Skip to Content

Terms and Conditions of Sale for ESN KULBrussels Website

Welcome to the official ESN KULBrussels website. By purchasing an ESNcard, event ticket, or merchandise from our website, you agree to the following terms and conditions. Please read them carefully.

1. General Information

1.1 These terms and conditions apply to all purchases made via the ESN KULBrussels website.

1.2 ESN KULBrussels reserves the right to amend, update, or change these terms and conditions at any time. It is your responsibility to review these terms before making a purchase.

2. ESNcard

2.1 Non-Refundable:

All purchases of ESNcards are final. ESNcards are non-refundable under any circumstances. Once purchased, no refunds, exchanges, or cancellations will be allowed.

2.2 Usage:

The ESNcard provides students with discounts and access to various services. The card is personal and non-transferable.

3. Event Tickets

3.1 Refund Policy:

Event tickets purchased through the ESN KULBrussels website may be eligible for a refund only under specific circumstances. These include:

  • The event is canceled by ESN KULBrussels.
  • The event is rescheduled, and you are unable to attend on the new date.
  • A medical emergency or other exceptional reasons may qualify for a refund, but this must be approved by the ESN KULBrussels Board.

3.2 Refund Request Process:

To request a refund, please contact us at [email protected] with the following:

  • Proof of the reason for the refund (e.g., a doctor's note, cancellation notice, etc.).
  • Your order number and relevant details.
  • Any supporting documents requested by the board.

Refunds will only be issued after review and approval by the ESN KULBrussels Board.

3.3 Refund Deadline:

Refund requests must be submitted within 7 days of the event's cancellation, rescheduling, or the occurrence of any approved exceptional circumstance. Late requests may not be eligible for a refund.

4. Memorabilia and Merchandise

4.1 Refund Policy:

Merchandise purchased through the ESN KULBrussels website may be eligible for a refund only under specific circumstances. Refunds may be considered for:

  • Damaged or defective items.
  • Incorrect items received (e.g., wrong size, wrong product).
  • Orders where the item(s) do not meet expectations due to significant misrepresentation in the product description.

4.2 Refund Request Process:

To request a refund for merchandise, please contact us at [email protected] with the following:

  • A clear description of the issue (e.g., damaged, incorrect product).
  • A photo of the item in question, if applicable.
  • Your order number and relevant details.

Refunds will only be issued after review and approval by the ESN KULBrussels Board.

4.3 Refund Deadline:

Refund requests must be submitted within 14 days of receiving your order. After this period, no refunds will be provided.

5.  Rent for Free (Free Equipment Lending)

5.1 Description of the Service

ESN KULBrussels offers a “Rent for Free” service through which eligible persons may borrow equipment owned by ESN KULBrussels free of charge. This includes, for example, beer pong sets, volleyball sets, and table tennis rackets, along with any other items listed on our website. No rental fee is charged. Each loan is a free loan for use (bruikleen / prêt à usage) under Belgian law. Ownership of the items remains with ESN KULBrussels at all times.

5.2 Eligibility

5.2.1 The service is available to ESNcard holders aged 18 or older.

5.2.2 ESN KULBrussels may ask the borrower to show a valid ESNcard and/or proof of identity when the item is handed over.

5.2.3 ESN KULBrussels may refuse or cancel a loan at its discretion. This applies in particular if the borrower has previously returned items late, damaged, or not at all, or if the borrower owes ESN KULBrussels any unpaid amounts.

5.3 Reservation, Collection and Loan Period

5.3.1 Items can be reserved through the website, subject to availability. A reservation is only binding once ESN KULBrussels has confirmed it.

5.3.2 Items are collected and returned in person at the time and place agreed with ESN KULBrussels. In accordance with section 6, no delivery is offered.

5.3.3 The loan period is stated when the reservation is confirmed and may not exceed 7 days unless otherwise agreed in writing. The borrower may request an extension before the end of the loan period. An extension is only valid if ESN KULBrussels confirms it in writing, which includes email.

5.3.4 If the borrower does not collect the item at the agreed time and gives no notice, ESN KULBrussels may cancel the reservation and lend the item to someone else.

5.4 Deposit

5.4.1 ESN KULBrussels may require a deposit for any item. The amount will be shown with the item or communicated before the reservation is confirmed. The deposit must be paid before or at handover, and the item will not be handed over until the deposit has been paid.

5.4.2 The deposit is a security for the borrower’s obligations under these terms. It is not a fee or a payment for the use of the item, and no interest accrues on it.

5.4.3 The deposit will be refunded in full if the item meets all of the following conditions:

  • It is returned on time, by the end of the agreed loan period.
  • It is complete, with all parts and accessories handed over.
  • It is in the same condition as when it was handed over, except for normal wear and tear.

5.4.4 Refunds are made within 14 working days of the return. Refunds go to the original payment method, or are paid in cash if the deposit was paid in cash.

5.5 Condition at Handover and Return

5.5.1 The borrower should inspect the item at handover and immediately report any existing damage or missing parts. These will be recorded on the handover form or by photograph. If no such report is made, the item is considered to have been received complete and in good condition.

5.5.2 Returned items are inspected by ESN KULBrussels, in the presence of the borrower where possible, and their condition is recorded.

5.6 Borrower’s Obligations

During the loan period, the borrower must:

  • Take care of the item as a prudent and reasonable person would, and use it only for its intended purpose.
  • Not lend, rent, sell, or pledge the item to any third party.
  • Not modify the item or attempt repairs without the prior consent of ESN KULBrussels.
  • Inform ESN KULBrussels immediately by email of any damage, loss, or theft. In case of theft, the borrower must also file a police report and provide a copy.
  • Comply with applicable laws and venue rules when using the item. For items used in drinking games, such as beer pong sets, this includes legal drinking age requirements and responsible alcohol consumption.

The borrower is responsible for the item from handover until it has been returned to and accepted by ESN KULBrussels. This includes damage or loss caused by other persons using the item with the borrower’s permission.

5.7 Late Return

5.7.1 If an item is returned after the end of the loan period, ESN KULBrussels may withhold a late fee of €2 per day of delay from the deposit. A partial day counts as a full day. The late fee is capped at the amount of the deposit.

5.7.2 If an item has not been returned within 7 days after the end of the loan period, and the borrower has not responded to reminders, the item may be treated as lost and section 5.8.3 applies. This does not affect ESN KULBrussels’ right to reclaim the item.

5.8 Damage, Missing Parts and Loss

5.8.1 If an item is returned damaged, incomplete, or excessively dirty, ESN KULBrussels may withhold part or all of the deposit. The amount withheld will correspond to the reasonable cost of cleaning, repairing, or replacing the missing parts or the item itself. Replacement is valued at the current price of an equivalent item.

5.8.2 If these costs exceed the deposit, or if no deposit was required, the borrower must pay the outstanding amount within 14 days of receiving a written, itemised statement. The statement will be supported by invoices, quotes, or photographs where available.

5.8.3 If an item is lost, stolen, or not returned, the borrower must pay its replacement value, minus the deposit already paid.

5.8.4 Normal wear and tear resulting from ordinary and careful use will not be charged to the borrower.

5.9 Notification and Disputes

5.9.1 ESN KULBrussels will notify the borrower by email of any amount withheld or claimed within 7 days of the return. The notification will state the reason and, where possible, include photographs and a cost breakdown.

5.9.2 The borrower may contest the decision within 14 days by emailing [email protected]. The Board will review the case and give a reasoned decision. This procedure does not affect the borrower’s statutory rights.

5.10 Liability

5.10.1 Items are lent free of charge and in their current condition. The borrower is responsible for checking that an item is suitable and safe for the intended use before using it.

5.10.2 To the extent permitted by law, ESN KULBrussels is not liable for any loss, damage, or injury arising from the use of borrowed items. This exclusion does not apply to damage caused by intent or gross negligence of ESN KULBrussels, to death or personal injury caused by its fault, or where the law otherwise requires liability.

5.10.3 The borrower is responsible for any damage caused to third parties through the use of the item during the loan period.

5.11 Personal Data

5.11.1 ESN KULBrussels processes the borrower’s name, contact details, and loan records solely to administer the loan, the deposit, and any related claims. Identity documents may be checked but will not be copied or stored.

5.11.2 This data is kept until the loan and any related claims have been fully settled, plus 12 months, and is not used for marketing purposes. For more information, see section 8 and our Privacy Policy.

5.12 Changes

ESN KULBrussels may change the list of available items, deposit amounts, and late fees at any time. The terms in force at the time the reservation is confirmed apply to that loan.


6. Shipping and Delivery

5.1 No Shipping/Delivery:

ESN KULBrussels does not offer shipping or delivery for any products, including ESNcards, event tickets, or merchandise. All purchases are for in-person collection or digital delivery where applicable.

7. Liability

6.1 ESN KULBrussels is not responsible for any losses, damages, or personal injuries that occur in connection with the use of the ESNcard, attending events, or using the purchased merchandise, except where the law requires such liability.

8. GDPR Compliance and Newsletter Subscription

7.1 Data Collection and Use:

By purchasing an ESNcard, event ticket, or merchandise from the ESN KULBrussels website, you consent to the collection and use of your personal data as outlined in our Privacy Policy and GDPR guidelines. Your data will be used to process your order and may also be used to send you promotional materials, newsletters, and updates.

7.2 Consent for Newsletter:

By accepting these terms and conditions, you explicitly consent to receive newsletters, promotional materials, and updates from ESN KULBrussels. You may withdraw your consent at any time by clicking the "unsubscribe" link in any newsletter you receive.

7.3 Rights Under GDPR:

You have the right to access, update, or delete your personal data at any time. For more information on how we handle your personal data and your rights, please refer to our Privacy Policy.

9. Image Consent for Events

8.1 Use of Images:

By purchasing an event ticket, you acknowledge and agree that ESN KULBrussels may use any photographs or videos taken during the event, in which you may appear, for promotional and marketing purposes. These images may be used on our website, social media, or other promotional materials. If you do not wish to be included in such images, please notify us before the event or inform a member of our team upon arrival at the event.

10. Governing Law

9.1 These terms and conditions are governed by the laws of Belgium.

9.2 Any disputes arising from these terms and conditions will be resolved by the courts in Brussels, Belgium.

11. Contact Information

For any questions or concerns regarding these terms, please contact us at:

Email: [email protected]

Mailing Address: Warmoesberg 26, 1000 Brussels, Belgium


By completing your purchase, you confirm that you have read, understood, and agree to our Terms and Conditions, including our GDPR policy, newsletter subscription, and consent for image use at events.