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Terms and Conditions                                                                                          

  1. Definitions

1.1. In these terms and conditions, the terms and expressions used herein are defined as follows:

  • Terms and Conditions: these general terms and conditions
  • Supplier: Virtual Dimension B.V., based in Amersfoort, registered with the Chamber of Commerce under number 82103402, with its trade names or domain names: vroplocatie.nl / vroplocatie.be / vronsite.com / vrnederland.nl / vresports.com.
  • Customer: the natural or legal person who, based on an agreement, purchases or wishes to purchase a Virtual Reality experience or other service from the Supplier for a specified period. This also includes equipment rental.
  • Participation Agreement: the agreement between the Customer and the Organization on the basis of which the Customer is entitled to participate in the Virtual Reality experience.
  • Equipment: all devices made available by the Supplier for use, as well as all accessories, cables, and packaging materials associated with the aforementioned items.
  1. Applicability

2.1. These Terms and Conditions apply to all Participation Agreements.

2.2. If any provision of these Terms and Conditions is invalid or voided, the remaining provisions shall remain in full force and effect. In such a case, the parties shall consult in order to agree on new provisions to replace the invalid or voided provisions, while preserving the purpose and scope of the unaffected provisions of the Terms and Conditions to the greatest extent possible.

  1. Official Confirmation of the Order

3.1. The order shall be considered officially confirmed in one of the following situations:

  1. a) The Customer signs the quotation;
  2. b) The Customer makes full payment of the invoice.

3.2. The reservation is confirmed by email. If the confirmation email is not received, the reservation is not considered confirmed. Please note that the confirmation email may end up in the spam folder.

  1. Invoicing and Payment

4.1. Upon approval of the order, the Customer will receive an invoice from the Supplier. The invoice will include all relevant information, such as the invoice amount, payment terms, and the Supplier’s bank account number.

4.2. Unless explicitly agreed otherwise, upon entering into the agreement, 60% of the total invoice amount must be paid immediately.

4.3. The remaining 40% must be paid before the delivery date of the service.

4.4. In the event of exceeding the payment term, the Customer shall be in default by operation of law, and the Supplier shall be entitled to charge statutory interest and collection costs.

4.5. If the Customer fails to comply with Article 3.1, Article 4.2, and Article 4.3, the Supplier reserves the right to cancel the booking. In this case, the cancellation conditions described in Article 5 shall apply.

  1. Cancellation and Modification

5.1. Cancellation or modification of the booking by the Customer must be made in writing.

5.2. In case of cancellation or modification of the booking by the Customer, cancellation fees may apply. These fees depend on the timing of the cancellation or modification and are calculated as follows:

  1. a) Cancellation or modification up to 30 days prior to the start of the activity: 25% of the total amount.
  2. b) Cancellation or modification between 30 and 14 days prior to the start of the activity: 50% of the total amount.
  3. c) Cancellation or modification within 14 days prior to the start of the activity: 100% of the total amount.

5.3. If the Customer fails to make timely payment and the booking is canceled by the Supplier for this reason, the cancellation fees described in this article shall apply.

5.4. In the event of cancellation by the Customer, regardless of the timing of the cancellation, the Supplier reserves the right to invoice the full costs of work already performed (preparatory work). This includes all costs, including the asking price and actual expenses, incurred between the order confirmation and the moment of cancellation.

  1. Minimum Age & Supervision

6.1. The recommended minimum age for the Supplier’s services is 8 years. Children up to 14 years old must be accompanied by at least one adult per 10 children.

  1. Liability

7.1. The Customer acknowledges that the Equipment will be delivered to them by the Supplier in good condition.

7.2. In the event of any malfunction or defect in the Equipment during the VR experience, the Customer must immediately report it to a Supplier’s employee. The Customer is not allowed to repair or perform any maintenance on the Equipment themselves, unless expressly agreed upon in writing between the parties. If malfunctions or defects in the Equipment are not reported immediately or not reported at all to the Supplier, the Customer shall be fully liable for any resulting damages.

7.3. Any damage to the Equipment occurring during the booked period, regardless of the cause or circumstances, shall be the responsibility of the Customer if such damage is not covered by any insurance taken out by the Customer.

7.4. The Supplier shall not be liable for any direct or indirect damages that occur during the VR experience due to the Equipment’s malfunctioning, improper functioning, or failure to meet expectations, or for any damages inflicted on persons and/or property during the use of the Equipment.

7.5. The Supplier shall not be liable for the loss, theft, or damage of money, jewelry, valuables, documents, or other valuable items.

7.6. The liability of the Supplier shall at all times be limited to the amount for which the Supplier is insured, plus the amount of the applicable deductible under that insurance. In any case, the Supplier shall not be liable for:

  • Damages resulting from the Customer’s failure to comply with instructions given by or on behalf of the Organization and failure to adhere to general standards of public order, morality, and decency;
  • Damages resulting from the loss, damage, or theft of goods brought onto the Premises by the Customer;
  • Damages caused by other customers.

7.7. The Customer who fails to fulfill its obligation(s), including, but not limited to, acting in violation of these Terms and Conditions, shall be liable to the Supplier for the damages suffered or to be suffered by the Supplier, both directly and indirectly, without prejudice to its other rights.

7.8. The Customer shall indemnify the Supplier against all claims from third parties in connection with its actions or omissions.

7.9. The Supplier refrains from interfering in disputes in which it is not a party, including, but not limited to, disputes between Customers.

7.10. The Supplier is not responsible for participants of its services who have a mental or physical disability. The Customer shall ensure compliance with the safety requirements assessed by the Customer.

  1. Insurance

8.1. The Customer shall ensure adequate insurance coverage for the Equipment to be used against loss, theft, or damage caused to or by the Equipment throughout the entire period of use. The insured value of the items to be used shall be communicated to the Customer upon written request to the Supplier.

  1. AI Services (in collaboration with TwoFeetUp)

9.1. To the extent a Participation Agreement also concerns training, coaching or guidance in the field of artificial intelligence (“AI Services”), the Supplier engages TwoFeetUp Solutions B.V. (“TwoFeetUp”) for this purpose as a third party engaged by the Supplier. The Supplier remains fully the contracting party and point of contact for the Customer. TwoFeetUp is not an independent contracting party of the Customer.

9.2. The Supplier’s AI Services consist of training and guidance. Neither the Supplier nor TwoFeetUp develop, maintain, or deliver, in connection with the Participation Agreement, any software or digital product delivered to the Customer as a standalone end product. To the extent the Customer or its participants build an automation, AI agent, prompt, Custom GPT, or similar tool themselves during an AI Service, this is done by and at the sole responsibility of the Customer, within the Customer’s own systems and accounts.

9.3. Delineation of training/guidance versus building by TwoFeetUp; escalation.

  1. a) AI Services consist solely of training, advice and guidance in the field of AI agents and automations: the Supplier and TwoFeetUp explain, demonstrate, and guide, while the participant carries out the build steps themselves, during the session, within the Customer’s own environment and using the Customer’s own accounts (including the Customer’s own Microsoft/Copilot, Make.com, Zapier, n8n, OpenAI, or similar accounts).
  2. b) Under these Terms and Conditions, there is no delivery of a product built by the Supplier or TwoFeetUp, no acceptance procedure of the kind found in TwoFeetUp’s own general terms and conditions (Acceptance and Delivery), and no warranty of the kind found in TwoFeetUp’s own general terms and conditions (Warranty), regarding the functioning of any automation, AI agent, or similar tool built during an AI Service. Article 9.6 continues to apply in full.
  3. c) If, after an AI Service, the Customer wishes TwoFeetUp (or a third party engaged by TwoFeetUp) to take over, in whole or in part, the building, further development, implementation, or maintenance of an automation, AI agent, or similar tool, this is no longer an AI Service within the meaning of this article. It constitutes a separate engagement entered into directly between the Customer and TwoFeetUp Solutions B.V., under TwoFeetUp’s general terms and conditions as then in force (including its provisions on acceptance and delivery, warranty, and liability). The Supplier is not a party to that follow-up engagement and is not liable for its performance.
  4. d) The transition point from an AI Service to a follow-up engagement as referred to under c) shall be recorded in writing (including by email) between the Customer and TwoFeetUp before the follow-up work begins, with reference to this article, so that both parties are clear in advance that a different agreement and a different set of terms apply from that point onward. In the absence of such written confirmation, work under the Participation Agreement continues to be treated as training and guidance as described under a), even if further building takes place beyond what occurred during the original session.

9.4. The Supplier shall use its best efforts to perform the AI Services to the best of its knowledge and ability. The Supplier’s obligation is an obligation of effort (“inspanningsverplichting”), not an obligation of result.

9.5. The Customer acknowledges and accepts the following characteristics of the AI technology shown or used during AI Services:

  1. a) AI systems are probabilistic, not deterministic: identical input can produce different output;
  2. b) AI can generate incorrect or non-existent information (“hallucinate”);
  3. c) the quality of AI output depends on training data and model version; no AI model is error-free or 100% reliable;
  4. d) the models, features, and availability of third-party AI and automation platforms (including but not limited to OpenAI, Anthropic, Google, Microsoft, Make.com, Zapier, and n8n) may change without notice.

9.6. Whatever the Customer or its participants build themselves during an AI Service, including automations, AI agents, prompts, and Custom GPTs, remains the Customer’s responsibility after the session ends. The Customer is solely responsible for testing, securing, and, where relevant, making production-ready any such self-built tools before using them structurally or for critical processes. The Supplier and TwoFeetUp provide no warranty regarding the absence of errors, vulnerabilities, or malfunction thereof.

9.7. The Supplier and TwoFeetUp retain all rights to their own training materials, methodologies, templates, and generic components used during an AI Service. The Customer receives a right of use to the training program specifically developed for the Customer and to what participants build themselves during the session, for use within the Customer’s own organization. Resale or commercial exploitation of the training materials themselves is not permitted.

9.8. If personal data or confidential business data of the Customer is entered into AI tools or automation platforms during an AI Service, for example to practice with the Customer’s own documents, emails, or processes, the Customer remains the data controller for that data and for the choice of which data is used for this purpose. The Supplier advises practicing with anonymized data or sample data wherever possible. To the extent TwoFeetUp may become aware of the Customer’s personal data in the course of delivering AI Services, this is governed by a separate arrangement between the Supplier and TwoFeetUp.

9.9. The Supplier and TwoFeetUp shall not be liable for damages arising from AI-generated output, AI-driven decisions, or from automations or AI agents built, deployed, or put into use by the Customer or its participants during or after an AI Service. Article 7 of these Terms and Conditions (Liability), including the limitation to the amount for which the Supplier is insured, applies in full.

9.10. Failure, modification, or malfunction of third-party AI platforms, models, or automation platforms used during an AI Service shall not be at the Supplier’s expense.

9.11. The Supplier and TwoFeetUp shall treat confidential information shared by the Customer during an AI Service as confidential, except to the extent disclosure is legally required. The Supplier and TwoFeetUp may use anonymized descriptions of AI Services for reference purposes.

  1. Other

10.1. The Customer shall not copy or disclose any information from quotations or rental agreements to third parties.

10.2. The Supplier is located at Ruimtevaart 22, 3824 MX Amersfoort. The premises are supervised during the day. The parking of cars, bicycles, or other vehicles is solely at the Customer’s own risk.

10.3. Drug and alcohol use is strictly discouraged during and before the VR experience. If, at the start of the game, a Supplier’s employee has doubts about the condition of a person using the Supplier’s services, the employee has the right to refuse that person without any form of refund. In the case of undesirable behavior, the Supplier reserves the right to terminate the Customer’s participation at any time.

10.4. The Participation Agreement, including these Terms and Conditions, shall be governed exclusively by Dutch law.

10.5. The Terms and Conditions are available on the Supplier’s websites and can also be sent upon request. By making a booking and/or accepting a quotation, the Customer agrees to the Terms and Conditions.