Terms and Conditions — MirrorEffect photobooth mirror hire in Belgium

Article 1Identification of the Service Provider

The services described in these Terms are provided by:

• Company name: MirrorEffect
• Country of registration: Belgium
• VAT number: Available upon request and shown on all invoices
• Telephone: +32 2 886 12 02
• Email: mirror@mirroreffect.co
• Website: mirroreffect.co

MirrorEffect specialises in the hire and on-site operation of interactive mirror photobooths for weddings, corporate events, private celebrations and cultural gatherings throughout Belgium. Our team delivers, installs and operates premium mirror photobooth equipment to ensure an immersive and memorable experience at every event we attend.

Any question concerning these Terms may be directed to our team at any time via telephone or email. We endeavour to respond to all enquiries within 48 business hours.

Article 2Scope and Purpose

These Terms govern all contractual relationships between MirrorEffect (hereinafter “the Company”) and any natural or legal person (hereinafter “the Client”) who requests or confirms the hire of a mirror photobooth, whether for personal or commercial purposes.

The services covered by these Terms include, but are not limited to:

• Hire and on-site operation of mirror photobooth equipment
• Transport, delivery, professional installation and dismantling of the photobooth
• Provision of a qualified, dedicated photobooth attendant for the full duration of the hire
• Unlimited photo sessions for event guests during the agreed hire period
• Instant printing of personalised photos with a customised overlay or brand frame
• Access to digital copies via QR code, email delivery or secure gallery link
• Optional add-ons as explicitly described in the booking quote: themed props box, customised backdrop, green screen, open-air mirror layout, video message and animated GIF feature, social sharing station, guestbook album

Any service not explicitly included in the confirmed booking quote is considered optional and may be added subject to availability, operational feasibility and an additional agreed fee.

The French-language version of these Terms is available at /conditions-generales. In the event of any inconsistency between language versions, the French text shall prevail, as it constitutes the original contractual document governed by Belgian law.

Article 3Booking Process and Order Confirmation

A booking with MirrorEffect follows a clear and structured process designed to protect both parties and ensure a seamless experience on the day of your event.

3.1 — Requesting a Quote

The booking process begins with a quote request submitted via our contact page, by email to mirror@mirroreffect.co, or by telephone on +32 2 886 12 02. Clients are required to provide the following information at the time of enquiry:

• Full name and contact details of the booking person (telephone and email address)
• Nature and context of the event (wedding, corporate, private party, product launch, etc.)
• Venue name and full address, including any access restrictions or logistical particularities
• Event date and the requested hire start and end times
• Approximate number of expected guests
• Any specific requirements: customised overlay, themed props, backdrop, language preference for the mirror interface, video message feature

MirrorEffect will respond with a detailed written quote within 48 business hours of receiving a complete enquiry. Quotes are valid for 14 calendar days from the date of issue, after which availability for the requested date can no longer be guaranteed.

3.2 — Confirmation of Booking

A booking is considered confirmed and legally binding only upon the simultaneous fulfilment of both of the following conditions:

• Written acceptance of the quote by the Client, whether by signed document, email confirmation or online form submission
• Receipt by MirrorEffect of the deposit payment as specified in Article 5 below

Until both conditions are met, the requested date remains available to other clients. MirrorEffect cannot hold or reserve a date based on a verbal agreement or preliminary email exchange alone. We strongly encourage clients to confirm as early as possible, particularly for peak periods: spring and autumn weekends, summer holidays and the December festive season.

3.3 — Booking Summary

Following confirmation, MirrorEffect will issue a written booking summary outlining the agreed services, event date and venue address, hire hours, included options and the total contractual price. The Client is responsible for reviewing this summary carefully and notifying MirrorEffect of any inaccuracies within five business days of receipt. Silence beyond this period constitutes acceptance of the summary as accurate.

Article 4Pricing and Packages

All prices quoted by MirrorEffect are expressed in euros (EUR) and are inclusive of Belgian VAT at the applicable standard rate. Prices exclude optional extras not mentioned in the initial quote.

Our hire packages are structured to provide transparent, all-inclusive pricing. Unless otherwise specified in writing, each package includes:

• Return transport of equipment to and from the venue within our standard service perimeter
• Full professional installation and dismantling by our technical team
• A dedicated, trained and uniformed photobooth attendant for the complete hire period
• Unlimited photo sessions for all guests during the hire period
• Instant photo printing on premium 10 x 15 cm glossy or matte paper
• A personalised overlay, frame or branding applied to all prints
• Digital copies of all photos shared with guests via QR code or secure gallery link

Optional extras available at a supplementary cost, to be agreed and included in the quote before booking confirmation, include:

• Extended hire hours beyond the standard package duration
• Premium themed props box with curated accessories
• Customised backdrop or step-and-repeat banner
• Green screen digital background service with multiple selectable scenes
• Video message and animated GIF feature
• Social sharing station with instant upload functionality
• Printed guestbook album with duplicate prints and guest handwritten messages
• Additional travel beyond the standard perimeter (charged per additional kilometre)

MirrorEffect reserves the right to revise its pricing schedule at any time. However, no price revision occurring after a booking has been confirmed will affect the total contractual price agreed at the time of booking. The price stated in the confirmed quote is fixed and guaranteed for the Client.

Article 5Payment Terms

MirrorEffect operates a two-stage payment structure designed to be straightforward and equitable for both the Client and the Company.

5.1 — Deposit

A deposit of 50% of the total booking price (inclusive of VAT) is required to confirm and secure the booking. This deposit must be received by MirrorEffect within five business days of the Client's written acceptance of the quote. Failure to pay the deposit within this period will result in the requested date being released back to availability without further notice.

5.2 — Balance Payment

The remaining 50% balance is due no later than 14 calendar days before the date of the event. MirrorEffect will issue a payment reminder in advance of this deadline. Failure to settle the balance within the agreed timeframe may, at MirrorEffect's sole discretion, result in suspension or cancellation of the booking in accordance with Article 6.

5.3 — Accepted Payment Methods

• Bank transfer to the IBAN provided on the invoice (preferred method)
• Credit or debit card payment via secure online payment link (Visa, Mastercard)
• Other payment methods as agreed in writing prior to booking confirmation

Payments by bank transfer must reference the booking reference number as the payment communication. MirrorEffect will issue a payment receipt for all amounts received. A final VAT invoice covering the complete booking will be provided following the event.

5.4 — Late Payment

In the event of late payment of the balance by a professional Client, MirrorEffect reserves the right to apply statutory late payment interest in accordance with the Belgian Law of 2 August 2002 on combating late payment in commercial transactions. For consumer bookings, MirrorEffect will first seek an amicable resolution before pursuing any formal late payment procedure.

Article 6Cancellation and Modification Policy

MirrorEffect understands that circumstances can change unexpectedly. Our cancellation policy is designed to be as fair as possible while reflecting the operational costs incurred in planning and preparing each booking, including equipment reservation, attendant scheduling and custom print design.

6.1 — Cancellation by the Client

All cancellation requests must be submitted in writing by email to mirror@mirroreffect.co. The date of cancellation is deemed to be the date on which written confirmation of cancellation is received by MirrorEffect during business hours (Monday to Friday, 09:00 to 18:00). The following cancellation terms apply:

6.2 — Date Changes and Postponements

Requests to change the event date will be treated as a cancellation and a new booking under the terms above, unless all of the following conditions are simultaneously met:

• The new requested date falls within 12 calendar months of the original event date
• MirrorEffect confirms availability for the new date in writing
• The change request is received by MirrorEffect at least 60 days before the original event date

Where all three conditions are met, MirrorEffect will honour the original contractual price and transfer the deposit to the new booking, subject to a date-change administrative fee of €75. Only one postponement per booking is permitted under these conditions. A second date change will be treated as a cancellation of the original booking.

6.3 — Cancellation by MirrorEffect

MirrorEffect reserves the right to cancel a confirmed booking in cases of:

• Non-payment of the deposit or balance within the agreed timeframes
• Venue conditions that make safe and compliant installation of the photobooth impossible (insufficient space, absence of adequate electrical supply, unsafe floor surface, denied venue access)
• Force majeure events as defined in Article 6.4 below
• Instructions, requests or behaviour by the Client or their guests that violate these Terms, Belgian law or the safety of MirrorEffect personnel

Where cancellation is initiated by MirrorEffect for reasons other than the Client's breach or force majeure, a full refund of all amounts paid will be issued within 14 business days.

6.4 — Force Majeure

Neither party shall be held liable for failure to perform its contractual obligations where such failure results directly from events beyond its reasonable control, including but not limited to: natural catastrophes, flooding, fire, extreme weather, epidemic or pandemic declared by competent public health authorities, civil unrest, acts of government, acts of terrorism, generalised supply chain disruption or catastrophic equipment failure caused by factors outside MirrorEffect's control.

In the event of force majeure affecting MirrorEffect's ability to deliver the agreed service, the Company will make every reasonable effort to propose an alternative date acceptable to the Client. If no agreement on an alternative date can be reached within 30 days of the original event, a full refund of all amounts paid will be issued within 14 business days.

Article 7Obligations of Both Parties

7.1 — MirrorEffect's Obligations

MirrorEffect commits, for every confirmed booking, to:

• Delivering fully operational, clean, visually pristine and technically verified mirror photobooth equipment to the event venue
• Arriving at the venue at least 60 minutes before the agreed hire start time to complete installation, testing and full operational readiness
• Providing a qualified, professional, courteous and appropriately presented photobooth attendant throughout the full hire period
• Maintaining the equipment in safe working order during the event and addressing any technical issue promptly and discreetly
• Supplying sufficient printing materials (paper, ink ribbons) for the full duration of the hire period
• Delivering photo prints that are accurate, well-lit and of the quality standard described in the selected package
• Providing access to the digital photo gallery within 72 hours of the event's conclusion
• Dismantling and removing all equipment discreetly and efficiently upon the conclusion of the agreed hire period, without disrupting the ongoing event where possible

7.2 — The Client's Obligations

The Client commits, for every confirmed booking, to:

• Providing a suitable, level and stable floor space at the venue: minimum clear area of 3 metres by 3 metres, minimum ceiling height of 2.4 metres, indoor or fully sheltered outdoor location
• Ensuring access to a standard 220V single-phase electrical socket within 5 metres of the installation point, with a minimum of 10 amps available
• Facilitating vehicle access to the venue entrance for loading and unloading of equipment (reserved parking space or designated drop-off area)
• Informing MirrorEffect of any venue access restrictions, lift or staircase requirements, fragile floor coverings, or specific logistical constraints at least 14 calendar days before the event
• Ensuring that the designated photobooth area is completely clear and physically accessible at the agreed installation arrival time
• Promoting reasonable and respectful behaviour among guests towards both the photobooth equipment and the MirrorEffect attendant throughout the event
• Notifying MirrorEffect promptly of any changes to the event schedule, venue location or logistical arrangements that may affect our team's planning or arrival

MirrorEffect cannot be held responsible for delays, interruptions or degraded service quality arising directly from the Client's failure to meet these obligations. In such cases, the hire period will not be extended without prior written agreement, and no refund will be issued for time lost due to logistical shortcomings on the Client's or venue's side.

Article 8Liability

8.1 — Equipment and Material Damage

All mirror photobooth equipment provided by MirrorEffect remains the property of the Company at all times throughout the hire period. The Client is responsible for ensuring that all guests interact with the equipment in a reasonable and respectful manner. In the event of damage caused by a guest or directly attributable to the Client's negligence — including cracked or shattered mirror surfaces, damaged touchscreen, broken printer unit, deliberate misuse of props, or loss of ancillary items belonging to MirrorEffect — the Client may be held financially liable for the full assessed cost of repair or replacement at current market rates. MirrorEffect will provide written documentation of any damage claim within 14 days of the event.

MirrorEffect carries professional public liability insurance covering its operational activities. The Client is strongly advised to verify with their venue or event insurer that their own coverage extends to claims arising from photobooth use by guests.

8.2 — Limitation of Liability

To the fullest extent permitted by applicable Belgian law, MirrorEffect's total aggregate liability to the Client for any claim arising out of or related to these Terms or the services provided shall not exceed the total amount paid by the Client for the specific booking giving rise to the claim.

MirrorEffect shall not be liable for:

• Indirect, consequential or incidental losses, including loss of enjoyment, disappointment of event guests or loss of anticipated experience
• Technical failures caused by third-party infrastructure at the venue (electrical faults, power cuts, Wi-Fi disruption affecting social sharing features)
• Service delays or partial service failure resulting directly from the Client's non-compliance with the obligations set out in Article 7.2
• Misdirected or undelivered digital galleries where incorrect contact details were voluntarily provided by individual guests
• Loss, theft or damage to personal items left near the photobooth installation area by guests

Article 9Personal Data and Privacy (GDPR)

MirrorEffect processes personal data in full compliance with Regulation (EU) 2016/679 of 27 April 2016 (the General Data Protection Regulation — GDPR) and the Belgian Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

9.1 — Data Collected

In the context of a booking, MirrorEffect collects the following personal data from the Client:

• Full name, email address and telephone number of the booking contact
• Event details including date, venue address and type of event
• Payment information, processed via secure third-party payment providers — MirrorEffect does not store card numbers or bank credentials

At the event itself, photos and video messages captured through the mirror photobooth are shared with individual guests on an entirely opt-in basis via QR code or email link. Guests freely choose whether to receive their digital copy. No photos of guests are published by MirrorEffect without the explicit prior written consent of the Client.

9.2 — Purposes of Processing

• Contract performance: managing your booking, processing payments, coordinating the event and delivering all agreed services
• Legal obligation: retention of invoices and financial records as required by Belgian fiscal law (minimum seven years)
• Legitimate interest: service quality improvement, dispute resolution and fraud prevention
• Marketing (consent only): sharing event photos on MirrorEffect's website, social media or promotional materials — strictly subject to the Client's explicit prior written consent, which may be withdrawn at any time

9.3 — Data Retention

Photo galleries generated during events are retained on secure, access-controlled servers for a maximum of 90 days following the event date, after which they are permanently and irreversibly deleted. The Client may request earlier deletion at any time by contacting mirror@mirroreffect.co. Booking and invoice data is retained for the period required by Belgian fiscal law, typically seven years from the invoice date.

9.4 — Your Rights as a Data Subject

Under the GDPR, you hold the following rights with respect to your personal data processed by MirrorEffect:

• Right of access: to obtain a copy of the personal data we hold about you
• Right of rectification: to correct any inaccurate or incomplete data without undue delay
• Right to erasure: to request deletion of your personal data, subject to overriding legal retention obligations
• Right to object: to withdraw consent for marketing use of photos or any event content featuring you or your guests
• Right to restriction of processing: to request that we limit the use of your data in defined circumstances
• Right to data portability: to receive your data in a structured, commonly used and machine-readable format

To exercise any of these rights, contact us by email at mirror@mirroreffect.co. We will provide a substantive response within 30 calendar days of your request. You also have the right to lodge a formal complaint with the Belgian Data Protection Authority (Autorité de protection des données — APD) if you consider that the processing of your personal data infringes your rights under the GDPR.

Article 10Applicable Law and Dispute Resolution

10.1 — Governing Law

These Terms and any dispute, controversy or claim arising out of or in connection with them, their subject matter or their formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of Belgium, including the Belgian Code of Economic Law (Code de droit économique / Wetboek van economisch recht) as applicable to both consumer and business-to-business contracts.

10.2 — Amicable Resolution

In the event of any dispute arising between the Client and MirrorEffect, the parties commit to first seeking an amicable resolution before initiating any formal legal proceeding. The Client is invited to contact MirrorEffect directly by email at mirror@mirroreffect.co or by telephone on +32 2 886 12 02 to describe the nature and substance of the issue. MirrorEffect undertakes to provide a substantive written response within 15 business days of receiving the complaint.

10.3 — Consumer Mediation

If the Client is a consumer (a natural person acting outside their professional or commercial capacity) and an amicable resolution cannot be reached within 30 days of the Client's initial written complaint, the Client may refer the matter to the Belgian consumer mediation services as established under Title 4 of Book XVI of the Belgian Code of Economic Law. MirrorEffect undertakes to cooperate fully and in good faith with any recognised mediation process.

10.4 — Jurisdiction

In the absence of an amicable resolution or successful mediation, any dispute shall be submitted to the exclusive jurisdiction of the competent courts of Brussels, Belgium. For business-to-business disputes, where both parties act in a professional capacity, they may by mutual written agreement designate an alternative competent court in Belgium.

Clients who are consumers and who are resident in another EU member state retain the right to benefit from the mandatory consumer protection provisions of the law of their country of habitual residence, to the extent that those provisions cannot be contractually excluded under applicable EU law. Information on cross-border consumer rights and online dispute resolution within the EU is available through the European Online Dispute Resolution platform.

10.5 — Severability

If any provision of these Terms is found by a competent court to be invalid, unlawful or unenforceable to any extent, that provision shall be deemed modified to the minimum extent necessary to make it valid and enforceable, or, if not capable of such modification, shall be severed from these Terms. The remaining provisions shall continue in full force and effect, unaffected by such invalidity or unenforceability.

10.6 — Entire Agreement

These Terms, together with the confirmed booking quote, constitute the entire agreement between the parties with respect to the hire of mirror photobooth services by MirrorEffect and supersede all prior oral or written communications, representations, negotiations and agreements relating to the same subject matter. Any amendment or modification to these Terms requires prior written agreement from both parties.