General terms and conditions

Last updated: 8 October 2026

Company details

ALTERNATE België bv
Trade name: ALTERNATE
Address: Oeyvaersbosch 16-18, 2630 Aartselaar
Email: business@alternate.be
Reports of damage, loss or theft: verhuur@alternate.be
Telephone: 03 871 11 00
Company number and VAT number: BE 0893.031.290, RPR Antwerp (Register of Legal Entities)

1. Definitions

1.1 Customer: the business (natural person or legal entity) with its registered office or place of business in Belgium, which rents for professional purposes (art. I.1, 1° WER, Code of Economic Law). Consumers cannot rent under these terms.

1.2 ALTERNATE: ALTERNATE België bv, lessor of the Goods and provider of the services.

1.3 Goods: the rented systems and hardware, including accessories, packaging and supplied software licences.

1.4 Agreement: any arrangement confirmed in writing or electronically between ALTERNATE and the Customer concerning the rental of Goods or the purchase of services.

1.5 End Date: the last day of the rental period as confirmed in the order.

1.6 Replacement Value: the amount calculated in accordance with article 12.4.

1.7 Current Market Price: the selling price of an equivalent new item on alternate.be on the date of determination. If the item is not available there, the prevailing selling price at Belgian retailers applies.

1.8 Price List: the price list for repairs and upgrades at www.alternate.be/Info/ALTERNATE/Service, as in force on the invoice date. The Price List states amounts incl. 21% VAT; the Customer pays the corresponding amount excl. VAT, plus the applicable VAT.

1.9 Working Day: Monday to Friday inclusive, excluding public holidays in Belgium.

2. Applicability

2.1 These terms apply to all offers, quotations, agreements, deliveries and services of ALTERNATE Rental, unless expressly agreed otherwise in writing.

2.2 By placing an order, entering into an Agreement or taking receipt of Goods, the Customer declares that it has read these terms in full and accepts them.

2.3 The Customer's general terms and conditions are excluded, unless ALTERNATE expressly agrees in writing.

2.4 In the event of conflict, a special written agreement or quotation prevails over these terms.

3. Offers and prices

3.1 Offers, price quotes and quotations are non-binding, unless they state an acceptance period.

3.2 All prices and amounts in these terms are expressed in euros and excl. VAT, unless stated otherwise. Transport, packaging and insurance costs are charged separately.

3.3 After the Agreement has been concluded, ALTERNATE will only adjust the price in the event of a change in statutory levies or taxes.

3.4 Discounts apply once only and do not form a basis for future agreements.

4. Cancellation and changes

4.1 The Customer may cancel the Agreement up to 2 Working Days before the start of the rental period. ALTERNATE will then charge a cancellation fee of 25% of the order amount.

4.2 In the event of cancellation within 2 Working Days before the start of the rental period, 50% of the order amount is payable, unless ALTERNATE demonstrably suffers higher damage.

4.3 Changes to an order are only valid after written confirmation by ALTERNATE and may result in an adjusted price or rental period.

5. Payment and invoicing

5.1 The rental price is payable according to the invoice, at the latest upon collection or delivery of the Goods, unless agreed otherwise in writing.

5.2 Payment is made by bank transfer, Bancontact or another method agreed in advance.

5.3 Invoices are issued as a structured electronic invoice via the Peppol network, in accordance with the Belgian obligation to use e-invoicing between businesses.

5.4 Other invoices issued under these terms (damage, balance after set-off against the deposit, Replacement Value) are payable within 8 calendar days of the invoice date.

5.5 In the event of late payment, the Customer owes by operation of law and without notice of default:

1. a fixed compensation of 10% of the outstanding invoice amount, with a minimum of €50; and
2. interest of 1% per month on the outstanding balance, a month that has begun counting as a full month.

Legal costs and the procedural indemnity are borne by the Customer in accordance with the statutory rules.

5.6 The Customer may not set off any amounts or suspend any payments on account of a complaint.

5.7 For as long as the Customer owes amounts, or if its creditworthiness is in doubt, ALTERNATE may refuse or suspend new orders, or request additional security or prepayment.

6. Security deposit

6.1 Before delivery, the Customer pays a security deposit of €400 per rented system. For other Goods, the order confirmation states the amount of the deposit. No interest is payable on the deposit.

6.2 ALTERNATE sets off all amounts that the Customer owes under these terms against the deposit. If those amounts exceed the deposit, ALTERNATE invoices the balance (article 5.4).

6.3 ALTERNATE refunds the deposit, after set-off, within 14 calendar days after the return report has become final (after signature, acceptance or expiry of the objection period referred to in article 10.3).

7. Delivery and delivery report

7.1 ALTERNATE delivers the Goods to the address and at the time agreed with the Customer.

7.2 If the Customer is not present at the agreed time, ALTERNATE charges for a wasted journey in accordance with article 14.3.

7.3 If the Customer arranges transport or installation itself, it guarantees that the vehicle and mode of transport comply with the safety and transport regulations, so that the Goods are not damaged or lost.

7.4 In the event of installation or commissioning by ALTERNATE, the Customer provides all necessary cooperation and facilities. Failing this, ALTERNATE may charge additional costs.

7.5 Upon delivery, the Customer receives a delivery report stating the serial numbers and seal numbers of the Goods. The Customer checks the Goods and the delivery report upon receipt and reports any visible damage or discrepancies within 24 hours by email to verhuur@alternate.be. Thereafter the delivery report is deemed accepted.

8. Ownership and risk

8.1 The Goods remain the exclusive property of ALTERNATE, subject to article 12.8. The Customer will not remove any serial numbers, tags, seals or other identification marks.

8.2 The Customer may not dispose of, sublet, lend, pledge or in any way transfer the Goods to third parties. The Goods remain at the location(s) that the Customer notifies when ordering. Use outside Belgium requires prior written consent.

8.3 In the event of seizure, bankruptcy or any other claim by third parties to the Goods, the Customer will point out ALTERNATE's ownership to that third party and notify ALTERNATE immediately by email.

8.4 From delivery, or from the agreed transport, until receipt by ALTERNATE, the Customer bears the risk of loss, theft and damage, except for demonstrable latent defects.

9. Use, inspection and insurance

9.1 The Customer uses and stores the Goods with due care, in accordance with ALTERNATE's instructions and normal operating and safety regulations.

9.2 The Customer only installs software for which it holds a valid licence.

9.3 The Customer is prohibited, without ALTERNATE's prior written consent, from carrying out or having carried out repairs, modifying components, updating the BIOS or overclocking. Any breach of this constitutes tampering within the meaning of article 13.4.

9.4 The Customer permits an on-site inspection within 2 Working Days of a request by ALTERNATE, during office hours. If ALTERNATE finds damage or tampering that is not the result of normal wear and tear, ALTERNATE may terminate the Agreement with immediate effect and collect the Goods. The remaining rental amount is only refunded if the damage arose from force majeure.

9.5 The Customer takes out "rented equipment" or "all risks" insurance that covers at least the Replacement Value throughout the entire rental period, with a waiver of recourse against ALTERNATE. It provides the policy certificate within 2 Working Days of a request, and in any event before delivery where the total Replacement Value of the order exceeds €5,000.

9.6 The insurance does not limit the Customer's liability.

10. Return, inspection, cleaning and data

10.1 The Customer returns the Goods no later than the End Date, in the same condition, with all accessories and safely packed, preferably in the original packaging, normal wear and tear excepted.

10.2 In the event of return to the showroom, a joint inspection takes place immediately. The parties sign a return report, with photographs where relevant.

10.3 In the event of return by courier, ALTERNATE inspects the Goods within 3 Working Days of receipt and sends the return report with photographs by email. The Customer may contest the return report, giving reasons, within 5 Working Days of its dispatch. Without a timely objection, the return report is deemed accepted.

10.4 Missing accessories (cables, power supplies, peripherals) are charged at the Current Market Price.

10.5 In the event of soiling exceeding normal use (dust, stickers, nicotine, liquid residue), ALTERNATE charges, per device, the "Pc stofvrij maken" (dust-free PC cleaning) service in accordance with the Price List.

10.6 Data and accounts:

1. Before return, the Customer deletes all personal data and confidential data, logs out of all accounts (Microsoft, Steam, Epic Games and others) and removes all BIOS and boot passwords.
2. After return, ALTERNATE wipes all data carriers by default and free of charge. ALTERNATE is not liable for data that the Customer leaves on the Goods; the Customer remains responsible for the processing of that data.
3. If a device is locked by an account or a Windows password, ALTERNATE charges the "Herinstallatie OS, updates en drivers" (OS reinstallation, updates and drivers) service in accordance with the Price List. In the case of a BIOS password, this is the "Basisingreep aan de servicebalie" (basic intervention at the service desk) service. Both apply per device.

11. Late return

11.1 If the End Date is exceeded, the Customer owes, without prior notice of default, per calendar day begun:

1. the daily rental price; and
2. fixed compensation for loss of use of 10% of the daily rental price.

11.2 The total under article 11.1 is limited to the amount for 30 calendar days, or to the Replacement Value if that is lower.

11.3 This compensation covers the unavailability of the Goods and planning costs. ALTERNATE retains the right to compensation for higher proven damage, such as lost rental income through the cancellation of a subsequent reservation.

11.4 Article 11 runs until actual return or, in the event of non-return, until the last day of the demand period referred to in article 12.2.

12. Non-return, Replacement Value and buy-out

12.1 ALTERNATE may send a written formal demand by email at the earliest 2 Working Days after the End Date.

12.2 If the Customer does not return the Goods within 7 calendar days of the dispatch of the formal demand, this constitutes definitive non-return. The rental ends on the last day of that period.

12.3 In that case, the Customer owes:

1. a fixed replacement compensation equal to the Replacement Value;
2. administration and tracing costs of €75 per file; and
3. the collection and intervention costs referred to in article 14, where applicable.

12.4 The Replacement Value is the higher of (N) the catalogue new value on the date of the formal demand and (M) the market-conforming price of equivalent new Goods. From that amount, 15% is depreciated per year begun since the first commissioning by ALTERNATE, with a minimum residual value of 25%. If the economic useful life is shorter, depreciation is applied on a straight-line basis over that useful life, with the same minimum residual value.

Formula: Replacement Value = the higher of N and M × (1 − 0.15 × j), with a minimum of 25% of the higher of N and M. Here j is the number of years begun since the first commissioning.

12.5 ALTERNATE retains the right to rescind the Agreement for serious breach and to claim additional proven damage.

12.6 Payment of the Replacement Value does not transfer ownership. ALTERNATE retains the right to reclaim the Goods; upon return, article 13.6 applies accordingly.

12.7 The Customer may buy out the Goods at the current market value, after ALTERNATE's prior written agreement. The market value is determined on the basis of the current selling price of equivalent used or refurbished Goods.

12.8 After full payment of the buy-out price referred to in article 12.7, ownership of the Goods passes to the Customer.

13. Damage, loss and tampering

13.1 Notification. The Customer reports loss, theft or damage immediately and at the latest within 24 hours by email to verhuur@alternate.be. In the event of theft, it provides a copy of the police report within 48 hours.

13.2 Damage during normal use. Repairable damage arising during normal use is settled by a fixed repair fee per device, according to the categories below. The fixed fee includes diagnosis, parts, labour and testing, and is payable regardless of the actual cost of repair. Where the same device suffers multiple instances of damage, only the highest category applies.

Category	Description	Fixed fee (excl. VAT)
A	Cosmetic damage: scratches, dents, sticker residue	€50
B	Defective small component or accessory: cables, fans, filters, panels	€125
C	Defective standard component: motherboard, memory, storage, power supply, cooling, case	€350
D	Defective core component: graphics card, processor	€950

Normal wear and tear is not charged. Soiling falls under article 10.5.

13.3 Loss, theft and irreparable damage. In the event of loss, theft or irreparable damage, the Customer pays the Replacement Value and the administration costs referred to in article 12.3. Damage is irreparable where the cost of repair exceeds the Replacement Value.

13.4 Tampering and intentional damage. Tampering means any act that alters the Goods beyond normal use, including:

• removing, replacing, swapping or dismantling components;
• soldering or desoldering parts;
• modifying the BIOS or firmware;
• breaking seals.

In the event of tampering or intentional damage, the fixed fees under article 13.2 do not apply. The Customer then pays, for each damaged, missing or swapped item, the Current Market Price of an equivalent new item, without depreciation. If the reliability of the entire device can no longer be guaranteed, the Customer pays the Current Market Price of the entire device. In addition, fixed compensation for investigation and repair of €250 per device and the administration costs referred to in article 12.3 are payable. ALTERNATE retains the right to compensation for higher proven damage and the right to file a criminal complaint.

13.5 Determination. Broken seals or serial numbers that differ from the delivery report (article 7.5) give rise to a presumption of tampering, unless the Customer proves otherwise.

13.6 Recovery. If lost or stolen Goods are returned in usable condition within 30 days of the invoice date, ALTERNATE credits the invoice, less any fixed fee under article 13.2 and the compensation under article 11.

14. Collection and intervention

14.1 In the event of non-return or at the Customer's request, ALTERNATE may propose a collection. The Customer cooperates actively and, at the agreed time, grants access to the location where the Goods are situated.

14.2 A collection takes place only with the agreement and in the presence of the Customer or its appointee. If the Customer does not cooperate, ALTERNATE retains the right to claim return through the courts.

14.3 Rates:

Service	Rate (excl. VAT)
Collection within 50 km of the showroom in Aartselaar	€95 fixed fee
Collection beyond 50 km	€95 fixed fee + €0.60 per km above 50 km, for the outward and return journey
Intervention by a technician	€75 per hour begun per technician, minimum 1 hour
Wasted journey (no access or nobody present)	Same rate as a collection

Example: a collection at 80 km costs €95 + (2 × 30 km × €0.60) = €131 excl. VAT.

15. Liability

15.1 The Customer is liable for damage, loss, theft and defects of the Goods during the rental period. These are settled in accordance with articles 10 to 14 inclusive.

15.2 ALTERNATE's liability is limited to direct damage. ALTERNATE is not liable for consequential damage, such as loss of data, loss of profit or interruption of activities, except in the case of wilful misconduct or gross negligence.

16. Force majeure

16.1 In the event of force majeure, including natural disasters, strikes, pandemics, supply chain disruptions or other unforeseen circumstances beyond ALTERNATE's reasonable control, ALTERNATE's obligations are suspended.

16.2 In the event of force majeure, ALTERNATE is not liable for damage or delay. In that case, the Customer will consult ALTERNATE in good time on a solution or an adjustment of the Agreement.

17. Liquidated damages clauses

17.1 The compensation amounts in these terms are fixed liquidated damages clauses. They are determined in proportion to the damage that ALTERNATE can reasonably suffer through the unavailability, repair or replacement of the Goods.

17.2 If a provision is invalid or unenforceable, the remaining provisions continue to apply. The invalid provision is replaced by a valid provision that comes as close as possible to the original purpose.

18. Miscellaneous provisions

18.1 Assignment. ALTERNATE may assign rights and obligations under the Agreement, in whole or in part, to third parties. The Customer may do so only with ALTERNATE's prior written consent.

18.2 Privacy. Personal data that ALTERNATE collects in connection with the Agreement is used only for its performance and is processed in accordance with applicable privacy legislation. Further information on the controller, the purposes, the retention periods, the rights of data subjects and ALTERNATE's obligations can be found in the privacy policy.

18.3 Communication. All communications in connection with the Agreement are made in writing, by post, by email or via another channel recognised by ALTERNATE.

18.4 Amendments. Deviations from or additions to these terms only apply if they have been agreed in writing.

18.5 Governing law and competent court. These terms are governed by Belgian law. The competent court within the Antwerp district hears all disputes between ALTERNATE and the Customer, unless ALTERNATE prefers to submit the dispute to the competent court of the Customer's registered office.