Terms & conditions.

1 Business and scope

These terms apply exclusively to business assignments carried out by Wim Hendrik Marc Steynen, trading under the commercial name SDS (Steynen Digital Services). SDS works only with businesses and independent professionals acting for their professional or business activities. When ordering, the customer provides their business details and, where applicable, their enterprise or VAT number. An enterprise number alone does not determine the business nature of a transaction; the actual purpose of the assignment is decisive.

These terms apply only to assignments expressly confirmed under SDS. They are not intended for purchases for private purposes. If an assignment nevertheless proves to be a consumer contract, these terms cannot exclude mandatory consumer rights; appropriate arrangements will be made before performance.

SDS provides strategy, advice, design, development, implementation, integration, training, support and maintenance for IT and digital infrastructure, websites, web applications, traditional desktop and mobile applications, cloud solutions, software integrations and automation. Artificial intelligence (AI), AI applications, chatbots, digital assistants, AI agents and generative AI, logos, visual identities, graphic design and print also fall within the offering. Only services expressly ordered are included.

Business owner: Wim Hendrik Marc Steynen. Address: Diestersteenweg 82, 3800 Sint-Truiden. Enterprise number: 0696.667.856. Current VAT status: VAT exempt. Contact: wim@wimhendrikmarcsteynen.com, +32 (0)493 499 805. Website: www.steynendigitalservices.be.

2 Disclosure, acceptance and specific agreements

The SDS terms are available at www.steynendigitalservices.be. This website is the official publication channel for the SDS terms. Before the contract is concluded, SDS clearly refers to the applicable version and gives the customer a real opportunity to consult and save it. By subsequently accepting a quote or assignment referring to these terms, the customer accepts the applicable terms and is considered to have had the opportunity to read them. Evidence to the contrary remains possible; awareness and acceptance are not established irrebuttably.

A reference on an invoice after the contract has been concluded does not replace any required prior opportunity to read and accept the terms. Expressly accepted specific arrangements in the quote or contract take precedence. The customer's terms apply only insofar as SDS expressly accepts them in writing. Changes are confirmed in writing; email is sufficient.

3 Quotes and formation of the contract

Quotes are valid for 14 calendar days unless stated otherwise. They describe the assignment, price, main deliverables and any advance payments. A quote or online reservation request becomes a confirmed assignment only after mutual agreement and, where agreed in advance, payment of the advance. Advance payment percentages that have not been agreed will not be imposed afterwards.

4 Price and additional work

SDS is currently VAT exempt and does not charge VAT on its exempt services. Quotes and invoices state the VAT exemption. If the tax status changes, this is clearly communicated for new quotes or renewals. For ongoing assignments, the agreed prices and mandatory legal rules remain decisive.

Extra work, additional revision rounds, urgent work, travel, licences, printing, shipping and external costs are estimated in advance or carried out at an agreed rate. SDS requests approval before incurring costs beyond the agreed assignment. An estimate is not unlimited permission for additional work.

5 Cooperation and performance

The customer provides correct texts, images, specifications, contact details and necessary access in good time. Where necessary, the customer appoints one person to consolidate feedback and approvals. SDS reports when missing information affects the schedule or price.

SDS performs the assignment carefully and with the expertise of a reasonably competent service provider. Clearly promised results, features and deliverables remain due. Only advice, optimisation and support whose outcome depends on external factors constitute an obligation to use reasonable efforts.

An expressly agreed completion date will be respected. Other scheduling is a reasonable estimate. If a delay is expected, SDS reports the cause, consequences and revised schedule. An essential date, such as an agreed delivery or launch, is expressly established in advance.

6 IT and digital support

The assignment specifies the devices, accounts, software, integrations and permitted interventions involved. Remote support takes place with the customer's consent. Access credentials are treated confidentially and limited to what is necessary for the assignment.

The customer is always solely responsible for their data and for creating, checking, regularly updating, securely and separately storing and, where necessary, restoring complete, current and usable backups. Before every intervention, the customer ensures that there is a usable backup of the data, settings and configurations concerned and checks whether restoration is possible. SDS does not take over this responsibility.

IT support, website development, hosting, maintenance, monitoring or security do not create any backup, archiving or restoration obligation for SDS. A copy held by a hosting company or another supplier does not replace the customer's own backup. SDS does not guarantee restoration or continued availability of customer data. The exclusion of liability in Article 15 applies to data loss, within the legal limits stated there.

7 Websites, applications, AI and digital services

The quote specifies the intended use, pages, features, forms, data flows, integrations, language versions, supported environments and extent of content entry for websites, web applications, traditional applications, mobile apps and other software. New features, other platforms, migrations and extra integrations are included only if agreed. Public launch or production use takes place only after the agreed approval.

The parties establish which performance requirements, test cases, acceptance criteria, documentation, access credentials and file or code formats will be delivered. A prototype, demonstration or trial version is not automatically a production delivery. Maintenance, support, updates, hosting and availability are defined according to the chosen service. Third-party licences and usage rights continue to apply.

For AI advice, AI applications, AI agents and automation, the assignment describes the intended use, models and providers involved, permitted data, human oversight and limits on automatic actions. AI output may be incorrect, incomplete or non-unique; the parties determine which verification is necessary before publication, decision-making or execution. This does not limit any specifically promised performance or mandatory legal obligations of SDS.

The use of personal data or confidential customer information in external AI services requires appropriate prior arrangements and a valid legal basis. The parties agree who is responsible for applicable information and transparency duties, and each assumes the statutory duties associated with their own role. Model, platform, licence and usage costs and any limits are established in advance; the assignment does not provide unlimited permission for variable costs.

Hosting, domain names, email, maintenance, monitoring and licences are separate services unless the quote expressly bundles them. Backups and recovery copies remain the customer's responsibility as provided in Article 6. A one-off website assignment does not include unlimited maintenance. Mandatory statutory conformity and warranty obligations remain applicable.

Where technically possible, domains are registered in the customer's name. Registration depends on availability and the registrar's rules. Terms, renewal costs and responsibility for renewal are communicated in advance. In an agreed transfer, SDS securely hands over the available customer access credentials and transfer details.

SDS explains relevant terms and costs of hosting, software and platform providers in advance. Third-party outages do not release SDS from its own management or recovery obligations. Search rankings, revenue, conversions and uninterrupted email delivery are guaranteed only if an express, specific commitment has been made.

8 Logo, graphic design and print

The quote specifies the designs, formats, applications, print run and included revision rounds. A revision round is one consolidated feedback round within the original brief. A new direction, extra proposal or change after approval is discussed in advance as additional work.

SDS delivers final logos and designs in the agreed usable file formats. Editable source files, linked images, font files and production templates are included only where expressly agreed. Third-party rights and licences are respected; see Article 11.

Before production, the customer receives a proof or final design for approval. The customer checks, among other things, names, texts, figures, contact details, format and print run. Digital approval constitutes production approval for that version.

Screen display and printed output may differ within reasonable technical tolerances. A specific colour reference, choice of paper, finishing or physical proof is agreed in advance. A general reference to colour differences does not justify a material deviation from the ordered result.

The ordered print run and delivery costs apply as agreed. An over- or under-delivery does not entitle additional invoicing without prior agreement. Where SDS is the seller, it remains the point of contact for conformity and warranty.

9 Delivery and file formats

The quote or order confirmation determines the schedule, delivery, agreed features, file formats and usage rights. A standard time limit for other activities of the business owner does not apply to SDS assignments. An agreed essential delivery date is confirmed separately.

SDS delivers through the agreed digital channels, a secure download, a platform or physical delivery of printed materials. Editable source files, project files, source code and additional variants are included only where expressly agreed. Delivery of a ready-to-use result does not itself transfer copyright.

The customer supplies necessary content, feedback and access in good time. Missing information or a change in the assignment may affect the schedule; SDS communicates these effects. Additional revision rounds or work outside the agreed assignment are estimated in advance or confirmed at the agreed rate.

10 Invoicing and payment

10.1 Payment term of 7 days

Invoices are payable within 7 calendar days of the invoice date unless the parties expressly agree otherwise in writing beforehand. SDS supplies the invoice in good time through the agreed or legally required channel. No fictitious invoice receipt date is agreed. The due date and payment details are stated on the invoice.

Advances, instalments and monthly advance invoicing apply only if agreed beforehand. The payment term of 7 calendar days also applies to these unless another date has been expressly agreed. Structured electronic invoicing is used where required by law; a PDF is then not a substitute.

10.2 Late payment by business customers

Where the Act of 2 August 2002 on combating late payment in commercial transactions applies, the statutory commercial interest rate in force at that time becomes due automatically and without formal notice from the day after the due date. The statutory fixed recovery fee of EUR 40 is then also due. Additional reasonable recovery costs may be requested only insofar as permitted by law and without double compensation for the same costs.

10.3 Disputes and balance

The customer reports a dispute as soon as possible, stating the reason, and pays the undisputed part. This does not limit any statutory right to suspend performance. SDS investigates the complaint carefully and supplies supporting documents on request. In the event of an attributable breach by SDS, the customer retains their statutory and agreed rights.

11 Copyright and usage rights

Copyright in original designs, texts, layouts and custom code remains with SDS unless otherwise agreed in writing. Existing customer material remains the customer's property. Delivery or payment of a file does not itself transfer copyright.

The quote or rights agreement describes the use, media, territory, duration, exclusivity and fee. In the absence of a more specific agreement, after full payment the customer receives a worldwide, non-exclusive licence for the agreed business use for the duration of copyright protection. Use in the customer's own business communications online and in print is included within the agreed assignment.

For a final, fully paid logo specifically designed for the customer, this licence is exclusive for the original, independently created logo design, worldwide and for the full term of protection. It includes the customer's own brand identity on all agreed digital and printed media and necessary adaptations by the customer or a successor designer. Pre-existing building blocks, fonts and third-party components are excluded from that exclusivity.

A full transfer of rights, standalone resale, sublicensing outside the normal performance of the customer assignment or wider exploitation requires a separate written agreement. Disclosed licences of the rights holders apply to pre-existing material, standard software, open-source code, stock images and fonts. Trademark searches or registration are included only if ordered.

Unselected proposals and internal working files may not be exploited without consent. Visible creator attribution is not mandatory for logos. Moral rights remain protected by law.

12 Privacy, confidentiality and customer references

The parties handle confidential information carefully and use it only for the assignment. Personal data is processed in accordance with the GDPR and the applicable privacy information. Where SDS acts as a processor for the customer, the parties set out their arrangements in a data processing agreement before that processing, including security, suppliers involved and return or deletion of data.

A customer reference, website extract, design or confidential project is made public only with the customer's agreement. Rights in names, brands, personal data and customer-supplied material continue to be respected. Where processing is based on consent, it may be withdrawn for future use without affecting the lawfulness of earlier use.

SDS states how long download links remain available. The customer creates and keeps secure copies of received designs, source files, source code and other customer data. A download link or storage at SDS or an external supplier does not replace the customer's own backup. SDS does not assume responsibility for backups or restoration; mandatory statutory duties remain applicable.

13 Acceptance, complaints and warranty

The customer checks a delivery as soon as possible and reports specific defects with enough information to investigate them. SDS is given a reasonable opportunity to remedy its own error. A short inspection period, approval or payment does not exclude hidden defects or mandatory statutory rights. Acceptance, testing periods, maintenance and any additional warranty follow the quote or contract. Terms disclosed in advance apply to third-party materials and licences, without excluding SDS's own agreed obligations.

14 Cancellation and settlement

The customer may cancel an assignment in writing. Work already properly performed and previously approved, demonstrable external costs that can no longer be avoided may be charged, after deducting saved costs and amounts already paid. Settlement must not result in double or unreasonably high compensation. SDS provides an itemisation.

Designs and printed materials go into production only after the agreed approval. After production approval, production and delivery costs already incurred may be due insofar as agreed in advance and unavoidable. If an assignment is rescheduled, the parties first seek a reasonable new schedule together.

Where SDS cancels an assignment for reasons attributable to it, unearned advance payments are refunded. The customer retains statutory rights and, where appropriate, the right to compensation for the breach. An advance is a part-payment and is not automatically forfeited in full.

15 Liability

The parties are responsible for breaches attributable to them. Anyone who discovers damage reports it promptly and takes reasonable measures to limit further damage. A fault of the customer or a third party is taken into account only insofar as it actually caused the damage.

To the extent permitted by law, SDS is not liable for any loss, damage, alteration or unavailability of customer data, or for restoration, re-entry costs and related damage. This exclusion applies to all services covered by these terms, including where a backup held by the customer or a third party is missing or proves unusable. The statutory exceptions below remain applicable.

To the extent permitted by law and reasonable in relation to the assignment and foreseeable risk, compensation for direct damage caused by an ordinary minor fault of SDS is limited to the fee excluding VAT for the assignment concerned. For ongoing services, the agreed fee over the twelve months preceding the damaging event applies, or over the shorter period if the contract has been running for less than a year.

The data loss exclusion and liability limitation do not apply to intentional misconduct, gross negligence, harm to physical integrity, breach of an essential obligation that deprives the contract of its substance, or where mandatory law prohibits them. Mandatory duties concerning privacy, security and conformity remain applicable.

Indirect business loss, such as lost profit or reputational damage, is excluded only insofar as permitted by law and not manifestly unbalanced.

16 Force majeure

An event not attributable to a party that makes performance temporarily or permanently impossible is reported as soon as possible. The parties limit the consequences and seek postponement, substitution or partial performance. In the event of permanent impossibility, the affected part ends and the unperformed part is refunded. Payments already due for properly performed work remain due. Ordinary price increases, a busy workload or one's own scheduling error do not automatically constitute force majeure.

17 Duration, termination and suspension

For subscriptions and maintenance, the contract specifies duration, renewal and termination. Unless otherwise agreed, the contract is for an indefinite period with one month's notice. After tacit renewal, the customer may always terminate with one month's notice unless a more favourable statutory rule applies. Price changes apply only following the agreed procedure and never retroactively.

In the event of a serious breach, the other party may, following written notification and a reasonable remedy period of at least 14 calendar days, proportionately suspend the services concerned or terminate the contract, respecting mandatory law. Urgent security measures may be taken immediately in the event of a specific serious risk, with an explanation as soon as possible. Suspension does not permit deletion of customer data or blocking of already paid customer materials as leverage. Transfer, export and any migration costs are clearly agreed in advance.

18 Belgian law and court in Hasselt

Belgian law applies. The parties first try to resolve a dispute by mutual consultation. The Antwerp Enterprise Court, Hasselt division, has jurisdiction insofar as it has subject-matter jurisdiction and no mandatory jurisdiction rule designates another court.

19 Applicable online version and amendments

The applicable version of the SDS terms is the version available at www.steynendigitalservices.be when the contract was concluded and disclosed and accepted in accordance with Article 2. A later change to the website does not automatically amend existing agreements, due dates or penalties. For ongoing contracts, a valid further agreement and mandatory information duties remain required. An invalid provision allows the remainder of the contract to continue only insofar as this is possible and lawful without that provision.