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Client Specific Terms and Conditions Suppliers PGGM - TAPFIN
Client Specific Terms and Conditions Suppliers – PGGM - TAPFIN
Version 1 – February 2026
These Client Specific Terms and Conditions apply to the Contract for Services pursuant to which a Professional will perform Work at PGGM (via TAPFIN and) via Intermediary. Words written with a capital letter shall have the meaning given to them in the General Terms and Conditions for Intermediary Services Suppliers (‘GTC’) of HeadFirst Group.
Article 1 – Invoicing procedure
Invoicing will be done in accordance with the invoicing conditions for the Client and as included in the Supplier's digital file.
The Supplier guarantees that the Professional will correctly register the hours in the time registration system designated by the Intermediary/Client. The deadline for the closing of the time registration is the last working day of the month. Subsequently, the Client has up until the third working day of the next month to approve the hours.
Hours worked that have not yet been paid and that have not been disputed by the Client shall only be declared within two (2) months after the end of the month in which the hours have been worked. Hours that are claimed outside of this period will lapse and are not eligible for reimbursement.
When a self-billing invoice is disputed by the Supplier, it will immediately inform Intermediary about this, but no later than two (2) months after receipt of the self-billing invoice. At the end of the aforementioned period, a self-billing invoice will be deemed correct for the period in question.
When the hours turn out to be registered wrongly, that will be adjusted first. The corrected hours will then be settled in the next billing period.
In the event of disagreement between the Parties, the hours in the Client's system shall prevail. Correction requests submitted later than two (2) months after receipt of the self-billing invoice will not be processed.
Article 2 – Additional Documentation
The following additional documents apply to the Assignment:
a. A signed Declaration of Integrity;
b. A signed PGGM insider statement;
c. PGGM "Klokkenluider" Policy;
d. PGGM "Informatiebeveiliging" Policy;
e. Code of Conduct;
f. Screening Policy;
g. Other documents that may apply.
The aforementioned documents can be found in the Supplier File in the Platform.
Article 3 – Rates and costs
The rates are all-inclusive and include all (un)foreseen costs for deploying the Professional(s).
When the Professional participates in learning & development activities, such as (online) courses and training, the costs therefor as well as the time spent thereon are at the expense and risk of the Supplier, unless other agreements have been made in this regard.
The Client and Intermediary are entitled to suspend the Assignment during mandatory days of leave. During the period that no work has been performed, no compensation is due to the Supplier.
Article 4 – Notice period of Assignments
An Assignment ends by operation of law when the agreement between the Intermediary and the Client, regardless of the reason(s), ends.
Intermediary is entitled to terminate the Assignment with immediate effect without being liable for damages, if:
a. The Professional/Supplier pays any compensation or a gift or any benefit has been provided to Client's staff and if this may have had any influence on the realization and/or execution of the Assignments.
b. The Professional does not meet the requirements as indicated in the application, violates the Client's rules of conduct, misbehaves and/or the work does not meet the required quality or the Professional does not possess the required quality for the performance of the work.
Intermediary is entitled to terminate Assignments with immediate effect, regardless of the reason(s), subject to a written notice period of one (1) month. The Supplier may only terminate prematurely if the Professional has terminated his employment with the Supplier with due observance of a notice period of one (1) calendar month.
Intermediary is entitled to partially or fully suspend/terminate an Assignment in the event of justifiable reasons including, but not limited to, budget cuts, changes in policy or the termination of a particular project to which the Professional was specifically assigned.
In such cases, a notice period of seven (7) days will be given or longer if Intermediary deems it necessary.
Article 5 – Liability
The liability of the Parties is limited to direct damages. Liability for indirect damage is excluded.
For the purposes of this article:
a. Indirect damages will be regarded as loss of profits, revenue, goodwill and business opportunities.
b. Direct damage in any case will cover:
i. All reasonable costs to mitigate/limit the damage and to protect the rights of the other Party;
ii. All reasonable costs to have the services performed or performed again;
iii. Any reasonable costs involved in the use of emergency and/or back-up facilities, such as the use of other systems, the hiring of additional personnel or the payment of overtime for the person of the Party concerned;
iv. All reasonable costs associated with the loss of (confidential) data; and
v. All reasonable legal fees.
The liability for direct damage is limited to €1,000,000 per claim and €2,500,000 per contract year. A contract year is considered a calendar year, unless otherwise specified.
Article 6 – Force majeure
None of the Parties is obliged to comply with an obligation under an Assignment if it is prevented from doing so as a result of a circumstance that is not attributable to its fault, nor is it for its account by virtue of the law, legal act or generally accepted views.
During the period of force majeure, the obligations of the Parties will be partially or fully suspended, without the Parties being liable for damages.
An appeal on a force majeure event is only possible if that Party informs the other Party immediately, but in any event within three (3) calendar days.
If the force majeure situation lasts longer than four (4) weeks after the occurrence of the shortcoming or if it has been established that the force majeure situation will last longer than four (4) weeks, the Intermediary is entitled to terminate the Assignment in writing with immediate effect and without judicial intervention.
Force majeure is in any case not understood to include:
lack of staff members;
strikes (unless the strike relates to the department where the Professional performs work);
illness and/or late delivery or unsuitability of materials for the performance of the services.
In addition, non-performance or failure for third parties deployed by a Party and/or liquidity or solvency problems of a Party (or a third party) will not fall under force majeure.
Article 7 – Takeover of Professionals
The Client is entitled to employ the Professional free of charge after the Professional in question has worked 1600 or more hours for the Client (via Intermediary).
If the Client wishes to employ the Professional earlier, the Supplier will receive a reasonable fee.
The reasonable fee is calculated as follows:
The number of agreed hours up to a maximum of 1600 hours minus the hours actually invoiced, multiplied by 10% of the hourly rate.
Article 8 – Onlending of Professionals
The Supplier is not permitted to on-lend Professionals, unless the Client has given prior written permission to do so via Intermediary.
Version 1 – February 2026
These Client Specific Terms and Conditions apply to the Contract for Services pursuant to which a Professional will perform Work at PGGM (via TAPFIN and) via Intermediary. Words written with a capital letter shall have the meaning given to them in the General Terms and Conditions for Intermediary Services Suppliers (‘GTC’) of HeadFirst Group.
Article 1 – Invoicing procedure
Invoicing will be done in accordance with the invoicing conditions for the Client and as included in the Supplier's digital file.
The Supplier guarantees that the Professional will correctly register the hours in the time registration system designated by the Intermediary/Client. The deadline for the closing of the time registration is the last working day of the month. Subsequently, the Client has up until the third working day of the next month to approve the hours.
Hours worked that have not yet been paid and that have not been disputed by the Client shall only be declared within two (2) months after the end of the month in which the hours have been worked. Hours that are claimed outside of this period will lapse and are not eligible for reimbursement.
When a self-billing invoice is disputed by the Supplier, it will immediately inform Intermediary about this, but no later than two (2) months after receipt of the self-billing invoice. At the end of the aforementioned period, a self-billing invoice will be deemed correct for the period in question.
When the hours turn out to be registered wrongly, that will be adjusted first. The corrected hours will then be settled in the next billing period.
In the event of disagreement between the Parties, the hours in the Client's system shall prevail. Correction requests submitted later than two (2) months after receipt of the self-billing invoice will not be processed.
Article 2 – Additional Documentation
The following additional documents apply to the Assignment:
a. A signed Declaration of Integrity;
b. A signed PGGM insider statement;
c. PGGM "Klokkenluider" Policy;
d. PGGM "Informatiebeveiliging" Policy;
e. Code of Conduct;
f. Screening Policy;
g. Other documents that may apply.
The aforementioned documents can be found in the Supplier File in the Platform.
Article 3 – Rates and costs
The rates are all-inclusive and include all (un)foreseen costs for deploying the Professional(s).
When the Professional participates in learning & development activities, such as (online) courses and training, the costs therefor as well as the time spent thereon are at the expense and risk of the Supplier, unless other agreements have been made in this regard.
The Client and Intermediary are entitled to suspend the Assignment during mandatory days of leave. During the period that no work has been performed, no compensation is due to the Supplier.
Article 4 – Notice period of Assignments
An Assignment ends by operation of law when the agreement between the Intermediary and the Client, regardless of the reason(s), ends.
Intermediary is entitled to terminate the Assignment with immediate effect without being liable for damages, if:
a. The Professional/Supplier pays any compensation or a gift or any benefit has been provided to Client's staff and if this may have had any influence on the realization and/or execution of the Assignments.
b. The Professional does not meet the requirements as indicated in the application, violates the Client's rules of conduct, misbehaves and/or the work does not meet the required quality or the Professional does not possess the required quality for the performance of the work.
Intermediary is entitled to terminate Assignments with immediate effect, regardless of the reason(s), subject to a written notice period of one (1) month. The Supplier may only terminate prematurely if the Professional has terminated his employment with the Supplier with due observance of a notice period of one (1) calendar month.
Intermediary is entitled to partially or fully suspend/terminate an Assignment in the event of justifiable reasons including, but not limited to, budget cuts, changes in policy or the termination of a particular project to which the Professional was specifically assigned.
In such cases, a notice period of seven (7) days will be given or longer if Intermediary deems it necessary.
Article 5 – Liability
The liability of the Parties is limited to direct damages. Liability for indirect damage is excluded.
For the purposes of this article:
a. Indirect damages will be regarded as loss of profits, revenue, goodwill and business opportunities.
b. Direct damage in any case will cover:
i. All reasonable costs to mitigate/limit the damage and to protect the rights of the other Party;
ii. All reasonable costs to have the services performed or performed again;
iii. Any reasonable costs involved in the use of emergency and/or back-up facilities, such as the use of other systems, the hiring of additional personnel or the payment of overtime for the person of the Party concerned;
iv. All reasonable costs associated with the loss of (confidential) data; and
v. All reasonable legal fees.
The liability for direct damage is limited to €1,000,000 per claim and €2,500,000 per contract year. A contract year is considered a calendar year, unless otherwise specified.
Article 6 – Force majeure
None of the Parties is obliged to comply with an obligation under an Assignment if it is prevented from doing so as a result of a circumstance that is not attributable to its fault, nor is it for its account by virtue of the law, legal act or generally accepted views.
During the period of force majeure, the obligations of the Parties will be partially or fully suspended, without the Parties being liable for damages.
An appeal on a force majeure event is only possible if that Party informs the other Party immediately, but in any event within three (3) calendar days.
If the force majeure situation lasts longer than four (4) weeks after the occurrence of the shortcoming or if it has been established that the force majeure situation will last longer than four (4) weeks, the Intermediary is entitled to terminate the Assignment in writing with immediate effect and without judicial intervention.
Force majeure is in any case not understood to include:
lack of staff members;
strikes (unless the strike relates to the department where the Professional performs work);
illness and/or late delivery or unsuitability of materials for the performance of the services.
In addition, non-performance or failure for third parties deployed by a Party and/or liquidity or solvency problems of a Party (or a third party) will not fall under force majeure.
Article 7 – Takeover of Professionals
The Client is entitled to employ the Professional free of charge after the Professional in question has worked 1600 or more hours for the Client (via Intermediary).
If the Client wishes to employ the Professional earlier, the Supplier will receive a reasonable fee.
The reasonable fee is calculated as follows:
The number of agreed hours up to a maximum of 1600 hours minus the hours actually invoiced, multiplied by 10% of the hourly rate.
Article 8 – Onlending of Professionals
The Supplier is not permitted to on-lend Professionals, unless the Client has given prior written permission to do so via Intermediary.