Regulations

Regulations of the Pod Kotelnicą Property

We would be very grateful for your cooperation in adhering to these regulations, which serve to ensure the peace and safety of the stay of all our Guests.

§1.

1. The regulations define the rules for providing services, responsibilities, and staying on the premises of the Pod Kotelnicą guesthouse and are an integral part of the contract, concluded by making a reservation, paying a deposit, or the full amount for the stay at the Pod Kotelnicą Guesthouse. By performing the aforementioned actions, the Guest confirms that they have read and accept the conditions of these regulations.
2. The regulations apply to all persons staying on the premises of the Pod Kotelnicą Guesthouse.
3. The regulations are available for inspection at the reception and on the website: http://www.podkotelnica.pl/regulamin
4. The guesthouse reserves the right to refuse services to persons who do not comply with these regulations.

§2.

1. Room reservations can be made in person at the Pod Kotelnicą Guesthouse building (at the reception), by phone at 18 265 44 77, or by email at: kontakt@podkotelnica.pl.
2. Accommodation is not guaranteed for persons who have not made a reservation and/or paid a deposit.
3. By making a reservation, the Client consents to the processing of their personal data solely for marketing purposes by Pod Kotelnicą Guesthouse in accordance with the Act of August 29, 1997, on personal data protection (Journal of Laws No. 101 of 2002, item 926, as amended).
4. By making a reservation, the Client agrees to the storage and processing of their personal data necessary to perform the hotel service. Personal data are stored and processed by Pod Kotelnicą Guesthouse according to the Personal Data Protection Act and Privacy Policy.
5. Reservations can be made for individuals or legal entities.
6. After making a reservation, the Guest receives an electronic confirmation of the preliminary booking along with a reservation number.
7. After receiving the preliminary reservation confirmation, the Guest is obliged to pay a reservation fee constituting a deposit within the meaning of Art. 394 of the Civil Code, amounting to 30% - 50% of the stay cost within 3 days from the date of making the preliminary reservation or within a deadline agreed with reception. This payment should be made to the account: Bank Spółdzielczy in Bukowina Tatrzańska PL 55 8791 0009 0000 0008 0002 0001 SWIFT CODE: POLUPLPR, specifying the surname and reservation number as the title.
8. The date of receipt of the reservation fee is considered the date the transfer is posted in the above account.
9. The guesthouse reserves the right to delete the reservation if the reservation fee is not posted in the above account within 4 days from the date of making the reservation.
10. The remaining costs of the stay must be paid by the guest on the day of arrival in cash or by payment card at check-in. American Express payment cards are not accepted.
11. The reservation fee constituting a deposit is non-refundable, unless the cancellation is made no later than 21 days before the planned start of the stay – in such a case, the deposit can be used for another stay within 6 months of canceling the previous reservation or 50% of the amount paid will be refunded.
12. In case of cancellation of stay during a hotel day, the guesthouse does not refund the fee for that hotel day. The remaining amount for the unused part of the stay may be refunded upon the customer’s request only if the freed accommodation is sold at the same price and for the same period.
13. In case of purchasing stay packages (holiday offer, New Year's Eve, Easter, etc.), unused services during the stay or shortening the stay do not result in a refund. Services included in the package form an integral whole, and separate valuation is not possible.
14. Failure to check in by 8:00 a.m. on the day following the reserved arrival date is equivalent to cancellation of the stay unless otherwise agreed with reception.
15. All promotions/discounts available do not combine.
16. To receive an invoice, the Guest is obliged to inform the reception no later than on the day the reservation fee is paid. An advance invoice will be issued for the posted deposit. Information provided after this time will result in an invoice being issued in the Guest’s name.
17. Companies making reservations for conferences, trainings, integration trips, or events are obliged to sign an agreement regarding the organization and provision of ordered services before paying the deposit.

§3.

1. Rooms at Pod Kotelnicą Guesthouse are rented by hotel days. The hotel day starts at 4:00 p.m. and lasts until 11:00 a.m. the following day.
2. Check-in and check-out services are available from 8:00 a.m. to 10:00 p.m.
3. Extending the hotel day until 2:00 p.m. involves an additional fee of 80 PLN/room. The request to extend the hotel day must be submitted no later than on the day of check-out by 9:00 a.m. The guesthouse reserves the right to refuse the extension if there are no available rooms.
4. Requests to extend the stay beyond the reserved period should be made at the reception at least one day before departure. The guesthouse considers extension requests subject to room availability and the current price list.
5. If a guest does not check out by the end of the hotel day, the guesthouse reserves the right to remove items left in the room at the Guest’s risk and expense, store them in the hotel cloakroom or another free room, or automatically extend the stay according to the current price list.
6. Pod Kotelnicą Guesthouse reserves the right to check in only adults.
7. Guests renting a room are obliged to show a photo ID to the reception staff during check-in for identification. If a guest refuses to present a valid ID, the guesthouse may refuse check-in.
8. The guesthouse may refuse to accept a Guest who violated these regulations during a previous stay, especially by causing damage to the guesthouse property or property of other guests, causing harm to guests, employees, or other persons on the premises, or disturbing the peaceful stay or operation of the guesthouse.
9. The guesthouse may refuse admission to any guest perceived by the staff as a threat to safety, health, or life of other guests or employees.
10. Between 11:00 p.m. and 7:00 a.m., only registered guests are allowed on the premises.
11. The guest may not transfer the room to third parties, even if the payment for the stay period has not yet expired.
12. When opening an account for catering services during the stay, the receipt/invoice will be issued at reception after payment, no later than at check-out.

§4.

1. Pod Kotelnicą Guesthouse additionally provides, free of charge, the following services upon Guest request:
   1. Providing information related to the stay and travel
   2. Storing money and valuables according to §6 point 4 excluding point 6
   3. Luggage storage. The guesthouse may refuse luggage storage outside the Guest’s stay dates and for items not considered personal luggage
   4. Storage of sports equipment
2. The unguarded and free parking is designated only for Guests of Pod Kotelnicą Guesthouse. We do not take responsibility for vehicles left in the parking lot or items inside. The guesthouse does not reserve parking spaces.
3. Use of the Spa Zone of Pod Kotelnicą Guesthouse is possible after familiarizing with the Spa Zone regulations available at the entrance. Entering the SPA area automatically means acceptance of the regulations.

§5.

1. Use of Pod Kotelnicą Guesthouse services must respect good manners and generally accepted social norms, including quiet hours from 10:00 p.m. to 6:00 a.m.
2. Minors should be under constant supervision of parents or legal guardians on the premises. Parents/legal guardians bear material responsibility for any damage caused by minors under their care to guesthouse property or technical equipment.
3. Use of the guesthouse equipment should align with its purpose. Damages to guesthouse property caused by the Guest or their visitors will be financially liable according to appendix 1 of these regulations. For damage not listed in appendix 1, the guesthouse reserves the right to individual damage valuation. Financial liability covers damages during the stay or discovered after the Guest’s departure.
4. The Guest must inform the reception immediately upon discovering any damage.
5. The Guest is financially liable for all goods and services used during their stay.
6. Each time a Guest leaves the room, for safety reasons, they should remove the room key card to cut power supply and close doors and windows.

§6.

1. Pod Kotelnicą Guesthouse is obliged to ensure:
   1. Conditions for the Guest’s unobstructed rest.
   2. Safety during the stay, including confidentiality of information about Guests.
   3. Professional and courteous service.
   4. Perform necessary repairs of devices during the Guest’s absence or with their consent. Whenever possible, assign another room or mitigate inconveniences if defects cannot be repaired immediately.
2. Pod Kotelnicą Guesthouse provides services according to its category and standard. Complaints about quality should be reported immediately at reception.
3. Guests have the right to submit complaints in writing at reception. The complaint processing time is 14 days.
4. Guests should store any valuables, money, or other items of significant value in the safe provided free of charge at the reception.
5. The entity running the guesthouse is not responsible for loss or damage to money, securities, valuables, or items of scientific or artistic value unless they were handed over for deposit at the reception.
6. The guesthouse reserves the right to refuse acceptance of items of high value, large sums of money, items threatening safety, or oversized items that cannot fit in the safe.

§7.

1. Entrance doors between 11:00 p.m. and 7:00 a.m. can be opened with a key card.
2. Pod Kotelnicą Guesthouse strictly does not accept animals.
3. Use of heaters, hairdryers, electric irons, and similar devices not provided in the room with power over 1000 Watts is prohibited in rooms.
4. The following are prohibited inside the building:
   1. Walking in ski boots,
   2. Bringing ski and sports equipment,
   3. Bringing food and beverages (including alcoholic drinks) purchased outside the guesthouse into public areas (including the restaurant),
   4. Removing food from the restaurant area,
   5. Consuming alcohol and alcoholic beverages in publicly accessible places outside the restaurant and drink bar,
5. Removing towels from the premises is prohibited. Towels can be rented at reception for 8 PLN each.
6. Dinner is served between 4:00 p.m. and 6:00 p.m. Dinner between 6:00 p.m. and 8:00 p.m. is possible for an additional 10 PLN per meal after prior notification to reception; otherwise, unused meals are forfeited.
7. The guesthouse is not responsible for inconveniences beyond its control, such as water or power outages.
8. Smoking tobacco, tobacco products, use of electronic cigarettes, tobacco heaters, and open flames are strictly prohibited within the guesthouse and its immediate surroundings. Violation of the smoking ban may result in a fine of 500 PLN imposed on the Guest.
9. If breaking the smoking ban triggers a fire alarm causing intervention by the fire brigade, the Guest will be fined with costs related to the fire brigade’s intervention.
10. Selling goods door-to-door within Pod Kotelnicą Guesthouse is prohibited.
11. Visitors of Guests may stay on the premises between 7:00 a.m. and 11:00 p.m. after informing the reception in advance.
12. Items left by departing guests will be sent upon written request to the address indicated by the guest at their expense. Without such instructions, items will be handled according to the Act on Found Objects of March 20, 2015 (Journal of Laws, item 397).
13. Dangerous goods such as weapons, ammunition, flammable, explosive, illuminating, or other hazardous materials cannot be stored in hotel rooms.
14. In case of loss or damage of ski room keys or room key cards, the Guest is financially liable for 100 PLN per key and 30 PLN per card.
15. The guesthouse reserves the right to transfer the Guest’s reservation to another convenient and available date in case of force majeure preventing the Guest’s stay on the originally booked date.
16. In case of inability to continue providing hotel services due to force majeure, Pod Kotelnicą Guesthouse reserves the right to check out Guests and refund costs for the unused stay for safety reasons.
17. When paying with the Polish Tourist Voucher, the Guest declares that the hotel services paid for are being rendered for the child entitled to the voucher under the Act on the Polish Tourist Voucher of July 15, 2020.
18. These Regulations and the guidelines of the Ministry of Development during the COVID-19 epidemic in Poland (hereinafter referred to as the "Guidelines") apply on the premises of Pod Kotelnicą Guesthouse until their withdrawal. In case of conflict between the Regulations and Guidelines, the Guidelines take precedence.
19. Guests severely violating these regulations may be immediately expelled by the guesthouse staff and must promptly settle payments for used services.

Matters not regulated by these regulations are governed by the provisions of the Act of April 23, 1964, the CIVIL CODE (consolidated text Journal of Laws of 2019, items 1145, 1495, and 2020, item 875).

THESE REGULATIONS HAVE BEEN APPROVED BY THE OWNERS, MANAGEMENT, AND STAFF AND COME INTO EFFECT ON SEPTEMBER 15, 2020.

Appendix No. 1 to the Property Regulations

Price List

This appendix contains the costs of specific damage to the property of Pod Kotelnicą Guesthouse*

*In case of damage to guesthouse property not listed in this appendix, Pod Kotelnicą Guesthouse reserves the right to individual damage valuation.

Reservation Regulations

1. Room reservations can be made in person at the Pod Kotelnicą Guesthouse building (at the reception), by phone at 18 265 44 77, or by email at: kontakt@podkotelnica.pl.
2. Accommodation is not guaranteed for persons who have not made a reservation and/or paid a deposit.
3. By making a reservation, the Client consents to the processing of their personal data solely for marketing purposes by Pod Kotelnicą Guesthouse in accordance with the Act of August 29, 1997, on personal data protection (Journal of Laws No. 101 of 2002, item 926, as amended).
4. By making a reservation, the Client agrees to the storage and processing of their personal data necessary to perform the hotel service. Personal data are stored and processed by Pod Kotelnicą Guesthouse according to the Personal Data Protection Act and Privacy Policy.
5. Reservations can be made for individuals or legal entities.
6. After making a reservation, the Guest receives an electronic confirmation of the preliminary booking along with a reservation number.
7. After receiving the preliminary reservation confirmation, the Guest is obliged to pay a reservation fee constituting a deposit within the meaning of Art. 394 of the Civil Code, amounting to 30% - 50% of the stay cost within 3 days from the date of making the preliminary reservation or within a deadline agreed with reception. This payment should be made to the account: Bank Spółdzielczy in Bukowina Tatrzańska PL 55 8791 0009 0000 0008 0002 0001 SWIFT CODE: POLUPLPR, specifying the surname and reservation number as the title.
8. The date of receipt of the reservation fee is considered the date the transfer is posted in the above account.
9. The guesthouse reserves the right to delete the reservation if the reservation fee is not posted in the above account within 4 days from the date of making the reservation.
10. The remaining costs of the stay must be paid by the guest on the day of arrival in cash or by payment card at check-in. American Express payment cards are not accepted.
11. The reservation fee constituting a deposit is non-refundable, unless the cancellation is made no later than 21 days before the planned start of the stay, and the reserved room is resold – in such a case, the deposit can be used for another stay within 6 months of canceling the previous reservation or 50% of the amount paid will be refunded.
12. In case of cancellation of stay during a hotel day, the guesthouse does not refund the fee for that hotel day. The remaining amount for the unused part of the stay may be refunded upon the customer’s request only if the freed accommodation is sold at the same price and for the same period.
13. In case of purchasing stay packages (holiday offer, New Year's Eve, Easter, etc.), unused services during the stay or shortening the stay do not result in a refund. Services included in the package form an integral whole, and separate valuation is not possible.
14. Failure to check in by 8:00 a.m. on the day following the reserved arrival date is equivalent to cancellation of the stay unless otherwise agreed with reception.
15. All promotions/discounts available do not combine.
16. To receive an invoice, the Guest is obliged to inform the reception no later than on the day the reservation fee is paid. An advance invoice will be issued for the posted deposit. Information provided after this time will result in an invoice being issued in the Guest’s name.
17. Companies making reservations for conferences, trainings, integration trips, or events are obliged to sign an agreement regarding the organization and provision of ordered services before paying the deposit.

Guesthouse Operation Regulations / Safety Rules Related to COVID-19 Threat

The aim of these procedures is to increase safety and health protection for employees (staff) and guests of the guesthouse. To minimize the risk of infection among Guests and other external persons, including suppliers. To limit the number of contacts in the guesthouse within a given time window to reduce infection risk. Comprehensive actions adapted to the epidemic stage.

1. Information about the maximum number of clients allowed in each part of the facility is placed visibly at the entrance and reception. A protective/anti-virus screen is installed at the reception.
2. Disinfectant dispensers are placed throughout the guesthouse, especially at entrances, reception area, elevator entrance, catering points, and toilet exits.
3. Protective face masks can be purchased at the guesthouse reception.
4. Instructions on handwashing, glove removal and wearing, mask removal and wearing, and proper hand disinfection are displayed in sanitary rooms and near disinfectant dispensers.
5. Equipment and supplies are provided, and daily cleaning is monitored with emphasis on disinfecting frequently touched surfaces such as handrails, door handles, light switches, chair rails, and flat surfaces including work surfaces and dining areas. A spatial distance of at least 2 meters between personnel and guests should be observed.
6. Minimize guest time spent at reception.
7. Maximum guest numbers are set and controlled based on available rooms.
8. Rooms such as children's playroom, SPA & Wellness recreation area, billiards, where crowds might gather, are closed until the next phase of lifting restrictions. Use of these spaces is allowed only if rented exclusively by cohabiting hotel guests.
9. Conference rooms can be used subject to current legal rules (maintaining minimum 2-meter social distancing).
10. Strictly no unauthorized persons are permitted in the guesthouse.
11. General toilets, elevators, reception counters (after each guest), door handles, handrails, phone receivers, computer keyboards, social room devices, and other frequently touched surfaces are disinfected at least every hour.
12. Professional cleaning agents are precisely dosed in every room.
13. Routine room cleaning is limited and will be done only upon Guest's special request.
14. After each guest, routine room cleaning and disinfection of all frequently touched surfaces (including chair backs), equipment (e.g., remotes), and bathrooms are performed followed by ozone treatment.
15. The room will be rented again only after ozone disinfection is completed according to manufacturer instructions.
16. Cleaning staff are equipped with face shields and gloves, and aprons with long sleeves if needed. Bedding and towels are washed at a minimum of 60 ºC with detergent and supplied under sanitary regulations.
17. The use of hotel blow dryers in guest bathrooms is prohibited.
18. Where possible, all guesthouse rooms are ventilated or common areas are ozone-treated at designated times.
19. The bar operates only under sanitary restrictions (no buffet meals allowed).

Meals are served only to guesthouse guests in the restaurant area maintaining at least 2 meters distance between persons dining.

20. Due to COVID-19, the guesthouse reserves the right to suspend or limit services that increase risk to guests and staff (e.g., delivering luggage to rooms).
21. A designated room equipped with protective gear and disinfectant is prepared for temporary isolation if symptoms occur.
22. Necessary emergency phone numbers (sanitary-epidemiological station, medical services) are displayed at an accessible location.
23. All guests and potential customers are informed about safety procedures implemented for COVID-19.

The management thanks for cooperation in observing these regulations to ensure peace and safety during our Guests' stay.

SECURITY POLICY IN "ABP PODHALE SP. Z O.O."

Part I – Introduction

§ 1

According to Art. 39a of the Act of August 29, 1997, on personal data protection (Journal of Laws 1997 No. 133 item 883 as amended), hereinafter referred to as the "Act" and §3 section 1 of the Regulation of the Minister of Interior and Administration of April 29, 2004, regarding documentation of personal data processing and technical and organizational conditions for computers and IT systems for data processing (Journal of Laws 2004 No. 100, item 1024), hereinafter the "Regulation", the "Security Policy" is established.

§ 2

Wherever the term organizational unit is used in this document, it means ABP Podhale Sp. z o.o., registered under KRS number 275665, acting as the Personal Data Administrator represented by the Management Board.

Part II – Principles of Processing and Data Protection

§ 1

Any person with access to personal data processed within the organizational unit is obliged to read this document.

§ 2

The list of buildings, rooms, or parts of rooms constituting the area where personal data are processed ("processing area") required by the Regulation is annex 1 to this document.

§ 3

The list of personal data sets along with software used for processing, data structure descriptions including fields and relationships, and data flow between systems, as required by the Regulation, is Annex 2 to this document.

§ 4

Persons processing data must have written authorization issued by the Personal Data Administrator (Annex 3) and must sign a confidentiality declaration (Annex 4).

§ 5

Each person authorized to process personal data has an identifier and password allowing system login. Password requirements are specified in Part II § 2 of the IT System Management Instructions.

§ 6

Unathorized persons needing temporary access for service or other tasks sign confidentiality declarations unless supervised by authorized personnel.

§ 7

Outsourcing personal data processing is allowed only under a processing agreement according to Art. 31 of the Act.

§ 8

Disclosing data to external entities is allowed only after verifying legal conditions, including a properly justified request.

§ 9

Documents with personal data in paper form are stored in locked cabinets within the processing area.

Destruction of paper documents is done by shredding.

§ 10

Personal data processing rules in the IT system are defined in the "IT System Management Instructions" of ABP Podhale Sp. z o.o..

§ 11

Data processing supervision is done by the CEO who may appoint a Data Protection Officer to oversee compliance and where necessary implement procedures on behalf of the CEO. The appointment is Annex 5.

§ 12

The supervisor maintains the lists of data sets processed, reports sets for registration when required, and checks that purposes, scope, time, and security measures of data processing are respected.

§ 13

The supervisor also maintains records of authorized persons, rooms constituting processing areas, entities receiving data, and agreements for data processing outsourcing.

§ 14

Authorized persons must process data according to laws, not disclose or permit unauthorized access, and protect data from destruction.

§ 15

Requests for access to personal data are prepared within 30 days.

§ 16

When collecting data directly, the person must be informed about the data controller, purpose, recipients, rights, and legal basis for collection.

This information can be given on the registration card or orally.

Part III – Final Provisions

§ 1

Failure to comply with data protection provisions may result in criminal liability under Articles 49-54a of the Personal Data Protection Act.

§ 2

Matters not covered by this document are governed by the Act on Personal Data Protection and the Regulation of April 29, 2004.

§ 3

This document comes into effect on March 15, 2015.

IT SYSTEM MANAGEMENT INSTRUCTIONS FOR PERSONAL DATA PROCESSING
IN "ABP PODHALE SP. Z O.O."

I – General Part

§ 1

According to Art. 39a of the Act of August 29, 1997, on personal data protection and the Regulation of April 29, 2004, this document establishes the IT System Management Instructions for data processing.

§ 2

Definitions used in this document for the Act, Regulation, organizational unit, ASI (IT System Administrator), Instructions, Security Policy, User, and IT system are specified.

§ 3

ASI is appointed by ADO in writing; if not appointed, ADO assumes this role. The ASI appointment form is Annex 1. ASI must also sign a confidentiality declaration (Annex 4 of the Security Policy).

§ 4

ASI is responsible for enforcing security principles of the IT system, controlling information flow between IT and the public network, and protecting computer equipment from unauthorized access, including risk analysis.

§ 5

Given the connection to the Internet, a high level of security is implemented.

II – Specific Part

§ 1

Procedures for granting data processing rights and registration thereof involve User requests, immediate assignment of identifiers and passwords by ASI, and revocation of access when needed.

§ 2

Authentication methods and responsibilities related to password management are defined, including password complexity and periodic changes.

§ 3

Procedures for starting and suspending system work include login procedures, automatic screen locking after inactivity, and actions after work ends.

§ 4

Procedures for creating and storing data backups are specified, including secure storage methods.

§ 5

Electronic media containing personal data are securely stored, destroyed or rendered unreadable when no longer needed.

§ 6

The IT system is protected against unauthorized access by specialized antivirus and firewall software, with ASI responsible for implementation.

§ 7

Logging of personal data disclosures is kept excluding access by authorized, governmental, or local administration bodies.

§ 8

System reviews and maintenance are performed quarterly by ASI, with immediate repair of faults and controlled external interventions.

§ 9

The IT system is safeguarded from data loss due to power failure via portable computers, external servers, and surge protectors.

§ 10

Users must exercise particular caution when transporting laptops containing personal data, including password protection of files.

§ 11

Methods of destruction or transfer of electronic data media are defined to ensure data security.

§ 12

The IT system records details about data input, source, recipients, and objections.

§ 13

The system can generate readable reports on processed data for each individual.

§ 14

Users must report security breaches immediately; ASI must investigate and prevent future breaches.

§ 15

Data erasure on electronic media is performed by secure overwriting or physical destruction, often via specialized IT firms.

III – Final Provisions

§ 1

Matters not covered are subject to the Act of August 29, 1997, on personal data protection and the Regulation of April 29, 2004.

§ 2

This document enters into force on March 15, 2016.