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Terms

This text is a draft that our lawyer is still checking. The final version will be published here before launch.

Last updated: 27 October 2026

These general terms and conditions apply to every use of Kot360: the website, the marketplace, the landlord pages and the Kot360 app. Part A applies to everyone, part B to students and guests, part C to landlords and their team members. By using Kot360 or creating an account you accept these terms.

A. For everyone

A1. Who we are

Kot360 is a service of Ulixes Consulting BV, Elegemstraat 186, 1700 Dilbeek, enterprise number 0795.420.685, email help@kot360.be ("Kot360", "we").

A2. What Kot360 does — and does not do

Kot360 is software that helps landlords of student rooms show their rooms, organise visits and applications, prepare and sign rental contracts, follow rent, deposits, repairs and inspections, and that helps students find a room and follow their rental.

  • Kot360 is not a party to the rental contract. The contract is concluded between the landlord and the student (and, where applicable, the parents or guarantors).
  • Kot360 is not a real estate agent and does not act as an intermediary in the legal sense. We do not visit rooms, check them, negotiate or choose a student.
  • Rent and deposits are never paid to Kot360. Rent is paid directly to the landlord; the deposit is set up as agreed in the contract (for example on a blocked account).
  • The landlord is responsible for the listings, the rooms, the choice of students and the content and legality of the contract.

A3. Accounts

  • You give correct information and keep it up to date.
  • You keep your password secret. Report suspected misuse to help@kot360.be immediately.
  • An account is personal. A landlord can give team members their own access with a role (for example owner, manager, caretaker or accountant).

A4. Fair use

You may not use Kot360 to:

  • publish false, misleading or illegal listings, or rooms you may not rent out;
  • discriminate against anyone, for example on the grounds of origin, nationality, gender, religion, disability, age, sexual orientation or wealth, which is forbidden by Belgian anti-discrimination law;
  • send spam, collect other people's data or contact users for other purposes than the rental;
  • disturb, overload, test or bypass the security of Kot360;
  • use the data of other users in breach of the privacy rules.

We may remove content, refuse requests or suspend or close an account when these rules are broken, after a warning when the situation allows it.

A5. Availability

We do our best to keep Kot360 available and secure, but we cannot guarantee that it works without interruption or errors. We plan maintenance outside busy hours when possible.

A6. Liability

  • We are only liable for damage caused by our own fault in providing Kot360.
  • We are not liable for the rental relationship between landlord and student, for the content of listings or contracts, nor for services of third parties such as banks, Yousign or Ponto.
  • For landlords, our liability is limited to the amount paid to Kot360 in the 12 months before the event that caused the damage.
  • These limits do not apply in case of fraud, intentional fault, gross negligence or physical injury, nor where the law does not allow a limitation.

A7. Intellectual property

The Kot360 software, design and texts belong to us or our licensors. You keep the rights to the content you add (texts, photos, documents) and give us the right to use it to the extent needed to provide Kot360, including showing listings on the marketplace and the landlord page.

A8. Personal data

How we handle personal data is explained in our privacy policy and cookie policy. When we process data on behalf of a landlord, the data processing agreement applies.

A9. Changes to these terms

We may change these terms, for example when Kot360 gets new features or the law changes. We announce important changes at least 30 days in advance by email or in the app. If you do not agree, you can stop using Kot360 and close your account before the changes apply.

A10. Applicable law and disputes

  • Belgian law applies.
  • Please contact us first at help@kot360.be; we will try to find a solution together.
  • Consumers can also turn to the Consumer Ombudsman Service (www.consumentenombudsdienst.be / www.mediationconsommateur.be). Disputes with consumers go to the court competent under the law.
  • Disputes with landlords and other professional users go to the courts of [COURT].

B. For students and guests

B1. Free for students

Using Kot360 is free for students, guests, parents and guarantors. We never ask you for money; if someone asks you to pay through Kot360, please tell us.

B2. Requests to landlords

  • A visit request, question, application or place on a waiting list is a request to the landlord, not a reservation. The landlord decides whether to go ahead.
  • An offer from a landlord is valid until the deadline shown. If you accept, the room is reserved for you while the contract is prepared.
  • Please cancel a visit or application you no longer need, with the link in our email or in the app.

B3. Contracts and signatures

  • The contract is between you and the landlord. Read it carefully before you sign. Questions about its content go to the landlord.
  • You can sign online. Depending on the landlord's choice, this happens in the Kot360 app (confirmation with your account) or through Yousign. Both are electronic signatures in the sense of the eIDAS Regulation.
  • When you are under 18, a parent or guardian may also have to sign.

B4. Rent, deposit and repairs

  • You pay rent directly to the landlord, with the structured reference shown in the app. Kot360 only shows what the landlord or the landlord's bank connection records; if something is wrong, contact the landlord.
  • You report repairs through the app; the landlord decides how and when they are solved.

C. For landlords

C1. The contract with Kot360

  • You create an account for your business and accept these terms and the data processing agreement. You confirm you are allowed to rent out the rooms you add.
  • The person who creates the account confirms they may bind the business.
  • You can switch options off or stop using Kot360 at any time. We bill per calendar month.

C2. Prices

  • Rooms: your first room is free. For more rooms: [PRICE] per room per year, billed monthly.
  • Online signatures: your first contract signed online is free; after that €5 per contract signed online. Online signature of inspections via Yousign: [PRICE] per inspection; in-app confirmation is free.
  • Bank connection (option): instead of the room fee, [RATE]% of the rent that really arrived on your bank account.
  • Deposit follow-up (option): [PRICE] per deposit followed up.
  • Prices are excluding VAT. We announce price changes at least 30 days in advance; they never apply retroactively.

C3. Invoices and payment

  • We send one invoice per month for the previous month. Payment is collected automatically through Mollie with the payment method you set up.
  • If a payment fails, we warn you by email. If an invoice remains unpaid after a reminder, we may suspend your account until it is paid: your team can no longer work in Kot360 and your rooms go offline. Your data stays intact.
  • Late payment interest and compensation follow the Belgian Act of 2 August 2002 on combating late payment in commercial transactions.

C4. Your responsibilities as a landlord

  • Your listings are correct, complete and not misleading, and the rooms comply with the rules that apply to them (for example housing quality and fire safety rules, and the permit or registration for student rooms required by your municipality).
  • You choose students without discrimination.
  • Contract templates: Kot360 provides model contracts per region as help. They are being finalised with a lawyer and are clearly marked as drafts until then. You remain responsible for the contract you use, its content and its registration, and you can adapt the text.
  • You meet the legal obligations of a landlord, such as the rules on deposits, the inspection report and registration of the lease.

C5. Personal data of your students

For the personal data of guests, students, parents and guarantors, you are the controller and Kot360 is your processor. The data processing agreement on our website is part of these terms. You:

  • only collect the data you need, and tell your students how you use it (our privacy policy helps you do that);
  • give your team members access only to what they need;
  • handle requests of students who want to see, correct or delete their data, with our help.

C6. Your data when you leave

Before you leave you can download your rent overview from Kot360, and on request we give you an export of your other data. After the end of the contract we delete or return the data we processed for you within [DELETION DAYS] days, unless the law requires us to keep it.

C7. Support access

When you ask for help, a Kot360 staff member may look at your account to solve the problem. Every such session is logged and only used for support.