General Terms and Conditions for services and activities
General B2B framework for Synergrid’s Services and Activities
Version: 25 September 2026
These Terms and Conditions form Synergrid’s general B2B contractual framework.
Specific terms and conditions relating to services or procedures, including the Homologation Regulations, supplement these Terms and Conditions. They take precedence only in relation to the specific matter which they expressly regulate.
Article 1. Purpose, scope and order of precedence
1.1. These General Terms and Conditions for Services and Activities (“Terms and Conditions”) form the general contractual framework for the professional services and activities of the non-profit organisation Synergrid (“Synergrid”).
1.2. These Terms and Conditions apply exclusively in a B2B context, where the Customer acts for purposes relating to its trade, business, craft or profession. They do not apply to agreements with consumers.
1.3. These Terms and Conditions apply to every quotation and Agreement issued by Synergrid. They also apply to every order, registration, application, assignment, Service or Activity, regardless of whether they are provided for payment or free of charge.
1.4. These Terms and Conditions cover the professional services and activities provided by Synergrid, including Homologations, accreditations and registrations, studies and publications, training courses and events, and digital services.
1.5. These Terms and Conditions shall apply unless otherwise expressly agreed in writing between Synergrid and the Customer. Any such deviation shall apply solely to the subject matter and the Agreement to which it expressly relates and shall not constitute a waiver of the other provisions of these Terms and Conditions.
1.6. In the event of any conflict between the applicable contractual documents, the following order of precedence shall apply. A higher-ranking document takes precedence only in respect of the matters it expressly governs:
(1) any provisions deviating from these terms and conditions that have been expressly agreed upon in writing between Synergrid and the Customer;
(2) the relevant quotation or Synergrid’s written confirmation of the order, assignment, registration or application;
(3) the applicable Specific Conditions;
(4) these Terms and Conditions;
(5) the Website Terms and Conditions; and
(6) the relevant operational instructions, technical annexes and guidelines.
1.7. The Customer’s general or specific terms and conditions shall not apply unless Synergrid has expressly accepted them in writing in advance. The receipt or execution of a purchase order or other document from the Customer does not constitute acceptance of the terms and conditions contained therein or referred to therein.
1.8. Membership of Synergrid falls outside the scope of these Terms and Conditions and is governed solely by Synergrid’s articles of association and the relevant resolutions concerning membership.
Article 2. Definitions
2.1. “Customer” means any business, professional organisation or practising professional that orders, receives, uses or finances a Service.
2.2. “Service” means any professional service provided by Synergrid within the scope of these Terms and Conditions.
2.3. “Activity” means any physical, digital or hybrid training course, meeting, working group, conference, seminar, webinar or comparable event.
2.4. “Agreement” means any contractual relationship between Synergrid and the Customer, including quotations, purchase orders, registrations, applications, letters of engagement, order confirmations, licences, subscriptions or framework agreements.
2.5. “Specific Conditions” means any specific conditions relating to services, applications, participation, licences or procedures, including the Homologation Regulations.
2.6. “Website Terms and Conditions” means Synergrid’s Website, Portal and Extranet Terms and Conditions.
2.7. “Participant” means any natural person taking part in a Synergrid Activity, regardless of whether that person is acting on behalf of a Customer, member, stakeholder or other organisation.
2.8. “Working Day” means every day from Monday to Friday, except for Belgian public holidays.
Article 3. Acceptance of the Terms and Conditions
3.1. The Customer shall accept these Terms and Conditions in writing or electronically before or upon conclusion of the Agreement. Synergrid makes the applicable Terms and Conditions available in advance in a clear, accessible and durable manner.
3.2. The natural person who places an order, registers, submits an application or carries out any other action on behalf of the Customer declares that they have the necessary authority to commit the Customer.
3.3. Synergrid may record and retain the acceptance, the applicable version of the Terms and Conditions and the associated electronic data as evidence, within the limits of applicable law.
Article 4. Conclusion of the Agreement
4.1. A quotation is non-binding and remains valid for thirty calendar days, unless a different period of validity is stated.
4.2. The Agreement shall come into effect as soon as the Customer accepts a quotation or the Terms and Conditions in writing or electronically, or as soon as Synergrid confirms an order, registration or application. The Agreement may also be concluded by payment where the applicable procedure so stipulates, or by the start of performance at the Customer’s express request.
4.3. An automatic acknowledgement of receipt merely confirms technical receipt and does not constitute substantive acceptance, confirmation of completeness or a positive decision.
Article 5. Performance of the Services
5.1. Synergrid shall perform the Services diligently, professionally and in accordance with the Agreement.
5.2. The Services constitute obligations of means rather than obligations to achieve a specific result, unless Synergrid guarantees a specific outcome in writing. Synergrid therefore does not guarantee any specific technical, commercial, political, social, legal, regulatory or operational outcome.
5.3. Performance timeframes are indicative, unless they have been specified in writing as being essential.
5.4. Synergrid may engage specialist third parties and agents. It may make reasonable changes to the performance of the Service where quality, safety, availability, legislation or organisational circumstances so require, provided that the essential nature of the agreed Service is retained.
5.5. Changes to the scope, price, schedule, deliverables or responsibilities requested by the Customer shall only be binding if Synergrid confirms them in writing.
Article 6. Customer Obligations
6.1. The Customer shall provide, in a timely manner, all accurate, complete and up-to-date information, decisions, access and assistance reasonably required for the performance of the Agreement. Synergrid may rely on the information and assistance provided without independently verifying all such information.
6.2. The Customer shall immediately report any circumstances that may affect the performance, security, legality or reliability of the Service.
6.3. If the Customer fails to fulfil its obligations under this article in a timely or proper manner, and if this results in the performance being delayed or impeded, the performance deadlines shall be extended by a reasonable period. The Customer shall bear any proven additional costs arising therefrom. As long as the necessary cooperation is not granted, Synergrid may suspend performance following prior notice.
6.4. The Customer shall ensure that the persons it registers, appoints or grants access to comply with the applicable rules on participation, conduct, safety, security and confidentiality, as well as the applicable competition law rules. The Customer shall inform them of these rules beforehand.
Article 7. Prices, invoicing and payment
7.1. The applicable prices are set out in the quotation, on the order or registration page, in the price list, in the application confirmation or in the Agreement. Unless expressly stated otherwise, all prices are quoted in euros and exclude VAT, taxes, duties, transport costs and third-party charges.
7.2. Synergrid may adjust its rates on the basis of the health index or due to changes in costs, legislation, taxes, charges, market conditions or the content or organisation of the Service. The revised rates will apply from the date of their publication on Synergrid’s website or through another digital channel.
7.3. Invoices are sent electronically and are payable within thirty calendar days of the invoice date, net and without any discount, unless the Agreement provides otherwise.
7.4. The Customer must dispute an invoice in writing, stating the grounds for the dispute, within fifteen calendar days of the invoice date. In the absence of a timely dispute, the invoice shall be deemed to have been definitively accepted. A dispute suspends payment only in respect of the specific and reasonably disputed part; the undisputed part remains payable on the due date.
7.5. In the event of late payment, the Customer shall, by operation of law, be liable for the interest and fixed compensation provided for in the Law on combating late payments in commercial transactions. In addition, the Customer shall bear all reasonable and demonstrable debt recovery costs.
7.6. In the event of non-payment by the due date, Synergrid may, following written notice, suspend performance of the Services, access, publication or participation, in whole or in part, until all amounts due have been paid in full. The Customer shall not, in such a case, be entitled to compensation, a price reduction or an extension that does not result directly from the suspension.
Article 8. Delivery, inspection and acceptance
8.1. Services and results are delivered via email, a secure platform or another agreed channel.
8.2. The Customer shall inspect the delivery upon receipt and report any visible defects or deficiencies in writing, providing sufficient detail, no later than ten Working Days after receipt. In the absence of a timely report, the delivery shall be deemed to have been definitively accepted.
8.3. Where a formal handover is scheduled, the Customer shall have ten Working Days to refuse acceptance, stating the reasons for such refusal. Use in production, external publication or commercial exploitation shall also be deemed to constitute acceptance, without prejudice to any hidden defects.
8.4. In the event of a valid deficiency, Synergrid shall, at its discretion, determine whether to remedy the deficiency, re-perform the Service or adjust it.
Article 9. Events, training courses and seminars
9.1. The registration is final once it has been confirmed by Synergrid. Unless otherwise specified in any specific event terms and conditions, the following cancellation terms apply to a paid Activity: cancellation free of charge up to fourteen calendar days before the Activity; fifty per cent of the price for cancellations made between thirteen and six calendar days before the Activity; and one hundred per cent of the price for cancellations made five calendar days or less before the Activity or in the event of a no-show.
9.2. A substitute from the same organisation may take part, subject to prior notification, provided that person meets the conditions for participation.
9.3. Synergrid reserves the right to change the programme, the speaker, the venue, the timing, the capacity and the physical, digital or hybrid format of an Activity. In the event of cancellation, Synergrid shall refund the registration fee received. Other costs are not eligible for reimbursement.
9.4. Synergrid may exclude a participant if their behaviour is unsafe, seriously disruptive, discriminatory, intimidating or unlawful, or if the participant breaches the applicable confidentiality or competition law rules. Notice of exclusion shall be given in advance and the reasons for it shall be stated, unless immediate exclusion is reasonably necessary to protect persons, information, the orderly conduct of the Activity or compliance with the law.
Article 10. Studies, analyses, publications and advice
10.1. Studies, analyses, reports, surveys, technical publications and presentations are based on the agreed scope, the information available, the methodology used, and the regulations and insights available at the time the work is performed.
10.2. They do not constitute individual legal, tax, financial, technical or regulatory advice, unless this has been expressly agreed in writing.
10.3. The Customer remains responsible for its own decisions, implementation, additional checks, legal and technical compliance, and the assessment of specific circumstances.
10.4. Synergrid may use anonymised or sufficiently aggregated insights for knowledge development, quality improvement, statistical purposes and sectoral analyses, whilst respecting confidentiality, data protection and competition law.
Article 11. Working groups, committees and sector-specific activities
11.1. Working groups, committees, commissions, task forces and consultation platforms are intended to facilitate knowledge-sharing, technical coordination, the development of positions, the review of regulations and sectoral consultation, in line with Synergrid’s statutory purpose. They do not have separate legal personality and cannot bind Synergrid or a member, unless a competent body expressly decides differently. Participation does not automatically confer a right to decide or a right of veto.
11.2. Synergrid does not guarantee that consensus will be reached or that a government, regulator, social partner or other third party will adopt a particular position.
11.3. Draft documents, minutes, working materials and draft positions shall remain confidential until Synergrid authorises their publication or distribution.
Article 12. Competition law
12.1. Each Participant shall comply with the applicable Belgian and EU competition law.
12.2. Participants shall refrain from making arrangements, coordinating their behaviour or exchanging non-public, company-specific or competition-sensitive information that could influence the market behaviour of companies. This includes, amongst other things, information on prices, rates, costs, margins, volumes, capacity, production, investments, customers, suppliers, commercial strategy, market allocation and intended market behaviour. This prohibition does not apply to information that is lawfully in the public domain, that must be disclosed under the applicable legal or regulatory framework, or that is strictly necessary for a legitimate Activity of Synergrid, provided that the exchange is limited to what is necessary for that purpose and is carried out in accordance with competition law.
12.3. Where a subject, discussion, document or exchange of information may involve a risk under competition law, the Participant shall report this immediately and shall not take any further part in the discussion or exchange in question. Synergrid may take appropriate measures to prevent or mitigate the risk, including refusing or removing an agenda item, interrupting or terminating a meeting, preventing the recording or distribution of information, imposing conditions on further participation, excluding a Participant, or seeking legal advice.
Article 13. Homologations
13.1. Homologations, accreditations, registrations, qualifications and pre-qualifications are further governed by the separate Homologation Regulations and the relevant technical or procedural documents.
13.2. In the event of any conflict, the Homologation Regulations shall take precedence solely in relation to the specific homologation procedure. These Terms and Conditions shall continue to apply, amongst other things, to orders, prices, invoicing, payment and general contractual consequences, unless the Homologation Regulations specifically provide otherwise.
13.3. A Homologation is valid solely within the specified scope and does not constitute a general legal authorisation to place the product on the market, a product warranty, a general declaration of safety or conformity, or a recommendation to purchase or use the product.
Article 14. Intellectual property and rights of use
14.1. All rights to pre-existing materials, methods, models, templates, software, databases, technical documents, trademarks and know-how remain with Synergrid or its licensors.
14.2. Unless Synergrid confirms otherwise in writing, only upon full payment shall the Customer acquire a revocable, non-exclusive, non-transferable and non-sublicensable right to use the studies, reports, analyses, models, templates and other protected materials supplied by Synergrid solely for internal purposes and for the agreed professional purpose. Synergrid may suspend or terminate this right of use in the event of non-payment or a breach of the applicable terms of use. This right of use does not apply to Homologations, certificates, accreditations or similar decisions; their use is governed by the Homologation Regulations and the applicable Specific Conditions.
14.3. The Customer may not, without Synergrid’s prior express written consent, publish, sell, modify, translate, use for third parties or incorporate into commercial products, in whole or in part, the protected materials supplied by Synergrid. Synergrid may attach conditions to its consent or withdraw it in the event of non-compliance, subject to mandatory law.
14.4. The use of Synergrid’s name, trademarks, logos, certificates or references must not give the impression of a partnership, sponsorship, endorsement, certification or broader approval.
14.5. The Website Terms and Conditions continue to apply to the viewing and technical use of online content and portals.
Article 15. Confidentiality and personal data
15.1. Each party shall treat the other party’s non-public information as confidential and shall use it solely for the purposes of the performance of the Agreement.
15.2. This obligation does not apply to information that is lawfully in the public domain, was already lawfully known, was developed independently, was lawfully received from a third party, or is required by law to be disclosed. Synergrid may share confidential information with its employees, advisers, insurers, service providers and agents to the extent that this is reasonably necessary for the performance of the Agreement.
15.3. The confidentiality clause shall remain in force for five years following the termination of the Agreement. In the case of trade secrets, the obligation shall apply for as long as the information remains a trade secret.
15.4. The parties shall comply with the applicable data protection legislation. Synergrid processes personal data in accordance with the applicable privacy policy. Where Synergrid processes personal data on behalf of the Customer, the parties shall enter into a data processing agreement where required.
15.5. Additional privacy information may apply to portals, events, lists of participants, photographic and video material, newsletters and homologation records.
Article 16. Liability and indemnification
16.1. Within the limits of the applicable law, Synergrid shall, irrespective of the contractual or non-contractual basis of the claim, be liable solely for proven direct loss which is the foreseeable consequence of a fault attributable to it.
16.2. Synergrid shall not be liable for indirect or consequential damage, including loss of profit or turnover, loss of opportunities, contracts, grants, data or reputation, nor for decisions taken by public authorities, regulators, members, participants or other third parties.
16.3. Subject to any liability that cannot be limited by law, Synergrid’s total liability for all claims arising from the same Agreement is limited to the amount, excluding VAT, that the Customer has paid or is liable to pay for the Service directly concerned. For continuous Services, the limit is the total amount of the fees for the twelve months immediately preceding the event giving rise to the claim. For a free Service, liability is limited to € 5,000.
16.4. The Customer shall indemnify Synergrid and its directors, employees and agents against all claims by third parties, including any resulting damages, fines, costs and reasonable legal fees, insofar as such claims arise from: (i) incorrect information provided by the Customer or information unlawfully provided by the Customer; (ii) use beyond the granted rights or scope; (iii) a breach of the Agreement or applicable legislation by the Customer; or (iv) representations made by the Customer that go beyond what Synergrid has authorised.
16.5. To the extent permitted by law, the Customer waives any non-contractual claim against Synergrid’s agents for damage arising from a breach of the Agreement. The exclusions and limitations of liability set out in this article are also agreed to for the benefit of Synergrid’s agents. They may rely directly on those exclusions and limitations.
Article 17. Force majeure and changed circumstances
17.1. Synergrid shall not be liable for any total or partial failure to perform or any delay resulting from a circumstance beyond its reasonable control, which is not attributable to it and which it could not reasonably have foreseen or avoided at the time the Agreement was concluded. Synergrid’s relevant obligations shall be suspended for as long as this circumstance prevents performance. Synergrid shall notify the Customer of this without undue delay, take reasonable measures to minimise the consequences, and resume performance as soon as reasonably possible.
17.2. Force majeure does not suspend the Customer’s payment obligations for services already provided. Services already provided and non-cancellable costs incurred by Synergrid remain payable. If the force majeure lasts for more than sixty calendar days and prevents performance of the essential obligations under the Agreement, Synergrid may terminate the part of the Agreement that has not yet been performed without being liable for damages.
17.3. Article 5.74 of the Civil Code does not apply in relation to the Customer. Unforeseen or changed circumstances shall not entitle the Customer to suspend performance, renegotiate the Agreement, obtain a price reduction or terminate the Agreement. Synergrid may adjust its performance, planning, implementation arrangements and rates to the extent that this is reasonably necessary to mitigate the effects of such circumstances.
Article 18. Suspension and termination
18.1. Synergrid may suspend performance in whole or in part in the event of non-payment, serious or repeated breaches, a lack of necessary cooperation, security, integrity or compliance risks, unlawful use or a legal obligation.
18.2. In the event of a rectifiable breach, Synergrid shall, in principle, give the Customer written notice of default and grant a reasonable period within which to remedy the breach. Synergrid may suspend or terminate immediately in the event of a serious, deliberate or irreparable breach. This is also possible when immediate action is required to ensure safety, integrity or legal compliance.
18.3. Unless otherwise provided for in the Agreement, Synergrid may terminate an Agreement of indefinite duration at any time by giving three months’ written notice. The Customer may terminate the Agreement subject to the notice period specified in the Agreement. Services already commenced, costs already incurred and non-cancellable commitments remain payable.
18.4. Termination does not affect any payment obligations that have already arisen. Provisions which by their nature are intended to survive termination, including those relating to intellectual property, confidentiality, liability, indemnity and dispute resolution, shall remain in force.
Article 19. Changes to the Terms and Conditions
19.1. Synergrid may amend these Terms and Conditions in response to legislative changes, new services, security considerations, technical developments, organisational requirements or to clarify any ambiguities.
19.2. The amended version shall take effect from the notified or published date of entry into force.
Article 20. Other provisions
20.1. The Agreement and these Terms and Conditions are governed by Belgian law.
20.2. Subject to any mandatory legal provisions, the courts of Brussels shall have exclusive jurisdiction.
20.3. Where there are multiple language versions, the language version expressly designated as the contractually binding version in the Agreement or at the time of acceptance shall prevail, subject to mandatory language legislation.
20.4. The invalidity, nullity or unenforceability of any provision shall not affect the remaining provisions. To the extent permitted by law, any invalid, void or unenforceable provision shall be replaced by a valid provision that comes as close as possible to its purpose and economic effect, without affecting the validity or enforceability of the remaining provisions.
20.5. Any failure to exercise a right, or any delay in doing so, shall not be deemed a waiver. A waiver of rights is only valid if made expressly and in writing.
20.6. Any queries regarding these Terms and Conditions may be addressed to