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Office solutions is a practical term for the legal and regulatory topics that arise when you rent, buy, fit out, equip, and operate office premises, or when you provide office services such as coworking, facilities management, printing, IT support, and equipment leasing. In Modave, which is located in the Province of Liège in Wallonia, the legal framework combines Belgian federal rules, Walloon regional rules, and municipal requirements managed by the Commune de Modave.
Typical issues include choosing the right lease or property arrangement, obtaining urban planning and environmental permits for renovations and installations, complying with workplace health and safety standards, handling data protection and CCTV obligations, organizing employment and telework policies, negotiating service and equipment contracts, complying with energy and accessibility standards, and managing taxes and local levies. Because several layers of law apply at once, early planning and tailored legal advice can prevent costly delays and disputes.
People and companies in Modave may look for legal help with office projects for many reasons. A lawyer can review, draft, and negotiate office leases or coworking agreements so that rent indexation, fit-out rights, repairs, assignment, and early exit are clearly defined. If you plan renovations or a change of use, a lawyer can assess whether a permis d’urbanisme or a permis d’environnement is required, and can coordinate filings with the Commune de Modave and the Walloon administration.
Employers often need help preparing the règlement de travail, telework policies, privacy notices, and mandatory prevention measures under workplace safety rules. If your office uses CCTV, visitor logs, or access control systems, you will need GDPR-compliant documentation and compliance with the Belgian Camera Act. Companies that buy or lease equipment, cloud services, or facility services benefit from strong contracts that cover warranties, service levels, data security, and exit terms. If you sell office equipment or operate a coworking space, you may need guidance on market practices, warranty obligations, and extended producer responsibility schemes for waste and recycling.
Lawyers also assist when disputes arise, for example with landlords, contractors, suppliers, neighbors, or staff. They can propose practical settlement options, represent you in conciliation or mediation, and litigate where necessary before the competent courts in the Liège judicial district.
Business setup and registrations. If you operate an office-based business in Modave, you will typically choose a Belgian company form under the Companies and Associations Code, such as an SRL or SA. You will register the entity and activities with the Banque Carrefour des Entreprises, obtain a VAT number with SPF Finances, and complete UBO register filings. If you hire staff, register with a social secretariat and take out work accident insurance.
Leases for office premises. Belgian law distinguishes between the commercial lease regime for retail premises where the public visits, and ordinary civil or professional leases for offices not open to the public. Many offices in Modave use a professional or civil lease rather than a commercial lease. Each lease should address duration, rent and indexation, maintenance and repairs, fit-out and signage, subletting and assignment, guarantees, and termination. Since 2019, in specific situations lessor and business tenant may opt to subject real estate leasing to VAT, subject to conditions. Coworking arrangements often include significant services and are typically subject to VAT as a service.
Urban planning and environment. In Wallonia, the Code du Développement Territorial governs land use and urban planning. Interior fit-outs, changes of use, partitioning, signage, HVAC units, and exterior works may require a permis d’urbanisme from the Commune de Modave, sometimes after advice from regional bodies. Certain activities and equipment can trigger a permis d’environnement, for example large HVAC units, generators, or specific waste storage. Early contact with the communal Service Urbanisme reduces delays.
Workplace health and safety. The Well-being at Work Act and the Codex impose obligations on employers, including risk assessment, fire safety and evacuation measures, first aid, ergonomic and psychosocial risk prevention, and periodic checks of electrical installations and HVAC. Many employers work with an external service for prevention and protection at work. Local fire safety requirements are overseen by the competent fire brigade zone. Liaising with the zone before major fit-outs is recommended.
Accessibility and building performance. New buildings and significant renovations must comply with Walloon accessibility norms for persons with reduced mobility. Energy performance rules apply, including PEB requirements, ventilation standards, and inspections for heating and cooling systems. Older buildings may require an asbestos inventory for workplaces and safe management of any materials containing asbestos.
Data protection and cameras. GDPR applies to employee files, visitor management, access control, and video surveillance. Controllers must identify a lawful basis, provide privacy notices, ensure processor contracts with vendors, maintain records of processing, and handle data subject rights. CCTV is governed by the Camera Act and must be signposted and registered. If you operate websites or apps for your office services, e-privacy and cookie consent rules apply.
Employment and telework. Employment documents and internal rules for workplaces in Modave must be drafted in French due to language legislation. A written règlement de travail is mandatory. Structural telework follows the rules set out by collective bargaining and national law, and occasional telework follows the 2017 law on occasional telework. Monitoring of employees must respect privacy rules and collective agreements.
Contracts and market practices. The Code of Economic Law includes rules on unfair terms in B2B contracts, market practices, price indications, and warranties. Contracts with IT, cleaning, and facility vendors should define service levels, security, uptime, penalties, audit rights, data ownership, and termination assistance. Intellectual property such as logos and brand names can be protected through Benelux trademark registration. Digital signatures are valid under the eIDAS Regulation for most office-related contracts.
Taxes and local levies. Property tax is normally borne by the owner and can be contractually recharged to tenants. Leases and coworking services can have VAT implications. Municipal taxes may apply to signage and advertising visible from public roads. Waste management must follow Walloon rules, and producers or importers of electrical equipment, batteries, or packaging often need to join authorized take-back schemes.
Offices that do not receive the public typically use a professional or civil lease governed by the Civil Code. If you operate a retail activity where customers visit, the commercial lease regime may apply. The correct classification affects duration, renewal rights, and some protections, so have a lawyer assess your activity and footfall before signing.
Many works require a permis d’urbanisme under the Walloon planning code. Interior fit-outs, partitioning, structural changes, signage, and technical installations like exterior HVAC can trigger permits. Some equipment and activities also require a permis d’environnement. Consult the Commune de Modave Service Urbanisme with plans and a legal or architectural advisor before starting works.
Letting of immovable property is generally exempt from VAT. Since 2019, lessor and business tenant can opt for VAT on leases of certain new or substantially renovated buildings if legal conditions are met. Coworking packages that include significant services are often treated as VATable services. Obtain tax advice before choosing a structure.
Employers must implement risk assessments, fire prevention and evacuation plans, first aid, display mandatory notices, and ensure periodic inspections of electrical and HVAC systems. Ergonomics, psychosocial risk prevention, and training are also required. Work with an external prevention service and keep records of all assessments and actions.
Yes. Employment contracts, the règlement de travail, and related HR documents must be in French for workplaces located in the Walloon Region. Using the wrong language can trigger sanctions and unenforceability risks. Bilingual versions can be provided for information, but the binding version must follow the language law.
You need a lawful basis for processing employee and visitor data, provide clear privacy notices, sign data processing agreements with vendors, maintain records of processing activities, and secure data. CCTV must be registered under the Camera Act and signposted. Handle access requests within legal deadlines and prepare for incidents with a breach response plan.
Most employers must adopt a written règlement de travail that covers schedules, leave, disciplinary rules, and more. Structural telework requires a written arrangement that sets availability, equipment, cost reimbursements, and monitoring limits. Occasional telework follows separate rules. Align all documents with privacy and cybersecurity policies.
Define scope, deliverables, service levels, uptime and response times, maintenance windows, security standards, data ownership, confidentiality, GDPR processing terms, subcontracting limits, audit rights, fees and indexation, liability caps, and exit assistance. For critical systems, include business continuity and disaster recovery obligations and clear acceptance criteria.
In Wallonia, waste must be sorted and handled according to regional rules. If you place electrical and electronic equipment, batteries, or industrial packaging on the Belgian market, you may need to join authorized schemes for take-back and recycling. Common schemes include Recupel for electrical equipment, Bebat for batteries, and Valipac for industrial packaging.
Most disputes are resolved through negotiation or mediation. If litigation is needed, the competent courts in the Liège judicial district handle lease and contract disputes. Your contract should state jurisdiction and dispute resolution clauses. Preserve evidence, send formal notices in the correct form, and seek early legal advice to protect your position.
Commune de Modave - Service Urbanisme for planning questions and permit applications.
Commune de Modave - Service des taxes for information on local levies and signage taxes.
SPW Territoire Logement Patrimoine Energie for Walloon urban planning and PEB rules.
SPW Environnement for environmental permits and waste rules.
Zone de secours HEMECO for fire prevention advice and compliance.
SPF Emploi, Travail et Concertation sociale for workplace health and safety and employment rules.
Autorité de protection des données for GDPR guidance and obligations.
SPF Finances for VAT registration and real estate VAT guidance.
Banque Carrefour des Entreprises for company and activity registrations.
BOIP - Benelux Office for Intellectual Property for trademarks and designs.
Recupel, Bebat, and Valipac for extended producer responsibility schemes.
UCM for francophone business support services in Wallonia.
Define your project. Write a short description of your office needs such as location, surface, activities, visitors, equipment, and timing. This helps identify permit and lease requirements early.
Collect key documents. Gather company details, floor plans, technical specifications for HVAC and IT, and any landlord proposals or vendor quotes. Keep everything in a structured folder.
Seek pre-application advice. Contact the Commune de Modave Service Urbanisme to verify whether your fit-out or signage needs a permit. Early dialogue reduces redesigns and delays.
Engage a lawyer experienced in Walloon real estate and commercial law. Ask for a scope that covers lease or coworking agreements, permits strategy, employment and privacy documentation, and contract reviews with suppliers.
Map compliance tasks and deadlines. Create a timeline for permits, inspections, insurance, workplace safety actions, policy adoption, and vendor onboarding. Assign responsibilities and set reminders.
Negotiate and document. Finalize leases and key contracts with clear clauses on indexation, repairs, service levels, data protection, and termination. Use electronic signatures where appropriate and store originals securely.
Implement and train. Roll out the règlement de travail, telework and privacy policies, fire and first aid measures, and data security practices. Train staff and maintain evidence of training and inspections.
Monitor and update. After go-live, track incidents, service performance, and legal updates. Review contracts annually, renew permits and inspections on time, and adjust policies as your office evolves.
Important notice. This guide provides general information only and is not legal advice. For decisions on your specific situation in Modave, consult a qualified Belgian lawyer.
