Booking conditions

Last updated: August 16, 2026

These Booking Conditions govern all transfer services provided by ASI CORP SRL (doing business as HubTransfers), registered in Belgium under number BE 0800.580.194, with registered address at Steenweg op Mechelen 455/1, 1950 Kraainem, Belgium.

By completing a booking with HubTransfers, you confirm that you have read, understood, and accepted these Booking Conditions in full.

These Booking Conditions apply to every booking, however it was made: on hubtransfers.com, through a payment link, through an invoice we issue, or through a booking arranged with us by email, phone or WhatsApp.

Where these Booking Conditions and our Terms & Conditions differ, these Booking Conditions prevail on anything concerning a specific booking and how it is carried out. The Terms & Conditions prevail on the use of our website, payment, and general legal matters.

1. Booking & Confirmation

Bookings can be made on hubtransfers.com, or arranged directly with us by email, phone or WhatsApp and paid through a payment link or an invoice we issue. However it is made, a booking is confirmed only once full payment has been processed and a confirmation email has been sent to the email address provided at the time of booking. Bookings paid by invoice are confirmed once the invoice is settled.

The written confirmation we issue defines the full scope of the service: the journey, the vehicle, what is included and what is not. No verbal statement, earlier discussion, or description given to a passenger by a third party forms part of the contract between us and the person who made the booking. If anything in your confirmation does not match what you expected, tell us before the day of travel.

It is the passenger’s responsibility to provide accurate travel details including pickup address, destination, flight number, date, time, and number of passengers. HubTransfers cannot be held responsible for failed pickups resulting from incorrect information provided by the passenger.

We recommend booking at least 24 hours in advance. Last-minute bookings are accepted subject to vehicle availability, and cannot be made less than 3 hours before the scheduled pickup time.

Where a company, travel agency or other business books on behalf of a passenger, that business is our contracting party. It is responsible for payment, for passing these Booking Conditions on to the passenger, and for any cancellation or modification request. Refunds are issued to whoever paid for the booking.

2. Pricing & Payment

All prices displayed on HubTransfers are fixed and all-inclusive. They include VAT, tolls, airport parking fees, fuel, and the complimentary waiting time set out in Section 7.

Once a booking is confirmed, the price does not change. The only charges that can ever be added are:

• A change of destination requested during the journey, quoted and agreed at the time
• Damage or additional cleaning caused by a passenger, as set out in Section 9

Prices vary with the date and time of the journey. The price shown to you before payment is final.

Our prices are calculated automatically from the journey details you provide. If an obvious error occurs, for example a technical fault producing an amount clearly disconnected from the journey booked, we will contact you before the transfer takes place. You can then either accept the corrected price or cancel the booking for a full refund. We will never apply a corrected price without your agreement, and never after the transfer has been carried out.

On dates with exceptional demand, such as major festivals, sporting events or public holidays, our standard distance-based pricing may not reflect the real cost of the transfer. Where that happens we will contact you before the transfer to agree a revised price, or cancel the booking and refund you in full. We will never apply a higher price without your agreement, and never after the transfer has taken place.

Payment is processed securely at the time of booking via Stripe. The payment methods available to you are shown at checkout and include major credit and debit cards (Visa, Mastercard, American Express), Bancontact, Apple Pay and Google Pay.

For corporate clients requesting a tax invoice, billing details must be provided at the time of booking. Invoices cannot be reissued with different billing details after confirmation.

3. Cancellation & Modification

Free cancellation

You may cancel your booking free of charge up to 24 hours before the scheduled pickup time. A full refund will be issued to the original payment method within 5–10 business days.

Late cancellation

Cancellations made less than 24 hours before pickup are non-refundable. The full booking amount will be charged.

Modifications

Modifications to an existing booking (date, time, destination) may be requested by contacting us at contact@hubtransfers.com or via WhatsApp at +32 492 98 70 11. Modifications are subject to availability and must be requested at least 24 hours before pickup. We cannot guarantee that modifications requested less than 24 hours before pickup will be accommodated.

Round trips

A round trip is a single booking made up of two journeys: the outbound leg and the return leg. The cancellation deadline is assessed separately for each leg, against that leg’s own pickup time. Cancelling or changing one leg does not automatically cancel or change the other.

Shorter journeys

The price covers the journey as you booked it. Your vehicle and driver are reserved for that journey from the moment it is confirmed, and are unavailable to anyone else for its full duration. For that reason the fare is not reduced if the journey turns out shorter on the day: if you decide to end it early, skip a stop, or use only one leg of a round trip. If your plans change, tell us in advance and we will do what we can to help, but the fare already paid stands.

No cooling-off period

Transfers are booked for a specific date and time. Once a booking is confirmed, the cancellation terms set out above are the only terms that apply to cancelling it.

4. No-Show Policy

A no-show occurs when the passenger fails to appear at the designated pickup location within the included waiting time (see Section 7) without prior notice.

In the event of a no-show, the full booking amount is non-refundable. The driver will wait for the duration specified in Section 7 and then leave the pickup location.

If you are experiencing delays, please contact your driver directly using the contact details provided in your confirmation email, or reach our support team at +32 492 98 70 11.

5. Flight Delays & Changes

HubTransfers monitors all incoming flights in real time using your flight number. If your flight is delayed, your driver will automatically adjust the pickup time at no additional cost. No action is required on your part.

Automatic adjustment covers delays of up to 6 hours beyond your scheduled arrival time. If your flight is delayed longer than that, contact us as soon as you can. We keep your booking and assign another driver where one is available, or agree a new pickup time with you at no extra cost. A refund is offered only where we genuinely cannot carry out the transfer at all.

If your flight is cancelled or diverted, please contact us as soon as possible to modify or cancel your booking. In such cases, standard cancellation conditions apply unless the flight cancellation is notified more than 24 hours before the original scheduled pickup.

Flight tracking is only available for bookings where a valid flight number has been provided at the time of booking.

6. Pickup & Meet & Greet

For airport pickups, your driver will be waiting inside the arrivals hall holding a personalised name sign. The driver will assist with your luggage and escort you to the vehicle.

For address pickups, the driver will arrive at the specified address at the scheduled time. Please ensure someone is available at the pickup location.

Exact pickup instructions and driver contact details will be included in your confirmation email, sent no later than 24 hours before your transfer.

7. Waiting Time

The following complimentary waiting time is included in all bookings:

• Airport pickups: Up to 60 minutes after the actual landing time of your flight
• Address pickups: Up to 15 minutes from the scheduled pickup time

If you know you are going to be late, contact your driver or our support team before the complimentary time runs out. Additional waiting can often be arranged, depending on the driver’s next booking. It is charged at €10 per started 15 minutes, up to a maximum of 60 additional minutes, and is always agreed with you before it starts. We never apply a waiting charge you have not agreed to.

If the driver cannot reach the passenger after the complimentary waiting time and reasonable attempts to make contact, and no additional waiting has been agreed, the booking is treated as a no-show under Section 4.

8. Luggage & Passengers

The number of passengers and luggage must not exceed the capacity of the selected vehicle. Standard luggage allowances per vehicle category are as follows:

• Economy: Up to 3 passengers, 3 standard suitcases
• Standard: Up to 3 passengers, 3 standard suitcases
• SUV: Up to 4 passengers, 4 standard suitcases
• Van: Up to 7 passengers, 7 standard suitcases

A standard suitcase measures up to 75 x 50 x 30 cm. One cabin bag or handbag per passenger is included on top of the allowance above. Beyond that, additional hand luggage counts towards the suitcase allowance, because the boot space is what it is. If you are carrying more, tell us when you book so we can assign a vehicle that fits everything.

Oversized luggage (e.g. golf bags, bicycles, ski equipment) must be declared at the time of booking. HubTransfers reserves the right to refuse transport of undeclared oversized items if they cannot be safely accommodated.

If more passengers or more luggage arrive than were booked, the driver may not be able to carry them safely or legally. Where a larger vehicle is available we will offer it and charge the difference before departure. Where it is not, the driver may decline to carry the excess, and the booking is not refundable on that basis. Please book the vehicle that matches your group.

Child seats and booster seats are provided free of charge and must be booked in advance, up to one child seat and one booster seat per booking. Please give the child’s age, weight and height in the driver notes at the time of booking. Belgian law requires the restraint to match the child’s size, not simply their age, so we need all three.

We carry forward-facing child seats and booster seats. We do not carry rear-facing infant carriers of the type a baby needs, and neither do taxis or transfer companies generally. If you are travelling with an infant, you need to bring your own carrier; you are of course welcome to fit it in the vehicle.

If the restraint the child actually needs turns out not to be the one booked, the driver may be unable to carry the child safely or lawfully, and the booking is treated as a no-show. This is not a charge we want to make, so please check before you travel. If you are unsure what your child needs, contact us before booking and we will tell you.

9. Passenger Conduct

Passengers are expected to behave respectfully towards drivers at all times. HubTransfers reserves the right to terminate a transfer without refund in the event of aggressive, abusive, or dangerous behaviour by a passenger.

Smoking, including e-cigarettes, is strictly prohibited in all vehicles. Consumption of alcohol is not permitted unless expressly agreed in advance.

Any damage caused to the vehicle by a passenger will be charged to the passenger at the cost of repair or cleaning.

10. Liability

HubTransfers operates as a licensed private transfer service and carries full professional liability insurance for the transport of passengers in Belgium.

HubTransfers cannot be held liable for delays caused by traffic conditions, road closures, weather events, or other circumstances beyond our reasonable control. In such cases, we will make every reasonable effort to complete the transfer or notify the passenger as early as possible.

HubTransfers is not responsible for items left in vehicles. Passengers are advised to check the vehicle upon exit. Lost items should be reported to contact@hubtransfers.com as soon as possible.

Our total liability to any passenger shall not exceed the amount paid for the booking in question.

11. Refunds

Eligible refunds are processed to the original payment method within 5–10 business days of the cancellation being confirmed. Refunds are issued in the original currency of the booking.

Refund requests must be submitted by email to contact@hubtransfers.com with your booking reference number. Requests submitted without a booking reference may be subject to delays.

If we cannot carry out a confirmed transfer for any reason on our side, including vehicle breakdown or driver unavailability, we will either provide a replacement vehicle or refund you in full. We will tell you as soon as we know.

In the event of a service failure on our part, such as a driver no-show or a significant delay caused by us, a full or partial refund may be offered following investigation.

Refunds are made only by reversal to the original means of payment. We do not refund by bank transfer to a different account, including an account held by an agency or other intermediary. Where a business paid for the booking, the refund goes back to that business.

12. Contact & Disputes

For any questions, complaints, or disputes related to your booking, please contact us:

If something goes wrong during your transfer, tell us while it is happening. Call your driver or our support team on the number in your confirmation. Most problems can be fixed on the spot. Where an issue was not raised at the time, and could reasonably have been resolved had it been, we take that into account when handling any later claim.

We acknowledge every complaint within 5 business days and aim to resolve it within 14 business days. Where the booking was made by a business, including a travel agency or other intermediary, complaints must reach us within 7 days of the date of service; complaints raised after that period may not be considered.

If a resolution cannot be reached, disputes are subject to Belgian law and the courts of Brussels, without prejudice to any right you may have as a consumer to bring proceedings before the courts of your own country of residence.