Preamble (Recitals)
Easystart Office Rotterdam B.V., headquartered at Posthoornstraat 17, 3011 WD Rotterdam, the Netherlands (Chamber of Commerce No. 74492284), together with its affiliated Easystart Office companies (collectively, “Easystart”, “Service Provider”, “we”, “our”), operates a network of coworking communities and offers company accommodation, tailor-made workspaces, and related services, including rental of meeting and presentation rooms.
The “Member” (“you”, “User”) is the company, entrepreneur or other legal entity that has executed a written service agreement with Easystart. Member participates in the coworking community of Service Provider;
Easystart manages the premises, mail handling and related administration for the Member.
Definitions
“Agreement” – these General Terms and Conditions together with the Order Form (service agreement) and the Privacy Statement.
“CPI” – the consumer price index for All Households as published by Statistics Netherlands (CBS).
“Effective Date” – the commencement date stated on the Order Form.
“Member” – the natural or legal person identified on the Order Form who purchases the Services.
“Services” – the virtual?office, coworking and ancillary business?support services provided by the Service Provider under this Agreement.
“House Rules” – the internal rules of procedure that apply to all users of the premises.
Other capitalised terms have the meanings given elsewhere in these T&C.
1 Scope of Application
1.1 These T&C govern every request, offer, quotation, assignment, agreement, renewal and any other legal act concerning Easystart’s services, even where not expressly referred to in an individual document.
1.2 One Agreement is concluded per company. Several companies with the same owner or director may be combined in a single contract and invoiced together.
1.3 An organisation is represented towards Easystart only by its authorised natural person(s).
1.4 Memberships are non?transferable and linked exclusively to the company or companies named in the Agreement.
1.5 Easystart may refuse an applicant at its sole discretion for reasons including, without limitation, prohibited or licensable activities at the location, integrity or compliance risks, insufficient creditworthiness or adverse media.
1.6 If a Member, whether knowingly or not, omits information relevant under 1.5, Easystart may terminate the Agreement wholly or partly without liability. Administrative costs may be charged under Articles 8 and 16.
2 Term, Renewal & Termination
2.1 Initial Term and Tacit Renewal – This Agreement commences on the Effective Date and continues for the Initial Term stated on the Order Form. Thereafter it renews automatically for successive periods of twelve (12) months (“Renewal Term”) without prior written notice.
2.2 Termination by the Member – The Member may terminate the Agreement at any time by giving written notice of at least one (1) full invoicing month.
2.3 Termination by the Service Provider – The Service Provider may terminate the Agreement on one (1) month’s written notice.
3 Packages & Access
3.1 Membership is based on shared use of workspace at the location named in the service agreement for the sustainable performance of the Member’s business activities.
3.2 The workspace may be used solely for office purposes and is subject to the House Rules.
3.3 Package “Registration Address”
• Right to register the company address at the premises.
• Day?pass coworking access available on consultation for a fee.
3.4 Package “Unlimited Working”
• 24 / 7 personal access to the coworking space with no additional charge.
• Access rights are personal to the main contracting party and are not transferable.
3.5 Easystart may amend the House Rules and make changes to the configuration of shared facilities.
4 Fees & Payment
4.1 The basic costs of each package are stated in the service agreement (Order Form). All published prices are exclusive of VAT unless explicitly stated otherwise.
4.2 Standard 2025 price list (excl. VAT)
• Mail scanning: Included
• Physical mail forwarding (incl. up to € 2.50 postage / week): € 12 / month
• Additional virtual phone number: € 12 / month
4.3 Additional postage or other third?party costs incurred by Easystart on behalf of the Member are invoiced separately.
4.4 Membership Fees are due and payable within fourteen (14) days after the invoice date. Prepaid Fees are non?refundable if the Member ceases to use the Services.
4.5 Fee Adjustments – The Service Provider may revise the Membership Fee once per calendar year (also retrospectively) in line with the CPI (All Households) published by CBS, plus a maximum margin of three percent (5%). The Service Provider shall give the Member at least thirty (30) calendar days’ prior written notice of any increase.
4.6 Management may, in individual cases, agree bespoke pricing. Offers remain valid for four (4) weeks unless stated otherwise.
5 Company Registration & Mail Handling
5.1 Easystart receives and processes all mail on the Member’s behalf.
5.2 Mail may be opened and scanned under the Member’s standing consent:
• Scanning is free for normal correspondence.
• Physical forwarding is optional under the tariff in Article 4.
• Upon termination, Easystart marks mail “return to sender”; updating the registered address is the Member’s responsibility.
• Scanned mail is securely shredded within four weeks; originals such as bank cards and notarial deeds will be stored and forwarded to the Member.
6 Relocation of the Service
6.1 The Member irrevocably agrees that the Service Provider may, at any time, relocate the provision of Services to alternative premises within the same municipality, provided that the new premises (i) offer broadly comparable access to public transport and (ii) do not materially impair the Member’s ability to use the Services for normal business purposes.
6.2 Notice and Transition – The Service Provider shall give the Member not less than two (2) months’ written notice of the Relocation, specifying the new address and planned moving date.
6.3 Member Objection – If the Member reasonably believes the relocation criteria in Article 6.1 are not met, it must issue a written and substantiated objection within fourteen (14) days of receiving the notice. The Member may continue to use the current premises but shall in good faith co?operate with the Relocation timetable and all practical arrangements.
7 Suspension & Termination for Breach
7.1 Serious Breach – “Serious Breach” means:
a. failed to honour this Agreement (including timely payment of Fees, compliance with these General Terms and Conditions, or cooperation with lawful compliance checks or house rules);
b. supplied false or misleading information;
c. engaged in, or is facilitating, fraud, money-laundering, any other criminal act, or conduct generally regarded as unethical;
d. failed to report and adequately resolve collection (“incasso”) problems;
e. wilfully damaged the premises or caused disturbance, loss, or reputational harm to the Service Provider or its other clients; or
f. failed to pay Fees within fourteen (14) days after a second written reminder.
7.2 Cure Period – Except in the case of Serious Breach, the Service Provider shall give the Member written notice specifying the alleged breach and a cure period of five (5) working days. If the Member fails to cure within that period, the Service Provider may suspend the Services or terminate the Agreement with immediate effect.
7.3 Immediate Measures – In the event of Serious Breach the Service Provider may immediately suspend access to the premises and terminate the Agreement by written notice without a court ruling.
7.4 Debt collection and temporary suspension - If any invoice remains unpaid after the payment term Service Provider may transfer the debt to a third-party collection. In addition, where Service Provider has a reasonable suspicion of misuse or abuse of the Services, it may—without stating reasons and without incurring liability—suspend, block, or otherwise limit the Member’s access to the Services.
7.5 Chamber of Commerce measures. Where any of the circumstances described in clause 7.1 arises, Easystart may request the Dutch Chamber of Commerce to deregister the Member from the Trade Register or to conduct an investigation into the Member.
8 End?of?Membership Obligations
8.1 Easystart’s responsibility for mail ceases on the termination / cancellation date.
8.2 The Member must immediately update its registered address in the Chamber of Commerce.
8.3 Administrative Fees – Service Provider may charge administrative fee of EUR 50 per week for the Member’s failure to change registered address in the Chamber of Commerce after Termination. The Service Provider shall provide an itemised invoice of such costs on request.
9 Compliance (WWFT / KYC) & Data Protection
9.1 Statutory framework – Easystart is a “dienstverlener voor ondernemingen” within the meaning of the Dutch Anti-Money-Laundering and Anti-Terrorist Financing Act (Wet ter voorkoming van witwassen en financieren van terrorisme – WWFT) and must perform customer due-diligence, transaction monitoring and unusual-transaction reporting as required by that Act, the EU Sanctions Regulations and related guidance.
9.2 On-boarding due diligence – Before Services commence, the Member shall provide —at its own expense— the requested documents, including but not limited to valid and legible copies of: (a) certificate of incorporation or deed of formation; (b) up-to-date Chamber-of-Commerce extract; (c) passports/ID cards of directors, owners, shareholders and Ultimate Beneficial Owners (UBOs); (d) proof of private address; and (e) any licences or registrations relevant to the Member’s activities.
9.3 Ongoing screening – Easystart will screen the Member and its UBOs against EU, UN, OFAC and Dutch sanctions lists at onboarding and for the duration of the Services. The Member shall, on first request, supply any additional data reasonably required for re-screening within ten (10) days.
9.4 Record retention – All KYC files and transaction records will be stored for five (5) years after termination of the Agreement—or longer if statutory retention applies—and will then be securely destroyed or irreversibly anonymised.
9.5 Right of suspension / termination – Failure to supply accurate and complete WWFT information within the set deadlines or any suspicion of money-laundering, terrorist financing, sanctions evasion or other criminal conduct, constitutes a Serious Breach under Article 7 and entitles Easystart to (i) suspend Services, and/or (ii) terminate the Agreement with immediate effect. Fees remain payable up to the effective termination date and prepaid amounts are non-refundable.
9.6 Data protection – All personal data processed under this Article are handled in accordance with the EU General Data Protection Regulation (GDPR) and Easystart’s Privacy Statement. Data will be used solely for WWFT compliance, sanctions screening and legitimate interest in fraud prevention.
9.7 Co-operation and turnaround – The Member shall fully co-operate with every compliance review—initial, periodic or ad-hoc—and must (a) deliver all documents and information requested by Easystart within ten (10) calendar days of the request date; (b) ensure that such material is complete, up-to-date, legible and, where applicable, certified or apostilled; and (c) confirm delivery to Easystart in writing. Failure to comply constitutes a Serious Breach under Article 7.
9.8 Change notifications – Members shall notify Easystart of any changes filed with the Chamber of Commerce within ten (10) days. This includes adjustments in (trade) names, company structure, partners, directors, supervisory directors, liquidators and any shareholders, authorized persons or authorized representatives.
10 Services Provided
10.1 Easystart supplies electricity, heating, water, cleaning and internet, and offers meeting and presentation rooms for separate rental.
10.2 Easystart ensures the availability of suitable workstations.
10.3 Packages may evolve; bespoke arrangements are possible by written agreement.
10.4 Members may use the following affiliated locations on the same basis (local charges and availability apply):
• Easystart Office Amsterdam B.V. – Kraijenhoffstraat 137A, 1018 RG Amsterdam
• EasyStart Rotterdam B.V. – Overwegwachter 4, 3034 KG Rotterdam
• Easystart Office Rotterdam B.V. – Posthoornstraat 17, 3011 WD Rotterdam
• Easystart Office Rotterdam IV B.V. - Posthoornstraat 11, 3011 WD Rotterdam
• Easystart Office Rotterdam III B.V. – Blaak 520, 3011 TA Rotterdam
11 Fair?Use Printing
11.1 A shared printer / scanner / copier is available for occasional business use under a fair?use policy.
12 Inventory & Fixtures
12.1 With prior approval, Members may leave furniture or equipment in the workspace during the working week.
12.2 Such items remain at the Member’s sole risk; Easystart accepts no liability for loss or damage.
12.3 No structural alterations—including exterior signage—may be made without Easystart’s written consent.
13 Financial Difficulties
13.1 The Member must immediately notify Easystart in writing ([email protected]) if it:
a. has outstanding tax debts;
b. owes amounts to the Central Judicial Collection Agency (CJIB);
c. faces debt?collection proceedings;
d. is in suspension of payments or bankruptcy.
13.2 Failure to notify may result in administrative charges of minimum € 500 + 21?% VAT.
13.3 Any administrative penalty shall observe the cap in Article 8.3.
14 Privacy
14.1 Easystart processes personal data in accordance with the EU GDPR and only discloses data to third parties where required to prevent fraud or compelled by law?enforcement or other competent authorities. Refer to the Privacy Statement on https://easystartoffice.com/privacy-policy/.
15 Liability & Indemnity
15.1 The Member is liable for all damage suffered by Easystart arising from any breach or act/omission of the Member, its staff or third parties it admits, including but not limited to direct damages, business interruption, material damage and legal costs.
Any shortcoming in the fulfillment of the obligations of the User gives the Service provider the right to oblige the User to immediately complete or partial rectification of the shortcoming and / or consequences thereof, at the expense and risk of the User.
The User is liable for all damage suffered by the Service provider, regardless of whether that damage was caused by a failure to comply with the obligations of the User or as a result of any other acts or omissions on the part of the User or its staff or third parties engaged by it. , insofar as this is related to (the execution of) the Agreement.
User's liability relates to both direct and indirect damage and consequential damage. This includes in any case (but not exclusively) business damage, damage to materials, personal property of the Service provider and judicial and extrajudicial costs.
15.2 The Member shall indemnify Easystart, its personnel and affiliates against any third?party claims or penalties arising from the Member’s conduct and must maintain adequate insurance.
15.3 The Service provider is not liable for damage caused to the person or goods of the customer or third parties due to visible or invisible defects in the space, complex or building or due to weather conditions, gas, water and light facilities or other unexpected events.
15.4 The Service provider is not liable for business damage to the customer as a result of the activities or accessibility of the Service provider. The Service provider cannot be held liable or recovered from costs for errors caused by employees of the Service provider.
15.5 Neither Party shall be liable for any delay or failure to perform its obligations under this Agreement, other than payment obligations, if and to the extent such delay or failure is caused by an event beyond that Party’s reasonable control, including but not limited to natural disasters, epidemic or pandemic, government measures, war, civil unrest, fire, flood, utility outage or labour dispute (“Force Majeure”).
15.6 The total aggregate liability of the Service Provider for direct damages shall not exceed an amount equal to twelve (12) months of Membership Fees actually paid by the Member in the year in which the event giving rise to liability occurred.
15.7 Easystart is not liable for Member’s indirect or consequential loss, including loss of profit, revenue, goodwill or data.
15.8 Costs incurred by Easystart due to the Member’s negligence are recoverable from the Member and fall due immediately.
15.9 The Member is responsible for loss or damage of data, claims of third parties or consequential damage.
16 No Tenancy Rights & Miscellaneous
16.1 No Tenancy Rights – Nothing in this Agreement shall be construed to create a right of tenancy (huurrecht) under Book 7 of the Dutch Civil Code. The Member obtains only a contractual right to receive business?service facilities. The Member acknowledges that (a) the Service Provider retains ultimate control of the premises; (b) workstations are non?exclusive and may change from time to time; and (c) the Agreement does not grant keys or exclusive possession of any part of the premises.
16.2 Easystart may transfer its rights and obligations under the Agreement to a third party.
16.3 If the Member hires an Easystart employee, a fee equal to ten (10) months’ gross salary of that employee becomes payable to Easystart.
16.4 Should any provision of these T&C be void or unenforceable, the remaining provisions remain effective; the invalid provision will be replaced by a lawful clause closest to the original intent.
17 Governing Law & Jurisdiction
These T&C and all related Agreements are governed by Dutch law. Any disputes shall be submitted exclusively to the competent court in the Netherlands, unless Easystart elects another court of competent jurisdiction.
Agreement
By signing the Order Form or otherwise using Easystart’s Services, the Member confirms acceptance of these General Terms & Conditions.
These Terms & Conditions supersede and prevail over all previously issued terms, contracts, proposals, quotations, brochures, e-mails or other communications relating to the Services, unless a later document expressly states in writing that it overrides these Terms & Conditions.
