Terms & conditions

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Conditions of use

By accessing this website you agree to be bound by these Terms & conditions (“terms”), please read them carefully. If you do not agree to be bound by these terms you should not access or view this website.

• The information contained on this website is intended for general information purposes only. haca.studio has made all reasonable efforts to ensure that the information on this website is accurate at the time of inclusion, however, there may be inaccuracies and occasional errors for which haca.studio apologises.
• haca.studio makes no representations or warranties about the information provided through this website, including any hypertext links to any website or other items used either directly or indirectly from this website. haca.studio accepts no liability for any inaccuracies or omissions in this website and any decisions based on information contained in haca.studio's websites are the sole responsibility of the visitor.
• The information and images contained within this website are © Copyright haca.studio. We permit you to make copies of this website as necessary incidental acts during your viewing of it; and you may take a print for your personal use of so much of the site as is reasonable for private purposes. You may not frame this site nor link to a page other than the home page without our express permission in writing. Please note: the illustrations used in haca.studio's Annual and Interim Reports and Corporate Responsibility Reports are subject to strict copyright arrangements and therefore should not be copied or reproduced in any form.
• You shall not use this website for any illegal purposes and in particular agree that you shall not send, use, copy, post, or allow any posting which is defamatory or obscene within the meaning of the Obscene Publications Act or which is abusive, indecent or in breach of the privacy of any person. You agree not to send any unsolicited promotional or advertising material, spam or similar materials, or any volume messages that may interfere with the operation of this website or with the enjoyment of this website by other visitors.
• haca.studio reserves the right at any time and without notice to enhance, modify, alter, suspend, or permanently discontinue all or any part of this website and to restrict or prohibit access to it.
• You hereby agree to indemnify haca.studio against any costs, claims, losses, and damages (including legal fees) incurred by or awarded against Haca Studio as a result of your misuse of this website or your breach of these terms.
• If you are in breach of these terms or of haca.studio's Privacy Policy haca.studio may as its option, suspend or block your access to this website and refuse to provide you with any further access to it.
• This website is provided to you free of charge, and neither haca.studio nor any of its subsidiary or affiliated companies accept any liability to you (except in the case of personal injury or death caused by its negligence or for fraud or as required by law) whether in contract, tort (including negligence) or otherwise, arising out of it in connection with this website. haca.studio accepts no liability for any direct, special, indirect, or consequential damages, or any other damages of whatsoever kind resulting from whatever cause through the use of any information obtained either directly or indirectly from this website. Your sole remedy is to discontinue using this website.
• These terms may be amended by haca.studio from time to time.
• Your use of this website and downloads from it, and the operation of these terms & conditions, shall be governed in accordance with the laws of Belgium. The Belgian courts shall have exclusive jurisdiction over any dispute arising out of your use of this website.

In the event that any or any part of the terms contained in these terms & conditions shall be determined by any competent authority to be invalid, unlawful or unenforceable to any extent, such term shall to that extent be severed from the remaining terms which shall continue to be valid and enforceable to the fullest extent permitted by law.

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Privacy Policy

haca.studio respects the privacy of visitors and users of this website, and will only collect personally identifiable data, such as your name or email address, when it is voluntarily submitted to us at this website. Please read our Privacy Policy in full.

References to “haca”, “we”, “us” and “our” are references to haca.studio and its affiliates.

“haca.studio” is a trademark of HaCa Consult BV.

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Please send any inquiries by email to team@haca-consult.com

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HaCa Consult BV. Registered in Belgium.

Registered Office:

Schaveystraat 4,

3040 Huldenberg

VAT BE0785.442.652

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Service Agreement Terms

These service agreement terms apply to all services provided by haca.studio, an event and communication agency, to its clients. By engaging haca.studio, you agree to these terms.

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1. Scope of Services

haca.studio provides event services, digital communication services and marketing services, as agreed upon in project proposals or contracts.

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2. Service Provider's Obligations

The Service Provider is bound by an obligation of means. We commit to applying all appropriate resources, tools, and professional standards to carry out the agreed services. However, we cannot guarantee specific outcomes that extend beyond the scope of our defined responsibilities. haca.studio remains responsible for its team and subcontractors.

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3. Client Responsibilities

The client agrees to :

• Provide clear project briefs, timelines, and required approvals in a timely manner.
• Appoint a main point of contact.
• Ensure payments are made according to the agreed schedule.
• Cooperate in good faith with haca.studio, including timely responses, sharing of relevant information, and availability to support effective service delivery.

By signing an agreement, the Client confirms having read, understood, and accepted the Terms & Conditions.

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4. Fees & Payment Terms

• Fees are specified in the project proposal or contract.
• A deposit is required to begin work.
• Full payment terms will be defined in each project contract, but standard terms are 10 days from invoice date unless otherwise agreed.
• Late payments may incur interest in accordance with applicable laws.

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5. Subcontracting & Third Parties

• haca.studio may engage third-party suppliers on behalf of the client (e.g. venues, caterers, AV providers).
• While haca.studio manages these relationships, the final responsibility for costs lies with the client, unless otherwise stated.
• In cases where haca.studio signs supplier contracts directly, we carry the operational     and financial risk and reflect this in our project fees.

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6. Intellectual Property

• All concepts, visuals, and content developed by haca.studio remain our intellectual property until full payment has been received.
• Upon full payment, the client receives a non-exclusive, non-transferable license to use the deliverables for the purposes defined in the agreement.
• Editable source files (e.g. Adobe Illustrator, Photoshop, InDesign) will be delivered to the client when agreed upon, granting a perpetual, royalty-free license to use and adapt such files unless stated otherwise in writing.

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7. Liability & Indemnification

• haca.studio shall not be liable for indirect, incidental, or consequential damages, including but not limited to loss of profits, reputation, or revenue.
• The total liability of haca.studio shall not exceed the total fees paid by the Client for the     services rendered under this agreement.
• The Client agrees to indemnify and hold harmless haca.studio from third-party claims related to the event, including but not limited to injuries, supplier disputes, regulatory breaches, or missed deadlines resulting from delays or missing information on the client side.

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8. Confidentiality

Both parties agree to treat all exchanged information as confidential and not disclose it to third parties without written consent. This obligation excludes publicly available information or disclosures required by law.

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9. Marketing Usage Rights

haca.studio is permitted to use media assets from the project (e.g. images, videos, materials) for self-promotional purposes including portfolio, website, social media, and presentations, while respecting any agreed privacy or confidentiality limitations.

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10. Cancellation & Postponement Policy

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Effective for all projects

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10.1 Cancellation by Client

If aproject or event is cancelled by the client:

• All third-party supplier cancellation fees will be passed on to the client, as per     supplier terms.
• Deposits paid to haca.studio are non-refundable unless otherwise agreed

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10.2 Postponement

• Postponements will be treated on a case-by-case basis.
• If a new date is confirmed 45 days before the event and the same suppliers are secured, no extra fees may apply beyond admin costs.
• If suppliers are unavailable or new contracts must be negotiated, additional costs will     apply.
• Staff availability is  not guaranteed for new dates and additional coordination or travel fees may apply.

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10.3 Cancellation by haca.studio

• We reserve the right to cancel a project only in cases of force majeure or non-payment.
• In such cases, we will return any unused prepaid fees not already committed to suppliers or internal time spent.

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11. Termination & Postponement

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11.1 Termination with Notice

Either party may terminate the agreement by providing not less than 120 days’ prior written notice by registered letter, unless otherwise mutually agreed inwriting.

• If the Client initiates the termination, any deposit already paid shall be retained by haca.studio as liquidated damages for work undertaken, preparation made, and business opportunities foregone.
• If termination occurs within the 120-day window, the Client remains liable for
  • Any outstanding invoices for services rendered.
   
  • The remaining project management fees as defined in the original agreement,      pro rata up to the effective termination date.

haca.studio will promptly issue final invoices upon receipt of termination notice.

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11.2 Postponement of the Event

If the event is postponed within 120 days of the original date

• haca.studio reserves the right to apply an additional project management fee, reflecting the increased workload and rescheduling efforts.
• This fee must be agreed upon in writing.
• If no agreement is reached on this fee, the postponement will be treated as a termination initiated by the Client under the terms above.

Non-refundable costs already incurred (supplier deposits, booking fees, etc.) will remain the Client’s responsibility and will be invoiced accordingly.

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11.3 Termination for Breach (Last DeadlineClause)

If one party fails to meet its contractual obligations, the other party may issue a 15-day notice by registered letter requiring compliance. If no corrective action is taken, the agreement will terminate automatically after the 15-day period.

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11.4 Termination with Immediate Effect

Immediate termination may occur without notice or compensation in the event of :

• Proven fraud or
• A serious fault that irreparably damages trust and makes further collaboration impossible.

The terminating party must notify the other within 7 days of the breach via registered letter with acknowledgment of receipt, clearly stating the reason for termination.

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12. Force Majeure

Neither party shall be considered in default if delays or failure to perform are due to force majeure events — defined as external, unforeseeable, and unavoidable circumstances.

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13. Severability

If any provision of this agreement is deemed unlawful or unenforceable, the remaining provisions shall remain in full force unless otherwise indicated.

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14. Applicable Law and Jurisdiction

This agreement is governed by Belgian law.

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In the event of a dispute regarding interpretation or execution, both parties agree to attempt mediation as a first step. A mediator recognised by the National Mediation Commission (https://www.cfm-fbc.be/fr) will be appointed. Either party may exit the mediation at any time.

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If mediation fails, the courts of the judicial district of Brussels shall have exclusive jurisdiction.

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Supplier Terms & Conditions

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Applicable to all partners, vendors, and subcontractors working with haca.studio

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These Terms& Conditions apply to all suppliers (venues, caterers, audiovisual providers, photographers, videographers, subcontractors, etc.) hired by haca.studio to deliver services for client projects. By accepting a purchase order, service agreement, or written confirmation, the supplier agrees to these terms.

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1. Scope of Engagement

The supplier agrees to provide the services as described in the written request, purchase order or contract issued by haca.studio. Any change in scope must be confirmed in writing by haca.studio before being implemented.

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2. Payment Terms

• Payment will be made within 30 days of receiving a valid invoice, unless otherwise agreed in writing.
• Invoices must be addressed to haca.studio and reference the project name and agreed quote.
• Advance payments or deposits must be clearly stated and agreed in advance.

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3. Cancellation Terms

If haca.studio cancels the service after confirmation:

• Any cancellation fees must be reasonable and proportionate to actual loss of revenue or incurred costs.
• Suppliers are encouraged to mitigate costs where possible, including reselling the     service date.

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4. Supplier Responsibilities

The supplier agrees to:

• Deliver services professionally and on time, following project timelines and     specifications.
• Notify haca.studio immediately of any delays, limitations, or incidents that could affect the service.
• Cooperate with other suppliers and project stakeholders involved in the event or production.
• Maintain appropriate insurance coverage (e.g., civil liability, equipment insurance) during service delivery.

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5. Subcontracting

The supplier shall not subcontract the service to a third party without prior written approval from haca.studio. If subcontracting is approved, the original supplier remains responsible for quality and delivery.

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6. Confidentiality

The supplier agrees to treat all client-related and project-related information as confidential and not share, reproduce, or disclose any materials without haca.studio’s written consent.

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7. Use of Media & Image Rights

Suppliers may not use photos, videos, or recordings from haca.studio projects for promotional purposes without written consent. haca.studio may, with appropriate credit, include supplier work in its own portfolio or communication materials.

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8. Limitation of Liability

haca.studio shall not be held liable for delays or non-performance caused by supplier failure, acts of God, strikes, or other circumstances beyond its control.
The supplier remains liable for any damage caused to third parties or propertydue to its own actions or omissions.

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9. Governing Law

These terms are governed by Belgian law, and any disputes shall be handled by the competent courts of Brussels, unless otherwise agreed.