​​​1. Corporate Information

The website kotmatch.com is a service provided by Lais VZW, a non-profit organisation incorporated under Belgian law, with registered office/legal entity register number RPR 0794.733.767 (hereafter referred to as the "Organisation" or "Kotmatch"). The Organisation promotes international exchanges and mobility among students, assists them in their host country, and represents their interests.

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2. Purpose of the Platform

Kotmatch.com is a platform designed to match:

• Departing students heading abroad for an internship or Erasmus programme.

• Incoming international students coming to Belgium for a short-term stay.

Through the platform, departing students can list their student rooms during their absence. Incoming exchange students can subsequently book these available rooms for a semester or less.

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3. Definitions

• Departing Student / Tenant: The legal tenant of a student accommodation who wishes to sublease their accommodation for a short period to another student.

• Incoming Student / Subtenant / Candidate Subtenant / Candidate: The international student looking to rent the student accommodation for a short-term stay.

• Student / Students: Refers to both the Tenant and the Subtenant collectively.

 

4. Legal Compliance and Framework

Both the Tenant and the Subtenant agree to act in strict accordance with the Flemish Housing Rental Decree for student accommodations, entered into force on 1 January 2019 (Vlaams Woninghuurdecreet voor studentenhuurovereenkomsten van 1 januari 2019).  By using this website, both parties explicitly agree to comply with these Terms of Use and the Kotmatch Privacy Policy.

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5. Data Accuracy and Communication

• Accuracy: Students declare and warrant that all information provided to Kotmatch is accurate, complete, and correct. Students bear sole responsibility for the information they provide.

• Channels: Information is primarily collected through user uploads on the website (kotmatch.com) or via standard communication channels, including but not limited to email, mobile phone, and WhatsApp.

• Privacy: All information provided by students to Kotmatch is subject to our Privacy Policy. This data will strictly and solely be used for the purpose of facilitating a sublet match.

 

6. Fees and Financial Structure

Opening a personal account and posting a student room for sublease on Kotmatch.com is completely free of charge. No commissions are applied to the Tenant. The operational costs of Kotmatch  are included into the final rental price as published on the website and charged to the Subtenant.

 

7. Operational Articles

By using the platform, the Students explicitly agree to the operational procedures outlined in the following articles:

 

- Article 1: Personal Information

The Tenant and the Subtenant shall provide accurate and up-to-date personal profile information, including their full name, contact details, and addresses, by uploading this data to the website.
The Tenant must provide valid banking details for receiving rent payments, as well as the full name and contact details of their primary landlord.

 

- Article 2: Rental Information

Upon completing their Personal Information, the Tenant can create a listing to sublease their student room on the website. The Tenant may edit the listing and add, remove, or modify photos at any time.

 

- Article 3: Verifications

Listings will not be published immediately. Each post will first be reviewed and verified by Kotmatch before going live.
To clear this verification process, the Tenant is strictly required to upload a copy of their existing rental contract with their landlord. This contract serves as the sole proof for Kotmatch that the student is a legal tenant and is subject to legal verification.

 

- Article 4: Rent

The Tenant shall determine an all-inclusive monthly rent. This amount must include all utility consumption costs and any other potential expenses. No additional costs or hidden fees may be charged to the Subtenant separately or retrospectively.

 

- Article 5: Bank Account and Payments

The Tenant shall provide Kotmatch with a valid bank account number for rent transfers. Kotmatch will collect the monthly rent from the Subtenant and transfer it to the Tenant's designated bank account.
The Tenant remains solely responsible for continuing their regular rental payments to their primary landlord in accordance with their original lease agreement.

 

- Article 6: Security Deposit Waiver

The Tenant acknowledges and accepts that it is impractical to request a viable security deposit from an international Subtenant. The Tenant hereby waives all recourse against Kotmatch and against the Subtenant regarding a security deposit for the subleased residence.

In accordance with Belgian Civil Law, the original Tenant remains solely liable to the property owner (landlord) for the rented property and for the timely payment of the primary rent.

 

- Article 7: Final Booking Decision

The Tenant holds the absolute right of final refusal or approval for any candidate.
Kotmatch will first forward the booking details of a candidate Subtenant to the Tenant via email. The Tenant must then select either the "APPROVE" or "REFUSE" button. Once the booking details are approved by the Tenant, the sublease agreement is finalized, legally binding, and completely irreversible.

 

- Article 8: Practical Arrangements and Communication

The Tenant agrees to remain available and helpful for any questions raised by the Subtenant, including providing additional information or photos upon request.

The Tenant is responsible for coordinating practical arrangements regarding the room's inventory and equipment, as well as arranging key exchanges for both check-in and check-out.

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