Terms & conditions

1. Identity of the Service Provider

Apex Racing Hub is a sim racing training center offering training sessions, coaching, development programs, events, and related services.

Registered office / address: Kempische Steenweg 293A / 06, 3500 Hasselt, Belgium
Company number: 1036.775.194
Email: race@apexracinghub.be
Phone: +32 (0)11 333 181
Website: www.apexracinghub.be

2. Scope and Acceptance

These Terms and Conditions apply to every reservation, purchase, or participation in services provided by Apex Racing Hub by a consumer.

By making a reservation, payment, participating in a service, or entering into a membership/program agreement, the customer confirms that they have read and accepted these Terms and Conditions.

Any deviation from these Terms and Conditions shall only be valid if confirmed in writing by Apex Racing Hub.

3. Services and Offerings

Apex Racing Hub provides services including sim racing sessions, coaching (individual and/or group), training programs, leagues, workshops, events, and rental of simulator time slots (with or without supervision).

Information provided on the website, social media, and brochures is indicative only. Apex Racing Hub reserves the right to modify content, schedules, or service arrangements where reasonably necessary (e.g., technical updates, safety requirements, planning, or occupancy).

Apex Racing Hub does not sell physical goods to consumers through these services unless expressly stated otherwise in a separate agreement.

4. Reservations, Accounts, and Accurate Information

Reservations may be made online, by email, by telephone, or on-site.

Customers are responsible for providing accurate information (name, email address, telephone number, age where relevant).

Apex Racing Hub reserves the right to refuse or cancel a reservation in cases of suspected abuse, fraud, aggressive behavior, safety risks, or repeated no-shows.

5. Prices

All prices are stated in euros and include VAT unless otherwise indicated.

Prices may be modified, but the price applicable at the time of reservation or purchase shall apply to that reservation or purchase.

Promotions cannot be combined unless explicitly stated otherwise.

6. Payment

Payment must be made using the available payment methods (e.g., Bancontact, credit card, bank transfer, or online payment provider).

Apex Racing Hub may require full or partial prepayment to confirm a reservation.

In the event of non-payment, Apex Racing Hub may deny access to the service and/or cancel the reservation.

7. Right of Withdrawal (Important – Services with a Specific Date/Time)

Consumers purchasing online generally have a statutory right of withdrawal of 14 days.

Please note that this right does not apply to leisure services provided on a specific date or during a specific period (such as booked sim racing sessions, events, or scheduled coaching sessions).

For memberships or packages without fixed dates, withdrawal is only possible if (i) no services have yet been provided and (ii) applicable law grants such a right. Once performance of the service has begun with the customer’s consent, the right of withdrawal may expire for the part already performed.

8. Cancellation, Rescheduling, and No-Shows

Cancellation or Rescheduling by the Customer

• More than 48 hours before the start: free cancellation or one-time rescheduling to an available slot.
• Between 24 and 48 hours before the start: 50% of the amount due.
• Less than 24 hours before the start: 100% of the amount due.

No-Show / Late Arrival

Failure to attend without notice: 100% of the amount due.

Late arrivals may result in a shortened session without any price reduction in order to respect scheduling and other customers.

Cancellation by Apex Racing Hub

Apex Racing Hub may cancel services in cases of force majeure, technical failure, safety concerns, or unforeseen circumstances. In such cases, customers may choose between:

• A new date; or
• A refund of the amount paid for the affected session.

No additional compensation shall be payable except where required by mandatory law.

9. House Rules, Conduct, and Safety

Customers must strictly follow instructions provided by staff and coaches.

The following are prohibited: aggression, intimidation, discrimination, sabotage, reckless conduct, intentional damage, or disturbing other customers.

Apex Racing Hub may deny access or terminate a session in the event of a violation of the house rules without refund.

Alcohol and drugs: participation may be refused where intoxication is suspected.

10. Health, Physical Condition, and Personal Responsibility

Sim racing may be physically demanding (posture, neck/back strain, stress, motion or VR effects).

Customers declare that they are medically fit to participate.

In case of doubt (medical conditions, heart problems, epilepsy, neck/back complaints, pregnancy, etc.), customers should seek medical advice beforehand and inform Apex Racing Hub.

Customers must stop immediately and notify staff if they experience pain, dizziness, or illness.

11. Minors

Minors may participate only under the conditions communicated by Apex Racing Hub (minimum age, height, supervision requirements).

A parent or legal guardian may be required to provide consent and remains responsible for the minor.

12. Use of Equipment and Damage

Customers must use simulator rigs, steering wheels, pedals, screens, and accessories carefully and according to instructions.

Intentional damage or damage caused by gross negligence may be recovered from the customer.

Normal wear and tear is included and shall not be charged to the customer.

13. Liability

Apex Racing Hub shall be liable for damage caused by its proven fault or the fault of its employees, within the limits of applicable mandatory law.

Apex Racing Hub shall not be liable for:

• Loss, theft, or damage of personal belongings (unless caused by proven fault);
• Indirect damages (including consequential loss, lost profits, or missed opportunities);
• Damage resulting from improper or reckless use contrary to instructions or house rules.

These provisions do not limit statutory consumer rights nor exclude liability that cannot legally be excluded.

14. Coaching – Best Efforts Obligation

Coaching and training services are provided on a best-efforts basis. Apex Racing Hub provides guidance and expertise but does not guarantee specific results (such as lap times, rankings, or competition outcomes).

Results depend on factors including commitment, experience, physical and mental condition, and practice frequency.

15. Intellectual Property and Use of Content

Methods, training materials, schedules, videos, branding, and content of Apex Racing Hub are protected by intellectual property rights.

Copying, distributing, or commercial use without prior written permission is prohibited.

16. Photos, Videos, and Publication Rights

Photos and videos may be taken during sessions or events for promotional and atmosphere-related purposes.

Apex Racing Hub will not publish identifiable close-up images of customers without consent, except in the context of group images or general event coverage where reasonably expected.

Customers who do not wish to appear in photos or videos should notify staff in advance or on-site. Apex Racing Hub will take this into account where reasonably possible.

Customers filming or photographing themselves must respect the privacy of others.

17. Personal Data (GDPR)

Apex Racing Hub processes personal data for reservations, customer management, invoicing, and service delivery.

Further information is available in the Privacy Policy on the website, including purposes, retention periods, rights, and contact details.

18. Force Majeure

Force majeure includes, among other things, fire, power outages, internet/server failures, illness of key personnel, government measures, strikes, extreme weather conditions, and technical failures beyond reasonable control.

In the event of force majeure, Apex Racing Hub may suspend or reschedule services without liability for compensation, while offering a new date or a refund for the unperformed service.

19. Complaints and Disputes

Complaints should first be submitted in writing to: info@apexracinghub.be, with a clear description of the issue.

We aim to resolve complaints reasonably and within a reasonable period.

These Terms and Conditions are governed by Belgian law. Any disputes shall be subject to the courts designated under applicable consumer protection rules.

20. Severability and Amendments

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Apex Racing Hub reserves the right to amend these Terms and Conditions. The version applicable at the time of reservation or purchase shall govern that transaction.