConnected premises. The Client is solely responsible for any water floods as well as any damages caused by such water floods.
    7. The Bank explicitly excludes, and the Client acknowledges and accepts such exclusion, any and all responsibility and/or liability vis-à-vis the Client or the Users for any and all incidents of theft, damage and/or vandalism within the Flagships or BeConnected premises, regardless of the cause and/or consequences of such incidents of theft, damages, and/or vandalism. The Client shall indemnify and hold harmless the Bank against all claims of Users instituted for incidents of theft, damage and/or vandalism within the Flagships or BeConnected premises.
  7. Garbage Disposal
    1. Small amounts of garbage and recycling produced by the Client and/or its Users must be placed within the appropriate labelled bins on the Flagships or BeConnected premises.
    2. No burning cigarettes, cigars, ashes, or other potential fire hazards shall be put in the garbage bins. The Client and/or its Users must use the recycling facilities as provided in the Flagships or BeConnected premises and follow the policies as established.
  8. Catering Offerings
    1. The Bank offers additional catering services to Clients and Users using the Book & Work meeting rooms without applicable tariffs. These additional catering services are listed below:
      • Hot beverages: coffee/tea
      • Still water

      A coffee machine and water dispenser are present next to the waiting area. Coffee can be obtained by asking a coin for the coffee machine at the Welcome Desk.

      The Bank allows that the Client orders its own catering and/or brings its own food to the Book & Work meeting room under the condition that the Book & Work meeting room is properly cleaned up and left behind as it was found. Moreover, it is, under no circumstances, allowed to cause any nuisance by bringing own food or having a catering service delivered.