General Terms & Conditions

The Terms apply to all services offered by Ward Pellegrims, a limited partnership incorporated under Belgian law. Deviations are valid only if expressly agreed in writing.

In these Terms, "we", "us" or "our" refers to Ward Pellegrims, and "you" refers to the natural person or legal entity purchasing or participating in our services.

Ward Pellegrims, Luiaardweg 21, 1850 Grimbergen, Belgium.

VAT number: BE 0777.482.318 (registered with the Crossroads Bank for Enterprises - CBE number 0777.482.318).

Email: info@pellegrims.coach.

We provide individual and group coaching, sports courses, workshops and related consultancy for swimming, triathlon and endurance sports. The scope, duration and deliverables of each service are described on our website, in promotional materials or in tailored proposals.

We reserve the right to adjust the composition of a course or coaching trajectory when required for pedagogical, safety or organisational reasons. Any material change will be communicated before commencement.

All services, subscriptions and coaching packages are strictly personal and non-transferable. They may not be sold, exchanged or transferred to third parties without our prior written consent.

A booking is final once you complete the online enrolment, confirm by email or sign a bespoke agreement and we send a written confirmation. For distance contracts concluded via the website or email, the agreement is concluded when you receive our confirmation email.

You are responsible for providing accurate participant data, including health information that could affect safe participation. We may refuse or cancel a booking if essential information is missing or incorrect.

All prices are expressed in euros and include Belgian VAT unless stated otherwise. Additional costs (for example pool access, travel or accommodation) are highlighted in the offer.

Unless specified differently, invoices are payable within eight days of the invoice date. Late payments automatically incur legal interest and an administrative fee of €15 per reminder. We may suspend participation until full payment is received.

Consumers purchasing at a distance have a statutory right to withdraw from the contract within 14 calendar days of confirmation without giving reasons. To exercise this right, inform us by email before the 14-day period expires.

The right of withdrawal ends once the service has been fully performed, or when the course starts with your prior express consent and acknowledgement that you lose your withdrawal right after the service begins.

For cancellations outside the statutory withdrawal period, the following applies unless agreed otherwise: cancellations more than 14 days before the start date are free of charge; cancellations between 14 and 7 days before the start date incur a fee of 50% of the total price; cancellations within seven days or after the start date are non-refundable.

If we cancel or postpone an activity due to circumstances within our control, you may choose between an alternative date or a full refund of the amount paid. If we must cancel due to force majeure (such as extreme weather conditions, pandemic, fire or other unforeseen events beyond our reasonable control), we will offer an alternative date where possible. If no alternative can be provided, you will receive a refund or credit for a future service. We are not liable for additional costs you may incur (such as travel, accommodation or other preparatory expenses) unless the cancellation was caused by our intentional or grossly negligent conduct.

By enrolling in our services, you declare that you are in good health and physically and mentally capable of safely participating in sports activities. If you have any doubts about your suitability to participate, you must first consult a physician.

You are required to inform us fully and truthfully before the start of the activity about all relevant medical conditions, injuries, allergies, medication use or other health issues that may affect your safe participation. Withholding essential information may result in exclusion from participation without refund.

During the activity you must immediately report any pain, discomfort, dizziness or other symptoms you experience. You remain responsible at all times for correctly assessing your own physical condition and limitations.

You must follow all safety instructions issued by our coaches or venue staff. We may exclude participants who behave dangerously or disruptively without refund. Participation in all activities is at your own risk.

Our coaching and training services constitute a best-effort obligation, not a results obligation. This means that we endeavour to deliver high-quality guidance, advice and training according to the best professional standards, but we do not guarantee the achievement of specific sporting results, performance improvements or other outcomes. Athletic progress depends on many factors beyond our control, including your commitment, discipline, aptitude and physical condition.

We are liable only for direct damages resulting from our intentional or grossly negligent conduct. Our liability is limited to the amount of the service contracted. We are not liable for indirect damages such as consequential loss, lost profits, loss of opportunity or non-material damages.

Participation in sports activities inherently carries risks of injuries or other physical complaints. You remain responsible at all times for assessing your physical condition and must maintain adequate personal sports and/or health insurance coverage. We hold professional liability insurance in accordance with Belgian law.

Training plans, course materials, videos and other content that we provide remain our intellectual property. You receive a non-transferable licence for personal use. Sharing, reproducing or commercialising our materials without written consent is prohibited.

We process personal data in line with the EU General Data Protection Regulation (GDPR) and our Privacy Notice. Data provided for bookings or coaching is used only for client management, service delivery and statutory obligations.

You may request access, correction or deletion of your data via info@pellegrims.coach. Complaints can be lodged with the Belgian Data Protection Authority (www.gegevensbeschermingsautoriteit.be).

During training sessions, camps and other activities we may take photographs and video recordings for documentation, marketing and promotional purposes. By participating in our services, you consent to the creation of such images in which you are visible.

We may use these images on our website, social media (such as Instagram, Facebook and LinkedIn), in newsletters, brochures and other promotional materials. The images remain our property and may be used as long as they are relevant to our communications.

You have the right at any time to withdraw this consent or object to the use of specific images in which you are identifiable. To do so, please contact us at info@pellegrims.coach. We will remove the relevant images within a reasonable time frame, to the extent technically possible. However, we cannot fully remove materials that have already been published or distributed through all channels.

We respect your privacy and will never use images in a way that could discredit you or disproportionately infringe your privacy.

Both parties undertake to keep confidential all confidential information received during the cooperation. Confidential information includes personal training data, health information, performance metrics, test results, personal goals and other non-public information.

We will not share your training data and personal information with third parties, except when strictly necessary for the provision of our services (for example with a specialist trainer or physiotherapist), when you have given explicit consent, or when we are legally required to do so.

You also undertake not to share or commercially exploit our business information, training methodologies and other confidential matters that you become aware of during the cooperation without consent.

This confidentiality obligation remains in effect after termination of the agreement.

Please report complaints within seven calendar days after the relevant service or discovery of an issue. We will confirm receipt within five working days and aim to provide a substantive response within 15 working days.

If we cannot reach an amicable solution, you may contact the Belgian Consumer Ombudsman Service (www.consumerombudsman.be) or use the European Online Dispute Resolution platform (ec.europa.eu/odr).

These Terms are governed by Belgian law. The courts of the judicial district of Brussels, Dutch-speaking section, have jurisdiction. Consumers may also bring proceedings before the court of their domicile as provided by mandatory law.

If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force. We may update these Terms from time to time; the version published on our website applies to new bookings.