TERMS AND CONDITIONS

Relationship guidance, individual guidance, body-oriented work, systemic constellations, workshops and retreats

Last updated: August 2026

These general terms and conditions form an integral part of every agreement between Wim Vandenbergh, operating as a sole proprietorship (hereinafter: “Wim Vandenbergh”, “the facilitator” or “the service provider”), and the client or participant (hereinafter: “the client”).

By making an appointment, registering for a workshop, or entering into a guidance process, the client declares to have read these general terms and conditions and to accept them without reservation.

Deviations from these terms and conditions are only valid if agreed in advance and in writing.

Article 1 – Identification

Wim Vandenbergh: Sole proprietorship

Company number: BE 0839.951.902

Address: Donklaan 79, 9290 Berlare, Belgium

Email: contact@wimvandenbergh.com

Website: www.wimvandenbergh.com

Article 2 – Scope

These general terms and conditions apply to all services offered by Wim Vandenbergh, including but not limited to:

- individual guidance;
- relationship guidance and couple sessions;
- body-oriented guidance;
- systemic and family constellations;
- workshops;
- group programs;
- retreats;
- training courses;
- online guidance sessions;
- online offerings.

These terms and conditions also apply to any future agreement between the parties, unless otherwise agreed in writing.

Article 3 – Nature of the guidance

Wim Vandenbergh's guidance is aimed at personal development, awareness, relational growth, body awareness and self-insight.

The guidance supports clients in exploring patterns, emotions, beliefs, relational dynamics and body awareness.

The guidance offered is complementary in nature and does not constitute medical, psychological, psychiatric or paramedical treatment.

The guidance therefore does not replace a diagnosis, treatment or therapy provided by a doctor, psychologist, psychiatrist or other recognized healthcare provider.

If the facilitator considers that a client's request falls outside his area of expertise or requires specialized care, he may refuse, suspend or terminate the guidance and advise the client to consult an appropriate healthcare provider.

Article 4 – Registration and formation of the agreement

4.1 Workshops, constellations and group programs

Registration takes place via the website, an online booking system (such as Hipsy), email, or another method provided by Wim Vandenbergh.

A registration is final as soon as payment has been received or the registration has been explicitly confirmed.

If an activity is fully booked, the participant may be placed on a waiting list.

Wim Vandenbergh reserves the right to cancel, postpone or reschedule an activity when:

- an insufficient number of participants have registered;
- illness or force majeure makes this necessary;
- the quality of the activity cannot otherwise be guaranteed.

In such cases, the participant will be notified as soon as possible and offered a choice between:

- a refund of the amount already paid;
- participation on a later date;
- a credit toward another activity.

This does not give rise to any right to additional compensation.

4.2 Individual guidance and couple sessions

An appointment is established as soon as it has been confirmed by both parties.

If an online booking system is used, confirmation by the system is considered confirmation of the agreement.

Online sessions are considered full-fledged guidance sessions to which the same terms apply as to in-person sessions.

Article 5 – Cancellation

5.1 Workshops, constellations and group programs

Once payment has been made, a registration is final.

Cancellation by the participant:

- up to 14 calendar days before the start: free cancellation or rescheduling;
- between 14 and 7 calendar days before the start: 50% of the participation fee remains due;
- less than 7 calendar days before the start: the full participation fee remains due.

In the event of absence without prior notice, the full amount will likewise be charged.

The participant may be replaced free of charge by another person, provided this is reported in advance.

If Wim Vandenbergh cancels an activity, the full amount already paid will be refunded, or a new date will be agreed by mutual consent.

5.2 Individual guidance

An appointment can be cancelled or rescheduled free of charge up to 24 hours before the scheduled start.

In the event of cancellation within 24 hours of the appointment, the full amount remains due.

In the event of a no-show without notice, the full amount likewise remains due.

In the event of late arrival, the session will not be extended and the full rate remains due.

If the facilitator has to reschedule an appointment due to illness or force majeure, a new appointment will be scheduled as soon as possible by mutual agreement.

Article 6 – Right of withdrawal

For agreements concluded at a distance, consumers are, in principle, entitled to a statutory withdrawal period of fourteen days.

However, in accordance with Article VI.53 of the Belgian Code of Economic Law, this right of withdrawal does not apply to services relating to leisure activities where the agreement specifies a fixed date or period of performance. This includes, among others:

- workshops;
- constellation days;
- retreats;
- training courses;
- individual guidance sessions for which a specific date has been set.

Only the cancellation terms set out in Article 5 apply to these services.

Article 7 – Responsibility of the client

The client participates voluntarily in the guidance, workshops and other activities.

The client remains responsible at all times for:

- his or her own choices;
- his or her own physical health;
- his or her own emotional boundaries;
- his or her own psychological capacity;
- the way in which insights gained from the guidance are applied.

The client undertakes to honestly and promptly disclose all information that may be relevant to the guidance, including but not limited to:

- physical conditions;
- serious psychological issues;
- ongoing medical treatments;
- relevant medication;
- other circumstances that may affect the guidance.

The client remains free to indicate his or her boundaries at any time during a session or workshop. Body-oriented exercises or other forms of work are carried out only with mutual consent. No one is obliged to participate in an exercise or intervention with which he or she does not feel comfortable.

Article 8 – Best-efforts obligation and liability

Wim Vandenbergh undertakes to carry out his guidance carefully, professionally and to the best of his ability.

The guidance always constitutes a best-efforts obligation and never an obligation of result. No guarantees are given regarding specific results, behavioral changes or relational outcomes.

Except in the case of intent or gross negligence, all liability is limited to the amount paid by the client for the guidance, workshop or activity in question.

Wim Vandenbergh is not liable for:

- choices clients make as a result of the guidance;
- decisions made within relationships;
- indirect damage;
- emotional processes inherent to personal growth;
- damage caused by incorrect or incomplete information provided by the client.

Furthermore, Wim Vandenbergh cannot be held liable for the loss, theft or damage of personal property during workshops, sessions or events.

Article 9 – Confidentiality

Confidentiality is an essential part of the guidance. All personal information shared during individual guidance sessions is treated confidentially by Wim Vandenbergh.

This information is not disclosed to third parties, except:

- when the client gives explicit consent to do so;
- when required by a legal obligation;
- when there is a serious and immediate danger to the client or to third parties, in which case breaching confidentiality is deemed necessary.

During workshops, constellations, retreats and other group activities, participants may share personal experiences. Each participant undertakes to respect the confidentiality of what is shared by other participants.

Although Wim Vandenbergh explicitly emphasizes the importance of confidentiality, he cannot be held liable if a participant breaches this confidentiality.

Article 10 – Processing of personal data (GDPR)

Personal data is processed in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian privacy legislation.

Personal data is processed exclusively for:

- responding to inquiries;
- planning and providing guidance;
- organizing workshops and activities;
- client administration;
- invoicing and bookkeeping;
- maintaining client files where necessary for the quality of the guidance;
- complying with legal obligations;
- sending newsletters or other commercial communications, only with the client's prior consent.

Personal data is not sold or transferred to third parties for commercial purposes.

The client is always entitled to:

- access;
- rectification;
- completion;
- restriction of processing;
- erasure;
- portability of his or her personal data, insofar as permitted by law.

Requests in this regard may be addressed to contact@wimvandenbergh.com. More information is available in the privacy statement on the website.

Article 11 – Client files and session notes

In order to provide qualitative and careful guidance, Wim Vandenbergh may keep a client file. This file may include, among other things:

- name and contact details;
- intake information;
- appointment history;
- session notes;
- relevant information regarding the client's request for guidance;
- relevant information about health, wellbeing or relational context, insofar as necessary for the guidance.

This data is used exclusively for the purpose of the guidance and is carefully protected. The data is not retained longer than necessary to properly provide the guidance, or as required by applicable statutory retention periods.

Article 12 – Payment and invoicing

All prices stated are in euros. Invoices are payable within fourteen calendar days of the invoice date, unless otherwise agreed in writing.

Any objections to an invoice must be submitted in writing, with reasons, within seven working days of receipt. In the absence of timely objection, the invoice is deemed to have been definitively accepted.

Late payment may result in the application of statutory late-payment interest and a reasonable fixed compensation in accordance with applicable Belgian law.

Failure to pay an invoice, or late payment thereof, entitles Wim Vandenbergh to temporarily suspend further guidance until all outstanding amounts have been paid.

Article 13 – Intellectual property

All texts, course materials, exercises, handouts, presentations, videos, audio recordings, digital files, workbooks and other materials provided by Wim Vandenbergh remain his intellectual property, unless expressly stated otherwise.

These materials are intended exclusively for the client's personal use. Without prior written consent, they may not be:

- copied;
- published;
- distributed;
- modified;
- used commercially;
- made available to third parties.

Article 14 – Photo, video and audio recordings

Making photo, video, audio or screen recordings during individual sessions, workshops, group programs, retreats or other activities is only permitted with the prior express consent of Wim Vandenbergh and, where applicable, of all participants involved.

Photos or recordings made by Wim Vandenbergh for promotional purposes are only made with the prior consent of the persons involved.

Article 15 – Force majeure

Wim Vandenbergh cannot be held liable if he is temporarily or permanently unable to fulfil his obligations as a result of force majeure. Force majeure includes, among other things:

- illness;
- accident;
- death;
- pandemics;
- government measures;
- natural disasters;
- extreme weather conditions;
- fire;
- strikes;
- internet or power outages;
- technical failures;
- or any other circumstance beyond his reasonable control.

In such cases, a new date will be proposed wherever possible. If this proves reasonably impossible, only the amount already paid for services not yet rendered will be refunded. No other compensation can be claimed.

Article 16 – Complaints

If a client is dissatisfied with the services provided, they are asked to report this as soon as possible. Complaints can be submitted in writing to contact@wimvandenbergh.com.

Wim Vandenbergh commits to handling every complaint carefully and respectfully, and to working with the client to find an appropriate solution. Filing a complaint does not suspend the obligation to pay.

Article 17 – Amendment of these terms and conditions

Wim Vandenbergh reserves the right to amend these general terms and conditions at any time. Every agreement is governed by the terms and conditions in force at the time of booking or registration. The most recent version is always available on the website.

Article 18 – Governing law and competent court

All agreements to which these general terms and conditions apply are governed exclusively by Belgian law. Disputes will preferably be resolved through mutual consultation.

If no amicable solution can be reached, only the competent courts of the judicial district of East Flanders, Dendermonde division, shall have jurisdiction, unless mandatory legal provisions provide otherwise.

Closing statement

By making an appointment, booking guidance, participating in a workshop, retreat or group program, or signing an agreement, the client declares to have read these general terms and conditions and to agree with their content.