Terms of Service

These Terms and Conditions ("Terms") govern your use of the services, provided by VisaHQ.be Limited.

By using our Services, you are acknowledging having read and accepting these terms and agree not to violate our policies. If you do not agree with the terms stated in this agreement or are dissatisfied with the site please direct your complaints to Contact Us page. Failure to comply with these Terms may result in legal action and restriction of your ability to access this site. From time to time, VisaHQ.be may modify these Terms. Please continue to review this agreement whenever accessing or using this site.

1. Definitions
In these terms of service:
"VisaHQ.be", "us", "we" or "our", means VisaHQ.be Limited, a limited company incorporated under the Companies Acts in Ireland (Company Number 600346) and having its Registered Office at 57 Fitzwilliam Square N, Dublin, D02 CP02, Ireland.

"Services" means the services provided by VisaHQ.be namely in visa consultation, checking relevant documentation, submitting/helping to submit application, collecting visa and dispatching to the Customer/Client; or any other services VisaHQ.be could provide and invoice for, e.g. Translation services, documents’ legalisation, etc.

"Customer", "Client", "you" an individual or organisation to whom VisaHQ.be provides Services, or contracts the provision of Services.

"Third Party Suppliers" means any third parties who are involved in visa issuing (Visa Centres, Embassies, High Commissions); Post Office, international couriers, Company’s business partners; and any other organisation used by the Company to provide services to the Customer.

2. Parties and Scope of Service
We will provide our Service to an individual who has individually, directly and explicitly requested a service using our online platform https://www.visahq.be/. Services may also be requested by an organisation as long as the individual requesting the service has authority to bind the company on whose behalf the service has been requested.

These terms must be viewed in conjunction with our Privacy Policy.

The Terms are subject to change without prior notice, except that the Terms in force at the time you place or modify an order will govern the order in question. For the avoidance of doubt, mere viewing of (in contrast to ordering services from) the Website is subject to the Terms Of Website Use and not these Terms.

The primary services provided by VisaHQ.be are to help you in obtaining visas and other travel documentation. We describe documents and forms you generally need to provide to achieve these aims and then submit these documents and forms duly completed by you, to the authorities or appropriate bodies. For the avoidance of doubt, if we provide services to you, you are our customer and these Terms apply. If we refer you to any other service provider, you take responsibility for reviewing any services provided and that service provider’s terms and conditions will apply for their services. We do not accept any liability for third party services and these Terms will not apply to those services.

Our order process allows you to check and amend any errors before submitting your order to us. After you place an order, you will receive an e-mail from us acknowledging that we have received your order. If your order appears to be correct, we will notify you that we have accepted your order and begun work on it. This acceptance email is titled "Your Application was Successfully Submitted to the Embassy". The contract between us will only be formed when we send you this acceptance email.

These Terms apply to any offer and any agreement between you and VisaHQ.be and to the provision of any service provided to you by or on behalf of VisaHQ.be in respect of but not limited to the processing of visas and/or documents for you or on your behalf. Some Terms may refer to an issuing authority, which is the body being an embassy, consulate or other agency that issue or supply the documents requested by you.

3. Fees and Payments
Payment can be made by any of the options advertised on our website. Payment shall be due when your order is placed.
You agree to pay all fees and charges for any products or services offered for sale by VisaHQ.be or by any other vendor or service provider through VisaHQ.be. You shall pay all applicable taxes and shipping charges relating to the purchase of any other products or services.
If payment fails or you have not paid, your application will show on our system as incomplete. Your visa specialist will notify if payment is outstanding. Your application will not be submitted until full payment is received.
Requirements and fees related to the processing of visas are subject to change, including, but not limited to, embassy consular fees, application forms and documentation required for visa issuance, which are subject to change without notice.
Payment online: By paying online you agree that your credit card(s) will be billed immediately after online verification takes place. Our secure server software encrypts all your payment card details. The process scrambles all the information, allowing no unauthorised third party to intercept the data. Your browser will confirm that you are shopping in a secure environment by showing either a locked padlock icon or an image of a padlock next to the payment details in the relevant area of the Website.

To ensure that your credit, debit or charge card is not being used without your consent, we will validate name, address and other personal information supplied by you during the order process against appropriate third party databases.

By accepting these terms and conditions you consent to such checks being made. All information provided by you will be treated securely and strictly in accordance with the GDPR.

During security checks we may ask for additional information or documentation to help support the data you supplied.

4. Placing an Order
To begin using our services, you must register as a new user or login to your account on https://www.visahq.be/. VisaHQ.be will endeavour to provide you with accurate information and to ensure that you obtain the visa for your trip for the date required in a timely manner. That notwithstanding, you should remember that all requirements to obtain the visa (documentation, fees, time frames, etc) are calculated based on general criteria and can vary according to information provided by you such as current or previous nationality, residence, gender, age, profession, recent travel, religion etc.

VisaHQ.be does its best to correctly describe all services that appear on its website. However, VisaHQ.be does not warrant that all the statements, definitions, and descriptions are most current, complete, accurate, and error free. Embassies/Consulates often change their requirements and fees without prior warning and changes can take effect immediately. In an event, shall any description of service or any information on our site become outdated or inaccurate, you agree to hold VisaHQ.be harmless.

Requirements and fees related to the processing of visas are subject to change without notice. Application forms and additional documents required for visa issuance are subject to change without notice. Consular officials may request additional documentation at their discretion. They may also decline issuance of travel documents or visa without disclosing the reason for denial. Processing time for visas quoted by VisaHQ.be are approximations based on normal circumstances, and are deemed reliable in most cases but are not guaranteed. VisaHQ.be will not be held responsible for any delays, cancellations, financial and other losses due to denial or delay in processing. VisaHQ.be reserves the right to decline processing of documents for any reason, including but not limited to incomplete documentation, insufficient processing time, or unusual circumstances.

By placing an order you accept these Terms. Once you place an order, you will be assigned a visa specialist and the application submission process begins. At this point your specialist will confirm that a money order covering the entire order is included or that a credit card authorisation form confirms a card has been successfully charged.

The date by which you need your passport is essential and therefore we will confirm that it is possible to process and obtain a visa within the anticipated timeframe and therefore meet your expectations. If there is enough time to process the required visa and all required documents received, the application will be reviewed for mistakes, corrections requested made and payments made your application will be submitted.

5. Processing time
Processing time for visas quoted by VisaHQ.be are approximate and based on processing times provided by Embassies, Consulates High Commissions and the Department of State (issuing authority) under normal circumstances. Processing time should be calculated starting the next business day of the date when the documents are delivered to VisaHQ.be for "Same Day" and "Next Day" processing options. For other processing options processing time should be calculated starting the day after submission of the documents to the issuing authority.

The issuing authority may request further explanations. The issuance of the visa is at the sole discretion of the issuing authority, and theirs is the final decision in admitting entry into the country, even when all the prescribed requirements have been met by the applicant. VisaHQ.be cannot and does not guarantee that the issuing authority will issue the visa in a timey manner and within the specified time frame.

VisaHQ.be will not be held responsible for any delays, cancellations, financial and other losses due to denial or delay in processing. No service fees, embassy fees, courier fees, shipping charges or any portion thereof will be refunded due to delays or denial of service.

6. Visa Delivery
When VisaHQ.be returns your passport and supporting original documents, it is important that you confirm that the visa(s) you requested has been issued, that the visa for the intended country you are visiting is valid for the dates of arrival and departure from the country you are visiting, and that the purpose and nature of visit are as intended. In the event you detect any mistake or discrepancy you must contact VisaHQ.be immediately.

7. Shipping
VisaHQ.be uses Royal Mail for all its shipping needs unless instructed otherwise. VisaHQ.be uses standard envelopes and other standard packing materials provided by Royal Mail or another shipping company as instructed by a client. Sometimes documents get damaged or lost during shipping. VisaHQ.be is not responsible for any damage or loss that occurs while the product is in client's possession or in transit. VisaHQ.be strongly encourages its clients to use shipping services that provide real time tracking of packages in transit. VisaHQ.be is not responsible for any failures or mistakes by shipping companies to deliver, deliver on time, track, locate, and keep safe, any and all packages. VisaHQ.be cannot and does not warrant any claims or guarantees made by shipping companies as to the quality of service, timely delivery, availability of service, and other claims.

8. Annuleringsrechten en restitutiebeleid
In het België, als u een consument bent, heeft u mogelijk het wettelijke recht om een bestelling of contract over het algemeen te annuleren onder de Consumer Contracts Regulations tijdens de afkoelingsperiode van 14 werkdagen. Dit betekent dat gedurende de relevante periode als een consument van gedachten verandert of om welke reden dan ook besluit dat hij/zij niet verder wil gaan met een bestelling, hij/zij de leverancier van dat besluit kan informeren om de bestelling te annuleren en een terugbetaling te ontvangen. Een consument kan elke schriftelijke kennisgeving van annulering gebruiken aan VisaHQ.be.

Echter, vanwege de dringende aard van de bestellingen geplaatst bij VisaHQ.be, en om een veiligheidsmarge te hanteren om potentieel ernstige gevolgen bij vertragingen te voorkomen, begint VisaHQ.be met het verlenen van de diensten bij goedkeuring van betaling en/of ontvangst van de volledige documentatie, wat kan zijn vóór het verstrijken van de wettelijke afkoelingsperiode. De consument machtigt en aanvaardt dit uitdrukkelijk. Daarom kan de consument mogelijk niet profiteren van de volledige afkoelingsperiode voor bestellingen geplaatst bij VisaHQ.be en kan hij/zij aansprakelijk zijn voor een deel of alle kosten voor de verleende diensten door VisaHQ.be vóór ontvangst van de annuleringskennisgeving van de consument. Bovendien zijn visa items die zijn voorbereid volgens de specificaties van de consument en als zodanig is de afkoelingsperiode en het recht op annulering mogelijk niet van toepassing.

Als uw paspoort en andere ondersteunende documenten zijn ontvangen door VisaHQ.be en al zijn ingediend door VisaHQ.be voor verwerking op het moment van annulering, ontvangt u geen terugbetaling; echter, als de indiening niet heeft plaatsgevonden op het moment van annulering, ontvangt u een gedeeltelijke terugbetaling gelijk aan het verschil van eventuele betaalde kosten, retour verzendkosten, en een 25 verwerkingskosten plus VAT. Er worden geen terugbetalingen gegeven voor elektronische visa (e-visa's) naar Antigua Barbuda, Argentinië, Armenië, Australië, Azerbeidzjan, Bahrein, Brazilië, Cambodja, Canada, Chili, Cuba, Egypte, Ethiopië, Gabon, Guinee-Bissau, Hong Kong, India, Ivoorkust, Kenia, Kirgizië, Lesotho, Maleisië, Moldavië, Myanmar, Nigeria, Oman, Puerto Rico, Qatar, Rusland, Rwanda, Senegal, Singapore, Sri Lanka, Taiwan, Tadzjikistan, Turkije, Oeganda, Oekraïne, Verenigde Arabische Emiraten, Verenigde Staten, Amerikaanse Maagdeneilanden, Vietnam en Zimbabwe. Als u uw paspoort en andere ondersteunende documenten niet heeft verzonden en wilt annuleren, ontvangt u een gedeeltelijke terugbetaling als het gaat om toegang tot Albanië, Azerbeidzjan, Bangladesh, België, Brazilië, Canada, Centraal-Afrikaanse Republiek, Estland, Georgië, Duitsland, Ghana, Griekenland, IJsland, India, Indonesië, Ierland, Italië, Malta, Mauritanië, Nepal, Nieuw-Zeeland, Nigeria, Oman, Rusland, Saint Kitts Nevis, Zuid-Korea, Taiwan, Turkije, Oekraïne, Verenigd Koninkrijk, Oezbekistan en Vietnam (terugbetaling is gelijk aan het verschil van eventuele betaalde kosten en een 25 verwerkingskosten plus VAT) en een volledige terugbetaling als het gaat om toegang tot elk ander land.

U kunt annuleren door de Annuleren/Verwijderen functie in uw account te gebruiken wanneer u bent ingelogd of door onze servicedesk te bellen. Niettegenstaande het voorgaande kunnen alle terugbetalingen alleen worden verwerkt naar dezelfde gebruikte betaling. VisaHQ.be kan onder geen enkele omstandigheid terugbetalingen verwerken voor creditcardbetalingen ouder dan 3 maanden. In dergelijke gevallen kan VisaHQ.be een winkeltegoed uitgeven dat van toepassing is op toekomstige aanvragen die zijn ingediend via VisaHQ.be. Krediet kan niet worden toegepast op aanvragen die zijn ingediend via andere bureaus of aanvragen die rechtstreeks bij consulaten zijn ingediend.

Er wordt 50% van de servicekosten ingehouden bij annulering van consultatieopdrachten nadat de aanvragen zijn verwerkt. Er worden geen restituties verleend voor voltooide aanvragen.

9. Privacy
Please direct your attention to our Privacy Statement, by which you also agree to be bound when using this site. Privacy Statement is a part of this agreement.

10. Communications
By using this site and our services you give VisaHQ.be your express consent to contact you via email, messaging, or other electronic or non-electronic forms of communication for all purposes including distribution of marketing and promotional materials.

11. Security
By submitting registration and application forms, you certify that the information you provide is true and correct. You are responsible for maintaining the confidentiality of your User ID (login) and password. You are responsible for all uses of your User ID (login), whether or not authorized by you. You agree to notify us immediately of any unauthorized use of your User ID or password. Please refer to our Privacy Statement that governs submitted & distributed information.

12. Intellectual Property
This Web site, including but not limited to text, content, photographs, graphics, software applications, is protected as a collective work by copyrights, trademarks, service marks, international treaties and/or other proprietary rights and laws of the U.S. and other countries. All logos, images, Web site design, text, graphics, software, HTML code used to generate Web pages on VisaHQ.be, are the sole property of VisaHQ.be and cannot be copied, adapted, sketched, painted, or otherwise reproduced in any manner whatsoever without the prior written permission of VisaHQ.be. All other service marks, trademarks, names or logos, individual articles, columns and other elements are the property of their respective owners. VisaHQ.be is not responsible for other service marks, trademarks, names or logos, articles, columns, and other elements that may be copyrighted or may be the trademarks and/or service marks of their respective owners.

13. Copyrights and Trademarks compliance
VisaHQ.be takes all steps necessary to insure compliance with and honoring intellectual property rights of others. You hereby agree to hold VisaHQ.be free of any responsibility and liability arising from any actual or alleged intellectual rights infringement and agree to notify VisaHQ.be of any such actual or perceived infringement immediately upon discovery in writing. You also agree to allow VisaHQ.be enough time to investigate and respond to any such infringement or accusation before taking any legal action.

14. Indemnification
You shall indemnify, hold and save harmless, and defend at your own expense VisaHQ.be, its officers, directors, agents, and employees from and against all suits, claims, demands and liability of any nature or kind, including costs and expenses arising out of acts of violation of these Terms by you, your employees, agents, sub-contractors, or anyone using your computer/user ID. This requirement shall extend to claims or liabilities of any third parties arising out of the use of any patented or copyrighted information or for any other reason. You agree to pay any and all costs, damages and expenses, including, but not limited to, reasonable legal fees and costs awarded against or otherwise incurred by or in connection with or arising from any claim, suit and/or action or proceeding attributable to any such action.

15. Termination
You agree that VisaHQ.be shall have the right to terminate your ability to access this site at any time without notice and you that will not hold VisaHQ.be responsible or liable for any damages whatsoever. VisaHQ.be reserves the right to decline processing of documents for any reason, including but not limited to incomplete documentation, insufficient processing time, or unusual circumstances.

16. Claims period
You have one month after completion of work by VisaHQ.be from the date of delivery of the visa or initial order to inform VisaHQ.be of any claim related to our services. Once this deadline has passed, any rights for rectification or compensation shall expire.

17. Links
This web site contains links to third-party Web sites. These links are provided exclusively for information purposes and to assist in locating other Internet resources. We are not responsible for the content, accuracy of information, expressed opinions or statements, of any third-party sites linked to us or any links contained in a linked site.

18. Restrictions on Use
This site is intended for use by adult individuals over 18 years of age. It may not be used for any illegal purpose or in any manner inconsistent with these Terms & Conditions. You may not use this site for any reason other than its intended purpose. If you submit any information to our site, you agree not to post or transmit pyramid schemes or chain letters, a virus or any other harmful component, anything that violates the copyright or intellectual property rights of any person or entity, including but not limited to copyrights and trademarks, anything that is defamatory, abusive, libelous, unlawful, obscene, threatening, harassing, fraudulent, pornographic, harmful, or that could constitute or encourage conduct that would be considered a criminal offense, give rise to civil liability, or otherwise violate any law. YOU MAY NOT COPY, REPRODUCE, RECOMPILE, DECOMPILE, DISASSEMBLE, REVERSE ENGINEER, DISTRIBUTE, PUBLISH, DISPLAY, PERFORM, MODIFY, UPLOAD TO, CREATE DERIVATIVE WORKS FROM, RECIRCULATE, TRANSMIT OR IN ANY WAY EXPLOIT ANY PART OF THIS WEBSITE, IMAGES AND OTHER MATERIAL, OR OFFER ANY PART OF THE SERVICE FOR SALE, OR DISTRIBUTION WITHOUT THE PRIOR WRITTEN CONSENT OF VisaHQ.be.

19. Disclaimer
All the information on this web site is provided "as is" and without warranties, expressed or implied, as to the accuracy or completeness of the information, fitness for a particular use or purpose, including warranties of merchantability, title, non-infringement or otherwise. In no event shall VisaHQ.be be responsible for any damages or losses whatsoever, direct or indirect, incidental or consequential, special or punitive, arising from or relating to the use or inability to use this web site. VisaHQ.be hereby disclaims all warranties with regard to the hardware and software used to support this web site including all implied warranties, fitness for a particular purpose and incidental, special, direct or consequential damages. Accordingly, VisaHQ.be, its officers and employees, partners, affiliates, subsidiaries, successors and assigns, and its third-party agents shall not, directly or indirectly, be liable, in any way, to you or any other person for any inaccuracies or errors in or omissions from the services including, but not limited to delays, errors or interruptions in the transmission or delivery of services, products, or loss, or damage arising for any reason from non-performance. VisaHQ.be does not make any warranties or representations of any kind with respect to information, requirements, restrictions, quality, content, theme, style, and expressions provided directly or through any third party to this web site.

20. Entire Agreement
This agreement along with the Privacy Statement constitute the entire agreement between you and VisaHQ.be and supersedes any and all prior agreements, statements or representations regarding VisaHQ.be. Failure to enforce any provision of this Agreement shall not be construed as a waiver of such provision or of the right to enforce such provision. No waiver, amendment, or other modification made by you shall be valid or binding unless in writing and signed by both parties.