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Basic Agreement Meetingselect - Andaz Vienna Am Belvedere
BY SUPPLIER & SALES SUPPORT
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BASIC AGREEMENT MEETINGSELECT - ANDAZ VIENNA AM BELVEDERE
1 of 1 document
Meetingselect BV
Stephan Baresel
Rijksweg 81a
1411 GE Naarden
Netherlands
Andaz Vienna Am Belvedere
Andaz Vienna Am Belvedere
Arsenalstraße 10
1100 Vienna
Austria
Naarden, Mar 22, 2022
Re: Cooperation Meetingselect
Dear Andaz Vienna,
Meetingselect is active in the Netherlands for 14 years already and we are the
booking partner for many corporate companies and governments. Meetingselect is
the fastest growing online booking platform for meetings and groups. You will
receive online requests for meetings and events and keep in direct contact with
the meeting planners. National and International companies have implemented
Meetingselect as their own online meeting management solution and thousands of
RFP’s are distributed through our channel. Our software is used in the
hospitality market and many leading International hotel chains and special
venues work with our online booking platform.
In the last years we have already requested and/or booked business for our
clients at your venue. We would like to extend our cooperation further for the
coming years and therefore we would like to make fixed agreements with your
venue.
We strive to further extend our cooperation with you as a venue (chain) and in
this way we would like to bring you more volume of business. In order to ensure
that the entire booking process runs smoothly for you as a venue and for us as
an intermediary, we want to set up a contract with you.
This means that we would like to ask you to indicate in our platform whether you
agree with our conditions in the 'terms & conditions' tab and the commission
percentages must be entered in the 'commission' tab. The other tabs do not have
to be filled in, these are for the prices. If you would like you may fill this
in as well. These rates will be shown in every proposal and will save time when
filling in proposals.
Important information:
* If your venue can agree to the Meetingselect conditions, your venue will
receive a higher ranking and you will become a preferred partner of
Meetingselect. This will be shown to our customers by means of a special
logo.
* Adjustments to the Terms and Conditions will be communicated to the venue in
writing. In case the venue does not object in writing within one month of
dispatch the new conditions will be applicable.
We are looking forward to a very constructive cooperation and in case you have
any further questions, please do not hesitate to contact us at
supplier@meetingselect.com.
Kind Regards, Team Supplier Sales
Anouk Roohé
Mar 22, 2022
PDF page break
MEETINGSELECT GENERAL TERMS & CONDITIONS
1.The venue agrees to respond to the RFP’s via
https://supplier.meetingselect.com within 24 hours. Quotations not entered in
the Meetingselect online booking platform will not be processed.
Optional: If the venue wants Meetingselect to submit your proposal into the
bookings platform a fee of €25,- excluding VAT will apply for meetings/groups
and €10 excluding VAT for an individual hotel room. This fee will be charged per
RFP. The above is also applicable for changes to an RFP. The amended proposal
needs to be send through the bookings platform.
2. The venue is responsible for the accuracy of the quotations submitted in the
booking platform. The rates and terms and conditions uploaded in the booking
platform of Meetingselect are binding and leading. Contracted rates and
conditions are applicable to the reservations. No rights can be derived from any
other conditions that are uploaded as attachments into the Meetingselect
platform. The venue indemnifies Meetingselect in respect of all third party
claims on account of incorrectness of the submitted proposals
3. The venue is responsible for a correct listing on Meetingselect.com at
https://supplier.meetingselect.com. The venue should add all information onto
Meetingselect and also ensure that this information is up to date at all times.
4. Individual hotel rooms are booked through GDS or the Meetingselect hotel
booking module. The rates offered may not exceed the Best Available Rates (BAR)
at the time of booking.
5. The venue offers the best available rates at all times, or offers the
contracted rates valid for specific clients of Meetingselect.
6. Meetingselect claims a commission of 10% on total actual costs for the net
hotel room rate (exluding breakfast), meeting rooms, meeting packages and 8% on
pre-booked F&B.
Exception:
For our customers where:
- no commission is applicable,
- has a rate cap on the commission,
- whether an exception for event requests and complex bookings applies,
you will be informed about the applicable commission or fee for each RFP
request.
It is not allowed to add the commission to the rates offered, it must be
included in the rates offered.The agreed commission applies to Meetingselect BV
and Hotelselect BV.
7. Meetingselect is not responsible for any dealings made with third parties
listed on www.meetingselect.com (including advertisers) or participation in
offers, promotions, including the delivery of and the payment for goods and /or
services and any other terms & conditions, warranties or representations
associated with such dealings, are solely between you and the advertiser or
other listed third party site. Meetingselect will not be held liable or
responsible for any part of activities undertaken, proposals, contracts,
business practices and / or negotiations.
8. The clients of Meetingselect are not liable for any breach of its obligations
under the signed agreement due to causes beyond the reasonable control of that
party, including but not limited to, volcanic eruptions, earthquakes, power
outages, war, armed conflict or terrorist attacks, epidemics, pandemics,
cyber-attacks, riots or civil unrest, or force majeure (each a "force majeure").
Both Meetingselect as well as the venue will use reasonable efforts to inform
the customer after identifying a case of force majeure knowledge.
9. If a meeting is cancelled or rescheduled and there are cancellation costs
involved, the agreed commission agreement is applicable on the cancellation
costs. This also applies if the venue is in direct contact with the booker.
Hyatt Regency will pay no commission over cancellation or no shows.
10. Pharma and Finance Compliancy: If a competitor of the client of
Meetingselect has a reservation in the same period, the venue must inform
Meetingselect accordingly. If Meetingselect is not informed and the customer is
forced to cancel the meeting, no cancellation fee will apply.
11. It is not permitted that the venue informs a booker or client that it is
better to contact the venue directly for any reason whatsoever. You received the
initial booking through Meetingselect and moreover it is often company policy to
book through Meetingselect. Any such remark will undermine this comment. The
first time the venue will break this policy you will receive a warning from
Meetingselect. If this occurs a second time Meetingselect will dissolve the
partnership with your venue.
12. In the event of an overbooking situation your venue agrees not to relocate
our groups to another venue. If this is inevitable the responsibility and costs
for the book-out is entirely for the venue
PDF page break
MEETINGSELECT PAYMENT CONDITIONS
1. For bookings made via Meetingselect, the venue is required to upload invoices
in our platform. Invoices that are not uploaded in our platform will not be
processed.
For bookings for individual hotel rooms made through GDS, we would like to
receive the invoice per email via administratie@hotelselect.com.
2. Payment is made via Meetingselect by invoice or a virtual credit card. This
information can be found in the request. For hotel rooms booked through GDS you
will receive an email from Hotelselect with more information about the payment.
In the case the venue cannot process a credit card, Meetingselect can debit the
credit card on behalf of the venue. Additional credit card charges or merchant
fees are for the account of the venue.
3. Meetingselect and or clients of Meetingselect will not accept any
prepayments. All invoices will be settled after the meeting.
The following paymant conditions apply:
-Bookings with revenue from 0 to 5K = No Deposit
-Bookings with revenue from 5K to 10K = 50% Deposit
-Bookings with revenue from 10K to 20K = 75% Deposit
-Bookings 20K and above = 80/85% Deposit
4. The invoice will be uploaded in accordance with the agreed timelines and will
also contain the relevant supporting documentation reasonably requested by
Meetingselect. The Supplier does not invoice any costs to Meetingselect and the
customer is not obliged to pay any costs that have not been correctly invoiced
and uploaded within six months of the end of the period to which the costs
relate.
5. The venue is obliged to divide the VAT on the invoice into deductible and
non-reimbursable VAT.
6. The payment term is 45 days, unless otherwise contracted at a
customer-specific level and provided that the customer has paid us the invoice
and your invoice has been uploaded in our platform.
7. The payment for the commission is 45 days, unless other client-specific
contracted agreements are made. If the agreed commission amount is not paid to
Meetingselect within 45 days we will send you a written reminder. If we do not
receive the full outstanding balance within the deadline set by us, we will
transfer the debt to a collection agency. The collection costs arising
therefrom, will be recovered from you. The venue commits to pay the commission
invoices sent to the venue by Meetingselect per commission invoice. It is not
allowed to bundle the commission amounts and to transfer multiple invoices at
once.
PDF page break
Commission will be paid to Meetingselect whenever the invoice is fully paid.
Otherwise it cannot be processed in our Hyatt system.
OTHER PROVISIONS
Health & Safety Your property has:
1. Relevant building certificates, safety and health certificates, which include
a fully functional (and adequately maintained) fire, evacuation and safety
system that complies with local regulations or legislation.
2. Assesses the risks annually by means of an HSSE risk inventory (or similar)
that is updated at least once a year.
3. Documented plans and adequate resources to mitigate HSSE risks, including;
(food) hygiene, pest control, safety, disaster management, crisis management and
evacuation.
Green Key label / Corporate Social Responsibility
If your venue has a Green Key or Social Character (eg. PCO), you can indicate
this in your profile. This makes you visible to our customers as a sustainable
venue and you will appear in the search results with a specific sustainability
filter.
Changes
Changes to the terms and conditions will be communicated to the venue in
writing, accompanied by a copy of the new applicable provisions. In the event
that the venue does not object in writing to the applicability to the current
agreement(s) within one month of being sent, the new provisions will govern the
current agreement(s).
The following Privacy Statement applies to this agreement;
https://www.meetingselect.com/en/Privacy-Policy
The Netherlands ICT Conditions 2014 apply to all our offers and agreements.
These conditions can be found here:
https://www.meetingselect.com/nl-nl/general-conditions The agreement is for an
indefinite period of time and valid after signing. If the venue wants to
terminate the agreement, the venue should inform Meetingselect in writing.
Meetingselect has a notice period of 2 months.
The following attachments are an integral part of this Agreement:
· NDA
· PROCESSING AGREEMENT
· CANCELLATION CONDITIONS PREFERRED PARTNER PROGRAM MEETINGSELECT
We kindly ask you to return a signed copy of this agreement.
Andaz Vienna Am Belvedere
Andaz Vienna Am Belvedere
Meetingselect BV
Signature
Select date
Anouk Roohé
Mar 22, 2022
PDF page break
Groups up to 25 people:
More than 28 calendar days before arrival
100% of the booking value can be cancelled free of charge.
27 - 14 calendar days before arrival
75% of the booked room rental, meeting packages, f&b and hotel accommodation can
be cancelled free of charge.
13 - 7 calendar days before arrival
50% of the booked room rental, meeting packages, f&b and hotel accommodation can
be cancelled free of charge
6 calendar days - 24 hours before arrival
25% of the booked room rental, meeting packages, f&b and hotel accommodation can
be cancelled free of charge
On the day of arrival
10% of the participants can be cancelled free of charge.
Full Cancellation policy for 26-50 people and from 51 and above
The cancellation policy below applies in the event that a group reservation is
cancelled completely unless it has been explicitly staded otherwise agreed in
writing.
1. In case of cancellation more than 6 months before the time when the first
guest arrives under the terms of the contract, hereinafter called "the
Commencement date", the client is obligated to pay a 25% of the turnover
guarantee (non-refundble, good faith deposit) to the Hotel.
2. In case of cancellation between 6-3 months before the Commencement date, the
client is obligated to pay a 50% of the turnover guarantee to the Hotel.
3. In case of cancellation between 3-2 months before the Commencement date, the
client is obligated to pay a 70% of the turnover guarantee to the Hotel.
4. In case of cancellation between 2-1 months before the Commencement date, the
client is obligated to pay a 90% of the turnover guarantee to the Hotel.
5. In case of cancellation less than 1 month before the Commencement date, the
client is obligated to pay a 100% of the turnover guarantee to the Hotel.
Attriotion Policy
A Significant reduction (= more than 35% charge in number of rooms, compared to
the original request) of blocked rooms and/or other Event services might lead by
cancellation by the Hotel.
In case of reduction of group accomidation and/or other contracted event
services, the following allowence scale shall apply:
1. In case of a reduction more than 6 months before the Commencedent date, the
client is allowed to reduce up to a maximum of 30% of the total number of
rooms or number of guest or participants, free of charge. Reduction is only
free when Turnover Guarentee is still met after the reduction.
2. In case of a reduction between 6 and 3 months before the Commencedent date,
the client is allowed to reduce up to a maximum of 25% of the total number
of rooms or number of guest or participants, free of charge. Reduction is
only free when Turnover Guarentee is still met after the reduction.
3. In case of a reduction between 89 days and 60 days before the Commencedent
date, the client is allowed to reduce up to a maximum of 20% of the total
number of rooms or number of guest or participants, free of charge.
Reduction is only free when Turnover Guarentee is still met after the
reduction.
4. In case of a reduction between 59 days and 30 days before the Commencedent
date, the client is allowed to reduce up to a maximum of 15% of the total
number of rooms or number of guest or participants, free of charge.
Reduction is only free when Turnover Guarentee is still met after the
reduction.
5. In case of a reduction between 29 days and 14 days before the Commencedent
date, the client is allowed to reduce up to a maximum of 10% of the total
number of rooms or number of guest or participants, free of charge.
Reduction is only free when Turnover Guarentee is still met after the
reduction.
6. In case of a reduction between 13 days and 7 days before the Commencedent
date, the client is allowed to reduce up to a maximum of 5% of the total
number of rooms or number of guest or participants, free of charge.
Reduction is only free when Turnover Guarentee is still met after the
reduction.
7. Less than 6 days before the Commencement date, no further reductions are
allowed.
PDF page break
MUTUAL NON-DISCLOSURE AGREEMENT
This Mutual Non-Disclosure Agreement is made and entered as from the 22/3/2022,
by and between Meetingselect BV, Rijksweg 81A, 1411 GE Naarden, The Netherlands
(“Meetingselect”), and Andaz Vienna Am Belvedere Arsenalstraße 10 1100 Vienna
Austria under the following terms and conditions:
1. NATURE AND PURPOSE
The parties to this Agreement may engage in discussions or other communications
regarding certain potential business arrangements and/or contractual
relationships which may involve the disclosure of financial, proprietary,
competitively sensitive, and/or market sensitive information, and/or contain
trade secrets. The purpose of this Agreement is to define the parties’ rights
and obligations with respect to such information. This Agreement does not
obligate either party to disclose any information to the other or to enter into
any other agreement or arrangement, nor shall it be construed as granting any
rights by license or otherwise in any such information including, but not
limited to, software or inventions of either party. Notwithstanding the
disclosure of any such information, each party shall retain title and all
intellectual property and proprietary rights in its disclosed information.
Either party may by written notice to the other party terminate this Agreement
at any time; provided, however, that the parties’ obligations under this
Agreement shall survive the termination or expiration of this Agreement
regardless of the manner of such termination.
2. CONFIDENTIAL INFORMATION
Each party (the “Discloser”), may at its option, make available to the other
party (the “Recipient”) confidential information including, without limitation,
financial, proprietary, competitively sensitive, and market sensitive
information, as well as trade secrets, know-how, source code, design documents,
present and future technology, product development plans, price lists, marketing
and any other information that is deemed by the Discloser as confidential
(collectively, “Confidential Information”). As used in this Agreement,
Confidential Information shall include only that data furnished, disclosed, or
transmitted to the Recipient, whether disclosed orally or in writing, which is
clearly identified by the Discloser as being confidential. Written information
shall include a legend such as “Confidential”, “Proprietary” or the like. Oral
disclosures deemed confidential by Discloser shall be followed up in a writing,
with a non-confidential description of the Confidential Information disclosed
and the date on which it took place, within thirty (30) days of the disclosure.
Confidential Information shall not include any information which (a) is
contained in a printed publication prior to the date of this Agreement; (b) is
or becomes publicly known through no wrongful act or failure to act on the part
of the Recipient; (c) is known or becomes known by the Recipient without any
proprietary restrictions from a source other than the Discloser; (d) is
independently developed by the Recipient without reference to the Confidential
Information disclosed by the Discloser; or (e) is required to be disclosed by
the Recipient to comply with applicable laws or regulations, or judicial or
governmental order, provided that the Recipient provides ten (10) days prior
written notice of such disclosure to the Discloser to afford the Discloser the
opportunity to seek a protective order relating to such disclosure.
3. DEGREE OF CARE
The Recipient agrees to receive and maintain Confidential Information in the
strictest confidence and to safeguard the Confidential Information with the same
degree of care as is used by the Recipient to protect its own confidential
information, but in no event less than reasonable care. The Recipient agrees
further not to use Confidential Information received from the Discloser for its
own benefit or for a purpose other than as expressly set forth in this
Agreement; or to disclose such information to third parties without the written
consent of an authorized representative of the Discloser.
4. DISCLOSURE TO EMPLOYEES
The Recipient further agrees to disclose the Confidential Information only to
its directors, officers, employees, representatives, consultants, and agents who
have a need to have access to and knowledge of the Confidential Information
solely for the purposes authorized hereunder and who have executed a
Non-disclosure Agreement with the Receiving Party that contains terms and
conditions that are no less restrictive than those herein.
5. LEGAL ACTION REQUIRING DISCLOSURE
Should the Recipient be faced with legal action to disclose Confidential
Information received hereunder, the Recipient shall immediately notify the
Discloser, and upon the request of the latter, shall cooperate with the
Discloser in contesting such a disclosure. Except in connection with a failure
to discharge responsibilities set forth in the preceding sentence, neither party
shall be liable for any disclosures pursuant to judicial action or government
regulations or for inadvertent disclosure where the appropriate degree of care
has been exercised, provided that upon discovery of such inadvertent disclosure
or use, it shall notify the Discloser and take all reasonable steps to prevent
any further inadvertent disclosure or use.
6. RETURN OR DESTRUCTION OF CONFIDENTIAL INFORMATION
The Recipient shall not make any additional copies of the Confidential
Information without the prior written consent of the Discloser. The Recipient
agrees that it will immediately cease use of and, within ten (10) days after
written request by the Discloser, return or, at the Discloser’s sole discretion
destroy, all documents and tangible materials in its possession which contain
any Confidential Information disclosed to the Recipient by the Discloser. Upon
request of the Discloser, the Recipient shall certify in writing that the
Recipient has complied with the obligations set forth in this paragraph.
7. LIMITATION ON USE
The Recipient shall use such Confidential Information only in connection with
the evaluation and/or furtherance of a potential business relationship between
the parties, and the Recipient shall make no other use or disclosure, in whole
or in part, of any Confidential Information. However, nothing in this Agreement
shall restrict the Discloser from using, disclosing, or disseminating its own
Confidential Information in any way.
8. TERM
This Agreement shall continue for a period of two (2) years from the effective
date set forth above. The obligations imposed by this Agreement shall expire
two (2) years from the date of last disclosure under this Agreement.
9. INJUNCTIVE RELIEF
Each party acknowledges that unauthorized disclosure or use of Confidential
Information provided by the Discloser may cause substantial harm and damage to
the business of the Discloser which may be difficult to as certain and which may
not be adequately compensated in damages at law. Therefore, the Recipient
agrees that, in addition to all other remedies provided at law or in equity, the
Discloser shall be entitled to seek injunctive relief hereunder.
10. VALIDITY
In the event of the invalidity or unenforceability of any provision of this
Agreement under applicable law, the parties agree that such invalidity or
unenforceability shall not affect the validity or enforceability of the
remaining portions of this Agreement.
11. ASSIGNMENT
Neither this Agreement nor any right hereunder, shall be assignable by either
party without the prior written consent of the other party, and any purported
assignment without such consent shall be void.
12. EXPORT COMPLIANCE
Neither party shall export, directly or indirectly, any technical data acquired
from the other party pursuant to this Agreement or any product utilizing any
such data to any country for which the European Union rules or the U.S.
government or any agency thereof at the time of export requires an export
license or other governmental approval without first obtaining such license or
approval.
13. DISCLAIMER OF WARRANTIES
CONFIDENTIAL INFORMATION IS PROVIDED “AS IS” WITH ALL FAULTS. IN NO EVENT SHALL
THE DISCLOSER BE LIABLE FOR THE ACCURACY OR COMPLETENESS OF THE CONFIDENTIAL
INFORMATION. None of the Confidential Information disclosed by the parties
constitutes any representation, warranty, assurance, guarantee or inducement by
either party to the other with respect to the infringement of trademarks,
patents, copyrights or any right of third persons.
14. MISCELLANEOUS
This Agreement shall be binding upon and inure to the benefit of the parties’
successors in interest. This Agreement constitutes the entire agreement between
the parties with respect to the subject matter hereof, and shall supersede all
previous or contemporaneous communications, representations, understandings, and
agreements, either oral or written, between the parties or any officials or
representatives thereof. This Agreement may not be changed or modified except
by a written agreement signed by the parties hereto or by their successors in
interest. This Agreement shall be construed and enforced in accordance with the
laws of The Netherlands, without regard to its conflict of laws principles. The
courts of Amsterdam, The Netherlands, have exclusive jurisdiction to settle any
dispute arising from or connected with this Agreement, including a dispute
regarding the existence, validity, or termination of this Agreement or the
consequences of its nullity.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date
first written above.
Andaz Vienna Am Belvedere
Signature:
Name:
Andaz Vienna Am Belvedere
Title:
Signature
MEETINGSELECT BV
Martin Bergonje
CEO
PDF page break
PDF page break
Data Processing Agreement with Meetingselect BV
PARTIES:
A (Responsible)
NAME: MEETINGSELECT B.V.
CONTACT PERSON: MARTIN BERGONJE
Contact details: M.bergonje@meetingselect.com
+31 (0)35 678 1183
B (Processor)
Andaz Vienna Am Belvedere
Andaz Vienna Am Belvedere
vienna@andaz.com
+43 1 20577441234
GENERAL DESCRIPTION:
PARTY A, AS THE CONTROLLER, HAS PERSONAL DATA AND SHARES IT WITH THE PROCESSOR.
THE SUBJECT OF THE PROCESSING IS THE MEETINGSELECT BOOKING SOFTWARE.
THE PURPOSE OF THE PROCESSING IS TO MAKE RESERVATIONS FOR MEETINGS.
THE CATEGORIES OF DATA SUBJECTS (THE GROUPS OF PEOPLE TO WHOM THE PERSONAL DATA
RELATES) ARE:
(1) PERSONS FOR WHOM THE BOOKING IS MADE; AND
(2) EMPLOYEES OF CONTROLLER WHO MAKE THE BOOKING.
THE TYPE OF PERSONAL DATA SHARED:
(1) FIRST NAME, LAST NAME, EMPLOYER, TELEPHONE NUMBER, EMAIL ADDRESS, OTHER
PERSONAL DATA STATED IN THE FREE ENTRY FIELD.
(2) ACCOUNT DATA (AT LEAST FIRST NAME, LAST NAME, USERNAME, GENDER, EMAIL
ADDRESS, TELEPHONE NUMBER), USAGE DATA (AT LEAST LOGIN MOMENTS, ACTIONS
PERFORMED WITH ACCOUNT, IP ADDRESS) AND DEVICE DATA (AT LEAST BROWSER TYPE, MAC
ADDRESS)
PROCESSING STARTS ON22/3/2022 AND CONTINUES AS LONG AS THE MAIN AGREEMENT (OR AN
EXTENSION THEREOF) APPLIES.
AGREED POINTS:
BOTH PARTIES ARE AWARE OF THE GENERAL DATA PROTECTION REGULATION AND WILL MAKE
JOINT EFFORTS TO COMPLY WITH ALL LEGAL REQUIREMENTS. PROCESSOR WILL IN ANY CASE
ADHERE TO THE FOLLOWING POINTS:
1. THE PROCESSING TAKES PLACE EXCLUSIVELY ON THE BASIS OF THE WRITTEN
INSTRUCTIONS OF THE CONTROLLER.
2. PROCESSOR MAY NOT USE THE PERSONAL DATA FOR ITS OWN PURPOSES.
3. PERSONS EMPLOYED BY OR WORKING FOR THE PROCESSOR WHO COME INTO CONTACT WITH
THE RELEVANT DATA HAVE A DUTY OF CONFIDENTIALITY.
4. PROCESSOR TAKES APPROPRIATE TECHNICAL AND ORGANIZATIONAL MEASURES SO THAT THE
PROCESSING MEETS THE REQUIREMENTS OF THE GDPR AND THE PROTECTION OF THE RIGHTS
OF THE DATA SUBJECTS ARE GUARANTEED. (SEE NEXT SECTION)
5. PROCESSOR DOES NOT ENGAGE SUB-PROCESSOR(S) WITHOUT PRIOR WRITTEN PERMISSION
FROM/OR AGREEMENT WITH CONTROLLER.
6. THE PROCESSOR LAYS DOWN THE SAME OBLIGATIONS TO A SUB-PROCESSOR IN A
SUB-PROCESSOR AGREEMENT AS IN THIS AGREEMENT.
7. IN THE EVENT OF NON-COMPLIANCE WITH THE SUB-PROCESSOR'S OBLIGATIONS, THE
PROCESSOR IS STILL LIABLE FOR THE FULFILLMENT OF OBLIGATIONS TO THE CONTROLLER.
8. PROCESSOR HELPS TO COMPLY WITH THE CONTROLLER'S OBLIGATIONS WHEN DATA
SUBJECTS EXERCISE THEIR PRIVACY RIGHTS (SUCH AS THE RIGHT OF ACCESS, CORRECTION,
OBLIVION AND DATA PORTABILITY). PROCESSOR DOES NOT CHARGE MORE THAN REASONABLE
COSTS FOR THIS (MAX. € 100 PER HOUR FOR DIRECT HOURS ONLY)
9. PROCESSOR HELPS TO COMPLY WITH THE OBLIGATIONS REGARDING THE OBLIGATION TO
REPORT DATA LEAKS. THIS MEANS THAT THE PROCESSOR IMMEDIATELY REPORTS POSSIBLE
DATA LEAKS TO THE CONTROLLER AND COOPERATES WITH THE INVESTIGATION/ANALYSIS.
PROCESSOR DOES NOT HAVE TO REPORT TO THE AP (PERSONAL DATA AUTHORITY), THE
CONTROLLER DOES THIS. PROCESSOR DOES NOT CHARGE ANY COSTS FOR HANDLING POSSIBLE
DATA LEAKS THAT OCCUR AT PROCESSOR.
10. PROCESSOR HELPS TO COMPLY WITH THE OBLIGATIONS REGARDING DATA PROTECTION
IMPACT ASSESSMENTS (DPIAS). THE PROCESSOR WILL NOT CHARGE MORE THAN REASONABLE
COSTS FOR THIS (MAX. € 100 PER HOUR FOR DIRECT HOURS ONLY).
11. PROCESSOR COOPERATES IN AUDITS BY CONTROLLER OR A THIRD PARTY ENGAGED BY
CONTROLLER. PROCESSOR MAKES ALL RELEVANT INFORMATION AVAILABLE TO CHECK WHETHER
PROCESSOR COMPLIES WITH THE OBLIGATIONS REFERRED TO IN THIS AGREEMENT
12. AFTER THE PROCESSING SERVICES HAVE ENDED, THE PROCESSOR WILL DELETE THE DATA
(OR RETURN IT TO THE CONTROLLER), UNLESS IT IS LEGALLY OBLIGED TO KEEP IT. THIS
WILL HAPPEN AS SOON AS POSSIBLE BUT IN ANY CASE WITHIN FOUR WEEKS AFTER THE END
OF THE PROCESSING SERVICES.
13. PROCESSOR MAY NOT PROCESS THE DATA OUTSIDE ORGANIZATIONS/COUNTRIES THAT
OFFER AT LEAST AS MANY GUARANTEES AS THE EUROPEAN UNION, UNLESS OTHERWISE AGREED
IN WRITING.
Overview of security measures
PROCESSOR WILL APPLY AT LEAST THE FOLLOWING MEASURES:
- A SECURITY VERIFIED CERTIFIED INFORMATION SECURITY MANAGEMENT SYSTEM (ISMS)
WITH ANNUAL REVIEW;
- A PERMANENT INFORMATION SECURITY TEAM;
- PHYSICAL SECURITY OF THE PREMISES AND SERVERS;
- USE OF HTTPS;
- ENCRYPTION OF PERSONAL DATA;
- INCIDENT PROCEDURES;
- A CONFIDENTIALITY AGREEMENT FOR EMPLOYEES.
SIGNATURE
PROVIDED THAT THE CONTENT HAS NOT BEEN CHANGED BY THE CONTROLLER, THIS
PROCESSING AGREEMENT WILL COME INTO EFFECT AS SOON AS IT IS PROVIDED WITH A DATE
AND THE NAME, POSITION AND SIGNATURE OF A PERSON AUTHORIZED TO SIGN WITHIN YOUR
ORGANIZATION.
Name:
Date:
City:
Signature:
Select date
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Documents: 1
Basic Agreement Meetingselect - Andaz Vienna Am Belvedere
8 PAGES
1
Meetingselect BV
Stephan Baresel
Rijksweg 81a
1411 GE Naarden
Netherlands
Andaz Vienna Am Belvedere
Andaz Vienna Am Belvedere
Arsenalstraße 10
1100 Vienna
Austria
Naarden, Mar 22, 2022
Re: Cooperation Meetingselect
Dear Andaz Vienna,
Meetingselect is active in the Netherlands for 14 years already and we are the
booking partner for many corporate companies and governments. Meetingselect is
the fastest growing online booking platform for meetings and groups. You will
receive online requests for meetings and events and keep in direct contact with
the meeting planners. National and International companies have implemented
Meetingselect as their own online meeting management solution and thousands of
RFP’s are distributed through our channel. Our software is used in the
hospitality market and many leading International hotel chains and special
venues work with our online booking platform.
In the last years we have already requested and/or booked business for our
clients at your venue. We would like to extend our cooperation further for the
coming years and therefore we would like to make fixed agreements with your
venue.
We strive to further extend our cooperation with you as a venue (chain) and in
this way we would like to bring you more volume of business. In order to ensure
that the entire booking process runs smoothly for you as a venue and for us as
an intermediary, we want to set up a contract with you.
This means that we would like to ask you to indicate in our platform whether you
agree with our conditions in the 'terms & conditions' tab and the commission
percentages must be entered in the 'commission' tab. The other tabs do not have
to be filled in, these are for the prices. If you would like you may fill this
in as well. These rates will be shown in every proposal and will save time when
filling in proposals.
Important information:
* If your venue can agree to the Meetingselect conditions, your venue will
receive a higher ranking and you will become a preferred partner of
Meetingselect. This will be shown to our customers by means of a special
logo.
* Adjustments to the Terms and Conditions will be communicated to the venue in
writing. In case the venue does not object in writing within one month of
dispatch the new conditions will be applicable.
We are looking forward to a very constructive cooperation and in case you have
any further questions, please do not hesitate to contact us at
supplier@meetingselect.com.
Kind Regards, Team Supplier Sales
Anouk Roohé
Mar 22, 2022
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MEETINGSELECT GENERAL TERMS & CONDITIONS
1.The venue agrees to respond to the RFP’s via
https://supplier.meetingselect.com within 24 hours. Quotations not entered in
the Meetingselect online booking platform will not be processed.
Optional: If the venue wants Meetingselect to submit your proposal into the
bookings platform a fee of €25,- excluding VAT will apply for meetings/groups
and €10 excluding VAT for an individual hotel room. This fee will be charged per
RFP. The above is also applicable for changes to an RFP. The amended proposal
needs to be send through the bookings platform.
2. The venue is responsible for the accuracy of the quotations submitted in the
booking platform. The rates and terms and conditions uploaded in the booking
platform of Meetingselect are binding and leading. Contracted rates and
conditions are applicable to the reservations. No rights can be derived from any
other conditions that are uploaded as attachments into the Meetingselect
platform. The venue indemnifies Meetingselect in respect of all third party
claims on account of incorrectness of the submitted proposals
3. The venue is responsible for a correct listing on Meetingselect.com at
https://supplier.meetingselect.com. The venue should add all information onto
Meetingselect and also ensure that this information is up to date at all times.
4. Individual hotel rooms are booked through GDS or the Meetingselect hotel
booking module. The rates offered may not exceed the Best Available Rates (BAR)
at the time of booking.
5. The venue offers the best available rates at all times, or offers the
contracted rates valid for specific clients of Meetingselect.
6. Meetingselect claims a commission of 10% on total actual costs for the net
hotel room rate (exluding breakfast), meeting rooms, meeting packages and 8% on
pre-booked F&B.
Exception:
For our customers where:
- no commission is applicable,
- has a rate cap on the commission,
- whether an exception for event requests and complex bookings applies,
you will be informed about the applicable commission or fee for each RFP
request.
It is not allowed to add the commission to the rates offered, it must be
included in the rates offered.The agreed commission applies to Meetingselect BV
and Hotelselect BV.
7. Meetingselect is not responsible for any dealings made with third parties
listed on www.meetingselect.com (including advertisers) or participation in
offers, promotions, including the delivery of and the payment for goods and /or
services and any other terms & conditions, warranties or representations
associated with such dealings, are solely between you and the advertiser or
other listed third party site. Meetingselect will not be held liable or
responsible for any part of activities undertaken, proposals, contracts,
business practices and / or negotiations.
8. The clients of Meetingselect are not liable for any breach of its obligations
under the signed agreement due to causes beyond the reasonable control of that
party, including but not limited to, volcanic eruptions, earthquakes, power
outages, war, armed conflict or terrorist attacks, epidemics, pandemics,
cyber-attacks, riots or civil unrest, or force majeure (each a "force majeure").
Both Meetingselect as well as the venue will use reasonable efforts to inform
the customer after identifying a case of force majeure knowledge.
9. If a meeting is cancelled or rescheduled and there are cancellation costs
involved, the agreed commission agreement is applicable on the cancellation
costs. This also applies if the venue is in direct contact with the booker.
Hyatt Regency will pay no commission over cancellation or no shows.
10. Pharma and Finance Compliancy: If a competitor of the client of
Meetingselect has a reservation in the same period, the venue must inform
Meetingselect accordingly. If Meetingselect is not informed and the customer is
forced to cancel the meeting, no cancellation fee will apply.
11. It is not permitted that the venue informs a booker or client that it is
better to contact the venue directly for any reason whatsoever. You received the
initial booking through Meetingselect and moreover it is often company policy to
book through Meetingselect. Any such remark will undermine this comment. The
first time the venue will break this policy you will receive a warning from
Meetingselect. If this occurs a second time Meetingselect will dissolve the
partnership with your venue.
12. In the event of an overbooking situation your venue agrees not to relocate
our groups to another venue. If this is inevitable the responsibility and costs
for the book-out is entirely for the venue
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MEETINGSELECT PAYMENT CONDITIONS
1. For bookings made via Meetingselect, the venue is required to upload invoices
in our platform. Invoices that are not uploaded in our platform will not be
processed.
For bookings for individual hotel rooms made through GDS, we would like to
receive the invoice per email via administratie@hotelselect.com.
2. Payment is made via Meetingselect by invoice or a virtual credit card. This
information can be found in the request. For hotel rooms booked through GDS you
will receive an email from Hotelselect with more information about the payment.
In the case the venue cannot process a credit card, Meetingselect can debit the
credit card on behalf of the venue. Additional credit card charges or merchant
fees are for the account of the venue.
3. Meetingselect and or clients of Meetingselect will not accept any
prepayments. All invoices will be settled after the meeting.
The following paymant conditions apply:
-Bookings with revenue from 0 to 5K = No Deposit
-Bookings with revenue from 5K to 10K = 50% Deposit
-Bookings with revenue from 10K to 20K = 75% Deposit
-Bookings 20K and above = 80/85% Deposit
4. The invoice will be uploaded in accordance with the agreed timelines and will
also contain the relevant supporting documentation reasonably requested by
Meetingselect. The Supplier does not invoice any costs to Meetingselect and the
customer is not obliged to pay any costs that have not been correctly invoiced
and uploaded within six months of the end of the period to which the costs
relate.
5. The venue is obliged to divide the VAT on the invoice into deductible and
non-reimbursable VAT.
6. The payment term is 45 days, unless otherwise contracted at a
customer-specific level and provided that the customer has paid us the invoice
and your invoice has been uploaded in our platform.
7. The payment for the commission is 45 days, unless other client-specific
contracted agreements are made. If the agreed commission amount is not paid to
Meetingselect within 45 days we will send you a written reminder. If we do not
receive the full outstanding balance within the deadline set by us, we will
transfer the debt to a collection agency. The collection costs arising
therefrom, will be recovered from you. The venue commits to pay the commission
invoices sent to the venue by Meetingselect per commission invoice. It is not
allowed to bundle the commission amounts and to transfer multiple invoices at
once.
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Commission will be paid to Meetingselect whenever the invoice is fully paid.
Otherwise it cannot be processed in our Hyatt system.
5
OTHER PROVISIONS
Health & Safety Your property has:
1. Relevant building certificates, safety and health certificates, which include
a fully functional (and adequately maintained) fire, evacuation and safety
system that complies with local regulations or legislation.
2. Assesses the risks annually by means of an HSSE risk inventory (or similar)
that is updated at least once a year.
3. Documented plans and adequate resources to mitigate HSSE risks, including;
(food) hygiene, pest control, safety, disaster management, crisis management and
evacuation.
Green Key label / Corporate Social Responsibility
If your venue has a Green Key or Social Character (eg. PCO), you can indicate
this in your profile. This makes you visible to our customers as a sustainable
venue and you will appear in the search results with a specific sustainability
filter.
Changes
Changes to the terms and conditions will be communicated to the venue in
writing, accompanied by a copy of the new applicable provisions. In the event
that the venue does not object in writing to the applicability to the current
agreement(s) within one month of being sent, the new provisions will govern the
current agreement(s).
The following Privacy Statement applies to this agreement;
https://www.meetingselect.com/en/Privacy-Policy
The Netherlands ICT Conditions 2014 apply to all our offers and agreements.
These conditions can be found here:
https://www.meetingselect.com/nl-nl/general-conditions The agreement is for an
indefinite period of time and valid after signing. If the venue wants to
terminate the agreement, the venue should inform Meetingselect in writing.
Meetingselect has a notice period of 2 months.
The following attachments are an integral part of this Agreement:
· NDA
· PROCESSING AGREEMENT
· CANCELLATION CONDITIONS PREFERRED PARTNER PROGRAM MEETINGSELECT
We kindly ask you to return a signed copy of this agreement.
Andaz Vienna Am Belvedere
Andaz Vienna Am Belvedere
Meetingselect BV
Signature
Select date
Anouk Roohé
Mar 22, 2022
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