Regulations

Rules & regulations of De Rockschool

Registration

When registering, we ask for your personal information

• Name, age and address
• Preferably a cellphone number where we can reach you at all times. Sometimes a lesson cannot take place for an urgent reason (e.g. teacher's illness) and we want to inform you in a reasonable time. Telephone numbers are therefore certainly useful.
• An email address, we send important information by email, such as activities that take place in De Rockschool, as well as information about camps, registrations, etc. It is therefore best for children to provide the email address of their parents so that this information ends up properly!

Your personal lesson

When you register on our website, you can choose your teacher and time slot. If the hour you have chosen is no longer available, we will call you to make any adjustments. After your registration you will always receive a confirmation mail from the school. If you have not received a confirmation mail within a week, something has probably gone wrong. So don't hesitate to contact us!

Tthe chosen hour is locked in, changing hours is only possible in consultation with the secretariat. Choose a half hour when you can be 100 percent sure that you can make it. If you miss a lesson, you will also lose it. In the event of a student's absence, a lesson can only be rescheduled if the absence is communicated at least 48 hours before the scheduled lesson. Students enrolled in a 10-lesson package are entitled to a maximum of one valid absence per package, while students enrolled in a full school-year programme are entitled to a maximum of three valid absences per school year. In cases of illness, the 48-hour notice requirement may be waived, provided the absence is reported as soon as possible. Absences that do not meet these conditions are not eligible for a make-up lesson or a refund. 

A lesson lasts half an hour. If you are late, you lose those minutes the next student will start his lesson at his normal hour. If you are more than half an hour late, this counts as an invalid absence unless you have a very specific reason. (see Abcences Students)

Be on time!

Subscriptions

In addition to your time slot and coach, you can also choose a formula.

*Terms and conditions lesson card

You can take lessons with any coach and on any instrument. You book the lessons yourself throughout the school year. We cannot guarantee that you will always have the same coach or that you can complete all lessons within one school year, but don’t worry, any remaining lessons on your card remain valid until the end of May of the following school year.

Booking or adding lessons? Via our website, you can choose the coach with whom you want to (re)book a lesson, click on ‘lesson card’, and select an available time in the coach’s calendar. This works the same way whether you are purchasing a new lesson card or booking an extra lesson. You can also submit your preferred time via phone, email, or WhatsApp. Would you like us to help find a slot? Just let us know, we’re happy to look together at what’s possible! For example, you can take over a lesson from an absent student.

Member card

Every student is automatically considered a member of the Rockschool and is therefore entitled to a membership card. These cards entitle you to a nice discount in the 'Leo Caerts' music shop. Please note, these membership cards are no longer physical but are tracked online. You only need to mention that you are taking lessons at the Rockschool to receive your discount.

Your registration is binding

From the moment of registration you are responsible for the payment of your lessons. We will keep this half hour available for you so your teacher will be present. If you do not show up, you remain responsible for the payment of your lessons. You cannot just cancel your series of lessons, in the event of cancellation a lump sum will be charged depending on the costs incurred and the cost of reserving the half hour. This lump sum is at least the value of 2 lessons.

Registrations via the website

From the moment you fill out a form on the website that is linked to a registration (for example, Rock Camp, registrations for the next school year, RockschoolRock, ...), that registration is binding. These forms include a checkbox that refers to the regulations.

Signing up

When you arrive at the Rockschool, you must register at the reception with the coordinator present. You say your name and the teacher with whom you are studying. 

Next you go to your classroom. When the time for your lesson starts, feel free to knock on the door and inform the teacher that you are there. Do not wait in the reception or in the hallway to get picked up, because these are all lost lesson minutes.

Is your half-hour lesson over? Don't be alarmed if the next student knocks on the door.

Extending

Is your ten-lessons series almost finished, and would you like to continue taking lessons? You can extend your lessons. Until your ninth lesson, you retain the right to your lesson's time slot. If we have not heard from you after your ninth lesson regarding extension, your lesson time will be added to our list of free slots and can therefore be filled in by a new student. We try to ask the students whether they want to extend or not, but the responsibiity lies with the student. So check in time how many lessons you have left and inform us in time that you want to extend

If you have a trial lesson, we reserve the chosen half hour until just after your trial lesson. After this you can extend with the ten-lesson series or the school year formula. If you follow a trial lesson in the first week of September and you extend it to a school year, you are entitled to one extra free lesson.

Until October 31, students with a ten-lesson series also have the right to switch to a school year formula. With this you lose the right to the 2 extra lessons. Your school year will therefore consist of 30 lessons..

Absences students

You may not be able to attend class for one reason or another. We ask you to always inform us as soon as possible (48 hours in advance) if you cannot be there.

Valid absences

This means that you are absent and you can recuperate the lesson at the end of your series.

You are allowed 3 valid absences per school year. Students with a school year plan are then entitled to take an extra lesson at the end of the year, or the lessons are made up throughout the year (during a holiday or if another student is absent before or after you).

Students with a ten-lesson series and a lesson card are also entitled to 1 valid absence per series. With the ten-lesson series, the lesson is added at the end. With the punch card, the lesson is not charged and you can simply attend an extra week.

Which absences are valid:

• Illness with a doctor's certificate (copy of the doctor's certificate for work or school is also good)
• Exceptional time off from work such as a business trip or exceptional meetings (with proof)
• School trips or exceptional absence from school (exams only count if the exams fall at the time of the lesson itself (with proof))
• Death or marriage in the immediate family (with proof)

Proof of absence must be delivered to the reception or via the online tool before the last day of the month in wich the absence took place. Certificates issued later are no longer valid.

Invalid absences

Invalid absences means that you are absent, but still pay for the lesson. You may always be absent invalidly, but we do ask that you inform us as much as possible. ATTENTION: If you are absent without notice three times in a row, your time slot will be freed up for another student. In this situation you will not get your money back!

Wich absences are invalid:

Absences that are not justified by a doctor's certificate or exceptions as mentioned in the above paragraph.

Some examples:

• To study (you can always ask to do the lesson online to limit your lost study time)
• Personal vacations
• Because of other hobbies, for example: having a game with the schoolteam, mathematics olympiad, catechesis for communion. Plan your lesson in the Rockschool so that these things do not overlap!

Beceause band class is with several students together, they will always be invalid.

Exams

We notice that during the exam period, we receive more frequent requests to reschedule lessons. We fully understand how important exams are, but as outlined above, they are generally not considered an “unforeseen obligation.” However, in certain cases, we are able to make an exception.

Students who are unable to attend a lesson due to exams (e.g., school or university exams) can, in principle, have their absence considered valid if the following conditions are met:

• The exam date and time (or the journey to and/or from an exam) directly overlap with the scheduled lesson at De Rockschool.

• The student provides proof of the exam (e.g., exam schedule, school certificate, email from the exam department, etc.) to the reception, via Classy, or by email, before or on the day of the lesson.

• The absence is reported in a timely manner (preferably 24 hours before the lesson), as is standard for other absences.

Options available for an 'invalid' exam-related absence:

• The student can attend the lesson online, in consultation with the teacher, if this is agreed upon well in advance.

• A family member may attend the lesson on the student’s behalf, provided the name of the person is communicated more than 48 hours in advance.

If these conditions are met, the lesson is considered a valid absence, the missed lesson will not be charged and can be made up at the end of the series (or you are entitled to an extra lesson, depending on the formula you follow).

If the student fails to provide proof or reports the absence too late, it will be considered invalid. In that case, the lesson will still be charged, as with a regular absence outside the valid exceptions.

Note: “Exams” refer only to official exams or resits organized by an educational institution. Self-scheduled study or rehearsal sessions do not qualify.

Exceptions

Ofcourse, the craziest situations can always arise. You can request an exception to the absence rules from the coordinator at the reception. In some cases, he will ahve to discuss this with colleagues.

To avoid further confusion, it is important that you always check whether your absence is valid or invalid.

Teacher absent

It also happens that a teacher is ill or cannot come for some other reason. We consciousy choose to work with people who are actively involved in the music scene and therefore allow them to be absent at an acceptable level so they are able to perform or go on a tour.

When a teacher is absent, we first look for a replacement teacher. It can occasionally happen that you arrive at the Rockschool and you receive a lesson from a replacement teacher. We try to work with permanent replacements.

If we cannot find a replacement, we will send an SMS to the first number you gave us and the lesson will not take place that week. These lessons are always caught up on the next possible week, the same day & hour. 

End of the school year

The school year ends on May 31, but we will remain open during the month of June. We use the entire month for catch-up lessons. All available time slots may be filled with ten-lesson series, lesson card, trial lessons or just a few extra lessons, but when the last school year formula ends, the school closes.

If you still have lessons left, don't worry, you can carry them over to the next school year. Please note, you are responsible for this. You must therefore register again if you still want to take your remaining lessons. When you register again, you should also remind us that you were still entitled to a few lessons.

Do you still have lessons left, but would you rather switch to a school year formula in September? You can! We will deduct the amount that you still have in lessons from the invoice for your school year.

New registration next school year

In order to ensure that registrations for the next school year go smoothly, we will send an e-mail in the last few weeks with instructions for re-registration for the next school year.

To ensure that registrations for the next school year run smoothly, we will send an e-mail in the last few weeks with instructions for re-enrolling for the next school year.

General terms and conditions payment and debt recovery

These are the general terms and conditions (hereinafter: “General Terms and Conditions”) of De Rockschool, with registered office at Naamsestraat 90, 3000 Leuven, Belgium, and registered with the Crossroads Bank for Enterprises under number BE 869.826.318 (hereinafter: “De Rockschool”).

Scope

These General Terms and Conditions apply to every offer, quotation, and agreement relating to products and/or services provided by us. These terms always apply to the exclusion of any general terms and conditions of the customer.

Quotations

Our quotations are non-binding and provided for information purposes only. They automatically expire if they are not accepted by the customer within 30 calendar days. A quotation only becomes binding once it has been signed by both the customer and us. We reserve the right to refuse assignments without stating a reason.

Price & payment

The price for our goods/services is as stated in the quotation.

Payment terms for business customers:

All invoices are payable within 14 days of receipt, unless a different due date is specified in the quotation. If we request an advance payment, our activities will only commence once this advance has been received.

In the absence of full and timely payment, interest of 1% per started month on the invoice amount shall be due automatically and without prior notice of default, as well as a fixed compensation of 10% of the total invoice amount, with a minimum of €250.

Failure to pay a single invoice on its due date makes all other outstanding invoices, even those not yet due, immediately payable by operation of law.

In case of non-payment of an invoice, De Rockschool reserves the right to suspend all future services until all invoices have been paid in full, including principal, interest, and costs. In such cases, we also reserve the right to request advance payment for future services, including in situations where there are serious doubts about the customer’s creditworthiness.

Any complaints regarding invoices must be submitted by registered letter within five working days of the invoice date. Failing this, the invoice will be deemed definitively accepted by the customer.

Payment terms for consumers:

All invoices are payable within 14 days of receipt, unless a different due date is specified in the quotation. If we request an advance payment, our activities will only commence once this advance has been received.

After the due date has passed, a first free reminder will be sent via a durable medium.

A second reminder will include default interest and a fixed compensation in accordance with Book XIX of the Belgian Code of Economic Law, as follows:

• Default interest in accordance with the Law of 2 August 2002 on combating late payment in commercial transactions;
• A fixed compensation of:
  • €20 if the outstanding balance is less than or equal to €150;
  • €30 plus 10% of the amount exceeding €150 if the outstanding balance is between €150.01 and €500;
  • €65 plus 5% of the amount exceeding €500, with a maximum of €2,000 if the outstanding balance exceeds €500.

If De Rockschool fails to meet its payment obligations towards you in time, you are entitled to the same compensation as described above.

Any disputes must be communicated to us by registered letter within five working days of the invoice being sent, failing which they will be inadmissible.

Duration and termination of the agreement

The duration of our agreements is determined as stated in the quotation.

We have the right to terminate the agreement unilaterally and without court intervention if:

• the customer is declared bankrupt or enters into judicial proceedings; or
• the customer fails to pay their invoices.

Intellectual property

All elements used in our communication (such as website, logos, texts, photos, names, etc.) are protected by intellectual property rights. These rights belong to De Rockschool or to third parties with whom we collaborate. It is not permitted to copy, use, or modify these materials without our prior written consent.

Privacy and confidentiality

We process personal data in accordance with applicable data protection legislation (GDPR).

Liability

We are only liable in cases of intent or gross negligence.

We are not liable for indirect damages, such as:

• consequential damages
• loss of income
• lost savings
• business interruption

Our liability is in all cases limited to the amount of the relevant order (excluding VAT).

We make every effort to ensure that our website is available at all times, but cannot guarantee uninterrupted access. Interruptions due to maintenance or technical issues may occur and do not constitute a fault.

Force majeure

In cases of force majeure, we are not obliged to fulfil our obligations.

In such cases, we may:

• temporarily suspend the agreement; or
• terminate the agreement definitively.

Force majeure includes all circumstances beyond our control, such as strikes, traffic disruptions, accidents, fire, technical failures, network issues, supplier problems, etc.

Validity of the terms

These General Terms and Conditions constitute the entire agreement between you and De Rockschool. If any provision is found to be invalid or unenforceable, the remaining provisions shall remain fully valid and enforceable.

Applicable law and competent courts

All agreements are governed by Belgian law. In the event of disputes, only the courts of the judicial district of our registered office shall have jurisdiction.

Kids and their parents

We explicitly ask the parents not to attend most classes. Our coaches are all professionals with whom your child is in good hands. If you still want to attend a lesson, please consult with the coach.

If you leave your children waiting alone at the reception, please discuss this with the coordinator. Children under the age of 8 always wait under parental supervision

The Rockschool, or the person at the reception, are not responsible if a child walks out alone!

Promotions

Promotions cannot be combined and are always valid within the specified period. If the lessons fall out of term due to postponement or adjustment by the student, we reserve the right to cancel this promotion. Also if we fail to book a lesson in the foreseen period, we reserve the right to cancel the promotion.

For example, if you would like to have taken a trial lesson at an advantageous rate during the trial week, but there are no more available time slots, you cannot use the advantageous rate on another date.

Gift Vouchers

General

These general terms and conditions apply to all gift vouchers issued by De Rockschool, both digital vouchers purchased via the Kivalo platform and physical vouchers purchased directly at the school. The gift voucher can be used as a means of payment for this or any equivalent service offered by De Rockschool.

Purchase and Use

Gift vouchers of De Rockschool can be purchased for the following formats:

• Trial lesson

• Ten-lesson package

• Full school year programme

• Multi-lesson credit card

• Fixed values of €25, €50, €100, €150, or a freely chosen amount

A transaction and administration fee of €1.50 is charged for each voucher.

Sales Channel: Kivalo

• Digital gift vouchers are sold and processed via the Kivalo platform

• Payment, confirmation and digital delivery (including the unique code) are handled entirely by Kivalo

• Kivalo registers all issued, redeemed and expired vouchers

• For questions regarding payment or delivery confirmation, users may be directed to the Kivalo platform or De Rockschool administration

Validity & Expiry

• The gift voucher is valid from the date of purchase

• The standard validity period is 12 months, unless stated otherwise

• After the initial validity period, the gift voucher remains valid for an additional two years for its underlying monetary value, during this extended period, the remaining balance may be used as (partial) payment for services offered by De Rockschool

Use & Balance Rules

• The gift voucher may only be used for activities, lessons, camps and other programmes offered by De Rockschool

• If the value of the voucher is lower than the total registration fee, the remaining balance must be paid by the holder

• If the registration fee is lower than the voucher value, the remaining balance stays available until the expiration date

• Digital vouchers can be purchased via the Kivalo webshop or together with a desk employee of De Rockschool

• If desired, a physical voucher can be collected at the school after purchasing online or physically at the school.

• Shipping of physical gift vouchers is no longer possible

Redemption

• The gift voucher must be validated before or at the time of the first lesson or activity

• To redeem, the unique voucher code must be entered or communicated to the reception

Loss or Theft

• De Rockschool is not responsible for loss, theft or damage of the voucher

• Gift cards will not be replaced unless mutually agreed upon upon presentation of proof of purchase of the gift card

Cancellation & Refunds

• Gift vouchers are non-refundable and cannot be exchanged for cash

• In case of programme cancellation by De Rockschool (e.g. cancellation of a lesson package), the value of the voucher remains valid and may be used at a later time

Non-Combinable

• Vouchers cannot be combined with promotions or discounts, unless otherwise stated by De Rockschool

• Gift cards for specific promotions can only be used for those specific promotions

Transferability

• The gift voucher is not personal and can be passed on via communication with and through De Rockschool

• De Rockschool is not responsible for misuse by third parties

Fraud

• Any falsification, duplication or fraudulent use will cause immediate cancellation of the voucher without right to compensation

Contact

For questions or issues regarding gift vouchers, please contact:

• E-mail: info@rockschool.be

• Phone: +32 456 59 89 10

• Address: Naamsestraat 90, 3000 Leuven, Belgium

Stopping the lessons

You can't or don't want to come to class anymore, what's next?

In the first instance we can check if a different coach, hour or instrument suits you better. We can make such an adjustment for a maximum of 1 time per school year.

Would you rather stop? In normal circumstances you will lose your lessons and your tuition. However, we foresee some exceptions. This way you can transfer the lessons to a friend or family member. You must inform us in advance.

The lessons can also be paused, with this you forgo your time slot but you have the right to resume the lessons at a later time. If the lessons are transferred to a new school year, your tuition fee will be settled on the basis of the new rates. You can pause the lessons in case of long-term illness, injuries that hinder playing or a death in the immediate family.

We only make a refund in exceptional cases and in mutual consultation.

We reserve half an hour in your coach's agenda every week, this half hour is not immediately filled in, which is why we charge a fixed amount of 2 lessons for every break/stop. You can still take these classes.

You are responsible for following up on this yourself. The lessons will not be paused until we have an agreement.

UiTPAS

UiTPAS Region Leuven is a savings and benefits card for leisure activities. You accumulate points which you can exchange for a discount, gift, or other advantage. You can also earn points at De Rockschool when you participate in one of our activities.

If you are eligible for a UiTPAS with a reduced rate and live in the Region Leuven, you will receive an 80% discount on our offerings. However, we have some limitations:

• Each student is entitled to 1 trial lesson. Therefore, you can only attend the trial lesson once with the reduced rate.
• The reduced rate is limited to 32 lessons per person per school year.
• The reduced rate cannot be combined with other discounts like our membership discount or the discount on our different formulas. All classes will be priced at 6.80 euro (for school year 2026 - 2027)

During your registration, please provide your UiTPAS number. After verification, the rate will be applied, you will receive the adjusted payment details and/or you will be assigned your saved points.

Don't have a UiTPAS yet? You can find more information at www.uitinleuven.be/uitpas.

Renting our classrooms

House rules for the use of De Rockschool vzw practice rooms 

These house rules apply to everyone using the practice rooms of De Rockschool vzw and form an integral part of the rental agreement. 

Liability 

The person renting the room is jointly and severally liable for any damage caused in the room, even when used by multiple persons. 

Payment and reservation 

Payment is always made before the start of the rental period (3 hours, 10 weeks or 1 school year), unless otherwise agreed. The prices below apply per person for the 2026–2027 school year:

• Band room: €29 for 3 hours
• Lesson rooms: €85 for 10 weeks or €215 for a full school year

Reservation procedure 

Reservations can be made up to three days in advance - by phone, email, or at the reception desk. You can reserve a maximum of two hours per booking. If you are unable to attend, please inform us as soon as possible. 

Cancellations 

Please make your reservation carefully and ensure you are available at the chosen time. Cancellations are free of charge up to 24 hours before your reservation. In case of repeated late cancellations, a reservation fee of €5 per occurrence will be charged. 

Holiday periods 

No rehearsals can take place during school holidays. These weeks are not included in the rental period. 

Room usage times 

The practice rooms may only be used during De Rockschool’s opening hours and when no class or activity is scheduled in the respective room. 

Opening hours of De Rockschool

• MON: 12h00 – 22h00
• TUE: 12h00 – 22h00 
• WED: 12h00 – 22h00
• THU: 14h00 – 22h00 
• FRI: 14h00 – 20h00
• SAT: 10h00 – 18h00 

Use outside these hours is only possible with explicit permission from De Rockschool vzw. 

Access & key management 

The doors of De Rockschool and the rented room remain open during opening hours. 

Confirmation and registration 

Use of the practice room is confirmed by signing the contract and by registering the reservation in the calendar (online via Classy, by email or WhatsApp, or in person at reception). 

Maximum number of persons per room 

• Maximum of 7 persons in a band room 
• Maximum of 2 persons in other rooms 

Sound isolation 

During rehearsals, the doors must remain fully closed at all times due to the soundproof structure. 

Food and drinks

Only water is allowed in the practice rooms. 

Use of equipment 

Each user is responsible for the equipment provided by De Rockschool vzw (such as vocal PA, drum set, piano, etc.). 

Liability for theft or loss 

De Rockschool vzw is not responsible for the loss or theft of personal belongings. 

Modifications to the room

It is strictly forbidden to make permanent changes or cause damage to any objects or to the room itself (e.g. writing on objects, sticking labels, etc.). 

Inspection before use 

Please check the room for any defects or damages before use. Report any issues immediately to the office, even in case of doubt. 

Cleanliness and compensation for damages 

The room must be left clean and tidy after use. The last user is responsible for any damage discovered afterwards. If additional cleaning or repairs are required, the costs will be charged to the user according to the repair or replacement value. 

Supervision 

De Rockschool vzw reserves the right to supervise the practice rooms at any time. 

Insurance and force majeure 

De Rockschool vzw is not liable for any damage or inconvenience caused by force majeure, technical failures, or maintenance work. 

Non-compliance 

Failure to comply with these house rules may result in temporary or permanent denial of access to the building. This applies especially in cases of behavior that disturbs others or harms the reputation of De Rockschool vzw.

Some other important house rules

• The Rockschool is a public building where smoking is not allowed.
• In The Rockschool we sort our garbage. There are enough waste bins provided.
• The toilets must be left clean after use. Notify us when we run out of toilet paper.

Enjoy your music lessons!

Let's rock! ♪

DE ROCKSCHOOL

RPR LEUVEN
BE0779.788641
Naamsestraat 90,
3000 Leuven

☏ +32 456 59 89 10
✉ info@derockschool.be