General terms and conditions of service

Template · version October 2026

1. Scope

These general terms and conditions apply to all proposals and services of Fleet Contacts SRL ("Fleet Contacts") to its business clients ("the Client"). They are attached to every proposal. Any derogation must be accepted in writing. The Client's own terms and conditions do not apply unless Fleet Contacts agrees in writing. In the event of conflict, the proposal or specific agreement prevails over these terms.

2. Nature of the services

Fleet Contacts provides audit, consultancy and support services in company fleet and mobility management. Fleet Contacts is neither an insurance intermediary nor a credit intermediary: it does not present, propose or conclude any insurance, leasing or credit contract in the name or on behalf of a supplier or the Client. The Client alone decides which suppliers to choose and signs its contracts directly with them.

Tax, social security or legal information provided during an assignment is general in nature. It does not replace the advice of the Client's accountant, payroll provider or legal adviser.

3. Proposal and order

Fleet Contacts' proposals are valid for 30 days. They describe the scope of the assignment, deliverables, indicative timeline and fees. The assignment starts upon receipt of the signed proposal or a written confirmation (including by email). Any additional work outside the scope requires prior agreement.

4. Fleet Contacts' obligations

Fleet Contacts performs its assignments with care, in accordance with professional standards and with full independence. It is bound by an obligation of means. It informs the Client of any circumstance likely to affect the performance of the assignment.

5. Client's obligations

The Client provides complete and accurate information in good time (fleet inventory, contracts, invoices, usage data) and appoints a contact person. Fleet Contacts cannot be held liable for the consequences of incomplete, inaccurate or late information.

6. Fees and transparency

Fees are set out in the proposal: fixed price, time and materials (daily or hourly rate) and/or a success fee calculated on measured savings according to a method and reference period defined in the proposal. Prices exclude VAT; travel expenses outside the Brussels-Capital Region may be charged if provided for in the proposal.

Any remuneration Fleet Contacts might receive from a third party in connection with an assignment is disclosed to the Client in writing beforehand.

7. Invoicing and payment

Invoices are payable within 30 days of the invoice date. Any dispute must be notified in writing within 15 days of receipt. If payment is not made by the due date, late-payment interest is due automatically and without notice at the rate set by the Belgian Act of 2 August 2002 on combating late payment in commercial transactions, together with a fixed compensation for recovery costs of at least 40 euros, without prejudice to proven additional damages. Fleet Contacts may suspend its services after a formal notice that has remained unanswered for 15 days.

8. Savings and results

Savings announced or estimated by Fleet Contacts are projections based on the information available and market conditions at the time of analysis. They depend in particular on the decisions of the Client and suppliers and on changes in taxation and energy prices, and do not constitute a guarantee of results unless a written, quantified commitment is expressly included in the proposal.

9. Liability

Fleet Contacts' liability is limited to proven direct damage resulting from a fault in the performance of the assignment. It is capped at the amount of fees invoiced for the assignment concerned in the 12 months preceding the event giving rise to liability. Fleet Contacts is not liable for indirect damage (loss of turnover, profit or opportunity), for decisions taken by the Client, or for the services, products or contracts of suppliers chosen by the Client. These limitations do not apply in the event of fraud, wilful misconduct or gross negligence.

10. Confidentiality

Each party keeps confidential the information received from the other party in connection with the assignment, during the assignment and for 3 years after it ends, except where required by law or where the information is already public.

11. Data protection

Where Fleet Contacts processes personal data on behalf of the Client (for example driver data), it acts as a processor within the meaning of the GDPR. The parties then enter into a data processing agreement in accordance with Article 28 GDPR.

12. Intellectual property

Upon full payment, the Client obtains a non-exclusive right to use the deliverables for its internal needs. Fleet Contacts retains ownership of its methods, tools, templates and know-how, which it may reuse without including any of the Client's confidential information.

13. References

Fleet Contacts only mentions the Client's name or logo as a reference with its prior written consent, which may be withdrawn at any time for the future.

14. Term and termination

One-off assignments end upon delivery of the deliverables. Open-ended agreements may be terminated by either party with 3 months' written notice, unless the proposal provides otherwise. In the event of a serious breach by a party not remedied within 15 days of written notice, the other party may terminate without notice or compensation. Services performed up to the end date remain payable.

15. Force majeure

Neither party is liable for any delay or failure to perform caused by force majeure. If the impediment lasts more than 60 days, either party may terminate the assignment in writing.

16. Miscellaneous

The invalidity of a clause does not affect the other clauses; the invalid clause is replaced by a valid clause with as similar an effect as possible. Failure to enforce a clause does not constitute a waiver of it.

17. Governing law and disputes

These terms are governed by Belgian law. In the event of a dispute, the parties first seek an amicable solution, where appropriate through mediation. Failing agreement within 30 days, the courts of the judicial district of Brussels have exclusive jurisdiction.