Terms & Conditions

PLEASE FAMILIARIZE YOURSELF WITH OUR REGULATIONS

 

Białka SPA & Resort Regulations 

I. General Provisions

 

These Regulations define the terms and conditions for making reservations and renting accommodation in the selected apartment. Making a reservation constitutes acceptance of the provisions of these Regulations. The agreement between the Client and the Lessor is concluded at the moment of making a reservation online, via email, or by phone.

II. Reservation

1. To make a reservation, the Client selects a stay for the chosen period. A preliminary booking confirmation for the apartment will be sent to the Client’s email address. If the deposit payment is not confirmed within the deadline specified in the booking confirmation, the Lessor reserves the right to cancel the reservation.

2. The booking confirmation sent by the Lessor includes:

a) The Client’s stay dates

b) The total rental amount due

c) Information on the deposit amount

d) Bank account details

e) General booking conditions

3. Upon receipt of the deposit, the Client will receive an email confirming the payment and providing contact details for the reception staff responsible for handing over the apartment keys. The deposit, as defined by Article 394 of the Civil Code, is non-refundable.

4. To guarantee a reservation under flexible booking conditions, the following deposit payments are required:

• 30% of the total reservation value at the time of booking.
• 70% of the total reservation value 14 days (low season) or 30 days (high season and special periods) before the planned arrival.
• For bookings made closer to the arrival date, a 100% deposit is required.
• The reservation can be canceled free of charge up to 14 days before arrival. After this period, 100% of the paid deposit is non-refundable
• For stays planned during the high season and special periods (e.g., holidays, winter breaks, long weekends, New Year's Eve), the reservation can be canceled free of charge up to 30 days before arrival. After this period, 100% of the paid deposit is non-refundable.
• In case of cancellation, the prepayment will be refunded within 7 days of the cancellation request.

5. The non-refundable offer is intended for Clients who are certain about their booking, with no possibility of free cancellation or modification, but at a guaranteed lower price. A 100% prepayment of the reservation value is required.

III. Rental Agreement Terms

1. Renting an apartment includes all utility fees, single-use items available in the apartment (cleaning supplies,

toiletries), and common services accessible to Guests of the facility.

2. The hotel day starts at 16:00 on the day of arrival and ends at 11:00 on the day of departure.

3. Early check-in on the arrival day depends on the current occupancy of the facility and is considered individually by the Lessor. Regardless of the Lessor’s goodwill, early check-in cannot be guaranteed in advance. To secure early check-in, an additional fee must be paid, as agreed upon individually.

4. Extending the hotel stay depends on the current occupancy of the facility and is considered individually by the Lessor. Regardless of the Lessor’s goodwill, late check-out cannot be guaranteed in advance. To secure late check-out, an additional fee must be paid, as agreed upon individually.

5. The Lessor provides services in the selected apartment according to its category and standard. If the Guest has any concerns regarding the quality of services, they should report them immediately to the Lessor’s service office.

6. The Client is obliged to immediately inform the Lessor of any events that may cause material damage to the property owner or endanger the safety of other Guests staying at the facility.

7. The Client may use the apartment exclusively for residential purposes and may not sublet it to third parties.

8. By booking an apartment, the Client agrees to an additional service fee in the amount specified in the booking confirmation.

9. A child under the age of three, sleeping in the same bed as adults or in their own crib without requiring additional bedding, stays free of charge. Other children are charged according to the booking conditions.

10. A local tourist tax of up to 2.00 PLN per person per night applies in Białka Tatrzańska and is not included in the accommodation price.

11. For selected apartments, the Client is entitled to a free parking space on the premises. The management is not responsible for any damage to or loss of vehicles parked outside the building or in the unguarded parking lot.

12. Check-in after 22:00 and check-out before 08:00 must be arranged in advance with the resident responsible for handing over/collecting keys or with the reception. An additional fee of 80 PLN applies for arrivals/departures between 22:00 and 08:00.

IV. Client’s Responsibilities

1. The actual number of people staying in the apartment is limited to the number specified in the booking confirmation. The Client is required to inform the Lessor of any changes in the number of occupants. If the apartment is used in violation of the booking terms, the Lessor may refuse check-in and withhold the apartment keys. In such a case, the Client is obliged to cover the full cost of the reservation.

2. The Client must notify the Lessor in advance if an additional person will be accommodated in the apartment. The Lessor reserves the right to refuse additional guests if their total number exceeds the technical capacity of the apartment. Additional guests will be charged 100 PLN per person per night.

3. The Client is required to respect the principles of good neighborliness. Quiet hours are in effect from 22:00 to 06:00 throughout the facility. Failure to comply with quiet hours will result in immediate eviction without a refund.

4. The Client and their Guests are responsible for any damages caused to the rented apartment, common areas, or other parts of the facility. The Client must immediately notify the Lessor of any damages and is obligated to cover the cost of repairs.

5. The Guest must present a photo ID to the Resident upon check-in. If the Guest refuses to provide identification in a way that allows check-in, the Resident is required to deny access to the apartment.

6. The Client must strictly comply with fire safety regulations within the facility.

7. Children on the playground area (swings, sandbox, trampoline, and other equipment) must be supervised at all times by parents or guardians, who bear full responsibility for the child’s safety.

V. Additional Services

1.1. Pets (dogs and cats) are allowed in selected apartments. The Client must check before booking whether pets are permitted in the chosen apartment.

If the Client books an apartment where pets are not allowed, the reception staff has the right to refuse accommodation without refunding the deposit.

The cost of a pet’s stay is based on the current price list available at the reception. 

A 50 PLN per night surcharge applies for pets. 

 

2. A baby crib is available for an additional charge of 20 PLN per night.

3. Losing the apartment keys incurs a 200 PLN fee.

VI. Booking Modifications

1. A booking modification is possible only through individual agreement with the Lessor. Any modifications must be confirmed by email.

 

VII. Transfer of Client’s Rights and Obligations

1. The Client may transfer all rights related to the booking to another person, provided that the new person also assumes all obligations resulting from the booking. 2. The Client must immediately notify the Lessor of the change by providing the personal details of the new guest. 3. The new guest must confirm the transfer via email, updating the booking with their personal and payment details.

VIII. Force Majeure

1. Both parties may be exempt from liability for non-performance or improper performance of the agreement if it is caused by a force majeure event.

2. "Force majeure" refers to any event beyond the control of the parties, which could not have been foreseen at the time of entering the agreement and could not have been prevented. This includes but is not limited to: o Natural disasters o State of emergency or war o New legislation or administrative decisions o Technical failures affecting the fulfillment of the contract o Other similar unforeseeable events 3. If such an event prevents the proper execution of the contract, the affected party must immediately notify the other party in writing.

IX. Governing Law

1. Polish law applies to any disputes between the Lessor and the Client. 2. Any disputes will be settled by the court competent for the Lessor’s registered office.

X. Data Processing and Protection

1. The Mountain Investment Group Mastalski Matanyj Sp.J is the data controller for the personal information collected during booking. 2. Data will be processed for: o Check-in purposes o Compliance with legal obligations (including tax regulations) o Protecting the Lessor’s legitimate interests, such as pursuing claims and defending against legal actions.

 

3. The Client has the right to: o Access, correct, delete, or restrict data processing o Object to data processing o Request data portability 4. Providing personal data is mandatory for completing the booking and check-in process. Failure to provide data will prevent the reservation from being completed. 5. Clients have the right to file a complaint with the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw) if they believe their data rights have been violated.

XI. Monitoring

A surveillance system has been installed on the premises of Białka Spa & Resort.

1. Purpose of Monitoring
1.1. The purpose of the monitoring system is to enhance the security of individuals present on the property managed by the housing community and to protect the property of the housing community.

2. Scope and Coverage of Monitoring
2.1. The surveillance system records only video footage; audio is neither recorded nor stored.
2.2. The monitored areas include the surroundings of the building at Środkowa 161c,d, Białka Tatrzańska, the main entrances to the buildings, corridors, waste collection rooms, and other common areas of the property.
2.3. The surveillance system consists of external and internal cameras, recording devices storing footage on a disk, monitors for viewing recordings, and a control center receiving images from the cameras and recorders. System components may be upgraded, replaced, or expanded as needed.
2.4. Monitored areas are marked with pictograms indicating the presence of cameras near the supervised locations.

3. Monitoring Usage Rules
3.1. The administrator of the monitoring system is the Housing Community of the property located in Kościelisko, Środkowa 161c,d.
3.2. A third-party company, contracted by the Housing Community, is responsible for the maintenance and servicing of the monitoring system.
3.3. The entity authorized to process personal data, under a data processing agreement, is the property management company. This entity ensures the proper functioning of the monitoring system and has direct access to the monitoring equipment for recording, storing, sharing, and deleting footage.
3.4. The monitoring system operates 24/7.
3.5. Surveillance system devices used for recording, viewing, sharing, and deleting footage are secured against unauthorized access in a designated room (accessible only to individuals authorized by the Housing Community Board).
3.6. Surveillance recordings are stored for a maximum of 7 days from the date of recording.
3.7. Copies of surveillance recordings are made by the property manager. The recorded medium should be labeled and secured against damage, destruction, loss, unauthorized access, and stored in the office of the Housing Community Board.

4. Access to Monitoring Data
4.1. Access to surveillance recordings is granted to:
- Members of the Housing Community Board
- The property manager and employees of the external service provider, contracted by the Housing Community, who are obligated to implement appropriate technical and organizational measures ensuring proper data protection.
- The Data Protection Officer, Deputy Data Protection Officer, or their authorized representatives.
4.2. Surveillance recordings are only provided upon written request to authorized institutions such as the police, prosecutors, or courts in relation to ongoing investigations.
Surveillance footage is not shared with private individuals, as it could violate the rights and freedoms of third parties.
4.3. In justified cases, such as when footage is required as evidence in court or administrative proceedings, the storage period may be extended for the necessary duration until the proceedings conclude.
4.4. A private individual or institution seeking to secure surveillance footage for future legal proceedings may submit a written request to the Housing Community Board within 3 days of the recorded event. Requests submitted after this period do not guarantee footage preservation due to possible automatic
4.5. The request for footage preservation should specify the approximate date and time of the event; otherwise, locating the relevant footage may not be possible.
4.6. A copy of the requested footage is made by the entity managing the monitoring system (the property manager) upon a written request from the Housing Community Board. The copy should be properly labeled, including the copy number, date of creation, source data, and recording date/time.
4.7. The copy is stored securely, protected from unauthorized access. The property manager maintains a register of created and shared copies, recording details such as request date, copy number, data source, recording date/time, date of copy creation, the individual who made the copy, and information on its release or destruction.
4.8. Copies are stored for one month, except as noted in section 4.5 above. If the requesting party does not collect the copy within this period, it will be destroyed.

4.9. The requesting party is responsible for covering the costs of retrieving and securing surveillance recordings.

5. Final Provisions
5.1. Personal data recorded by the surveillance system is protected, is not considered public information, and is classified as confidential under personal data protection regulations. It will not be shared with unauthorized entities.
5.2. Individuals with access to live or recorded surveillance footage must comply with personal data protection laws. The Housing Community Board will issue appropriate authorizations for processing personal data and will enter into agreements with external entities regarding data processing. 

 Lessor:

 

Górska Grupa Inwestycyjna Mastalski Matanyj Sp. J

Ul. Chyców Potok 26 p.2, 34-500 Zakopane

NIP: 736-173-05-74
 

I agree / do not agree * to receive commercial information from the Administrator, Górska Grupa Inwestycyjna, headquartered in Zakopane, at ul. Kasprusie 6, in accordance with the Act of July 18, 2002, on the provision of electronic services.

I agree / do not agree * to the processing of my personal data by the Administrator, Górska Grupa Inwestycyjna, headquartered in Zakopane, at ul. Chyców Potok 26 p.2, for marketing purposes.

We inform you that the data from the registration agreement will be processed by Górska Grupa Inwestycyjna as the administrator to the extent necessary for registration purposes, compliance with legal obligations (including tax obligations), and for the protection of our legally justified interests, such as pursuing any financial and non-financial claims and defending against potential claims from other parties.

We inform you that the data will be processed for the duration of the service and for an additional 10 years, but no less than until the expiration of any potential claims. The above data will not be shared with other entities, except those providing services directly for the Administrator.

Providing the above data is necessary for registration purposes. If the data is not provided, it will not be possible to carry out the registration process.

We also inform you that in connection with the processing of personal data, you have the right to lodge a complaint with the President of the Office for Personal Data Protection (ul. Stawki 2, 00-193 Warsaw). In accordance with the Act of April 8, 2010, amending the Act on Health Protection against the Consequences of Tobacco and Tobacco Product Use and the Act on the State Sanitary Inspection (Journal of Laws No. 81, item 529), smoking cigarettes and tobacco products is strictly prohibited on the premises, including in the apartments.

Violation of the smoking ban in the apartment will be considered as the Guest's acceptance of covering the cost of room deodorization in the amount of 500 PLN.

 

 

Complaint Handling Procedure

for Białka SPA & Resort

For Individual Customers (Consumers)

 

1. Górska Grupa Inwestycyjna Mastalski Matanyj Spółka, headquartered in Zakopane, at ul. Chyców Potok 26 p.2 (34-500), registered in the National Court Register of Entrepreneurs maintained by the District Court for Kraków-Śródmieście in Kraków, XII Commercial Division of the National Court Register under KRS number 0000782149, NIP 7361730574, represented by its partners:

- Kamil Mastalski

- Wojciech Matanyj

(hereinafter referred to as "Białka Spa & Resort") handles complaints submitted by customers in the manner and within the timeframes specified in this Procedure, unless otherwise stated in the legal relationship (e.g., contract) between the Customer and Białka Spa & Resort.

2. For the purposes of this Procedure, a "Customer" is defined as a consumer under the Civil Code of April 23, 1964 (Journal of Laws of 2014, item 121), who uses the services provided by Białka Spa & Resort and submits a Complaint.

3. A "Complaint" is defined as a written statement by the Customer, submitted either in writing or via email (regardless of the document's name/title), addressed to Białka Spa & Resort, concerning the violation of the Customer’s rights arising from the use of services offered by Białka Spa & Resort. The Complaint should include sufficient data to unambiguously identify the Customer, as well as contact information and a detailed description of the issue being reported.

4. Complaint Submission: In writing: Sent to Górska Grupa Inwestycyjna Mastalski Matanyj, ul. Chyców Potok 206, PII, 34-500 Zakopane. By email: Sent to rezerwacja@gorskagrupa.pl.

5. The Customer should submit the Complaint as soon as possible after becoming aware of the issue to ensure fair and efficient handling of the Complaint.

6. Upon receiving the Complaint, Białka SPA & Resort will take steps to process it. An authorized employee may contact the Customer if further factual clarification or additional information is needed for proper review.

7. Complaints will be resolved in writing (or via email in response to an electronically submitted Complaint).

 

8. The Complaint Response will include:

a) A factual and legal justification unless the nature of the allegations does not require it.

b) Information on the reported issue, referencing relevant sections of the contract or applicable regulations in the facility unless unnecessary due to the nature of the complaint.

c) The name of the person providing the response.

9. A response to the Customer's Complaint will be provided as soon as possible, but no later than 14 days from the date of receipt.

10. A decision regarding compensation or a refund must always be approved by the Management Board of Górska Grupa Inwestycyjna.

Górska Grupa Inwestycyjna Mastalski Matanyj Spółka, headquartered in Zakopane, at ul. Chyców Potok 26 p.2 (34-500), registered in the National Court Register of Entrepreneurs maintained by the District Court for Kraków-Śródmieście in Kraków, XII Commercial Division of the National Court Register under KRS number 0000782149, NIP 7361730574, represented by its partners:

- Kamil Mastalski

- Wojciech Matanyj

11. Processing of Compensation Payments: Financial claims or other compensation will be fulfilled promptly, but no later than 30 days from the date the Complaint is acknowledged, based on the decision of the Management Board.

12. The Customer retains the right to file a lawsuit regarding the Complaint before a common court, in accordance with applicable legal provisions.

 

CHILD PROTECTION POLICY AT BIAŁKA SPA & RESORT

 

Preamble  

 

In accordance with the legal obligations arising from the Act of May 13, 2016, on counteracting threats of sexual crime and the protection of minors, as well as the United Nations guidelines on business and human rights, and recognizing the significant role of businesses in ensuring the respect of children’s rights, BIAŁKA SPA & RESORT adopts this Child Protection Policy. This document outlines principles and procedures applied in cases where there is suspicion of harm to a child staying at BIAŁKA SPA & RESORT and aims to prevent such risks, with special consideration for children with disabilities and those with special educational needs.

The Child Protection Policy at BIAŁKA SPA & RESORT is based on the following principles:

 

 

1. displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. recognizing them as particularly vulnerable to harm.
   BIAŁKA SPA & RESORT acknowledges its role in running a socially responsible business and promoting desirable social attitudes.
2. displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. and promoting desirable social attitudes. displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. to law enforcement authorities and commits to training its staff in this regard.

 

Glossary

For the purposes of this document, the following terms have been defined:

1. Tourist Facilities Hotels and other establishments providing hospitality services as defined in the Act of August 29, 1997,
    on hotel services, tour guides, and travel guides.
2. Child/Minor – For the purpose of this Policy, a child is considered to be any person under the age of 18.[1]
3. Child Guardian – A legal representative of the child: a parent or legal guardian; a foster parent; or a temporary guardian (i.e., a person authorized to represent an unaccompanied minor citizen of Ukraine residing in Poland).[2]
4.  Unrelated Adult – Any person over the age of 18 who is not the child’s parent or legal guardian.
5. Child Abuse Any behavior that may constitute a criminal offense against a child by any individual,
   including staff members at a tourist facility, or any action that endangers a child's welfare, including neglect. This encompasses any intentional or unintentional action or inaction by an individual, institution, or society that
   violates children's rights, freedoms, or well-being and disrupts their optimal development.
6. Forms of Child Abuse:

●       Physical abuse Any act causing or potentially causing physical harm to a child. This harm may result from an act or omission by a parent, guardian, or any trusted or authoritative figure in the child's life. Physical abuse can be repetitive or a single act.

●       Emotional abuse – A chronic, non-physical, harmful interaction between a child and a caregiver, including actions and omissions such as emotional unavailability, emotional neglect, hostility, blame, rejection, inconsistent caregiving, and failure to recognize a child’s individuality and psychological boundaries.

●       Sexual abuse The involvement of a child in sexual activity that they do not fully understand, cannot legally consent to, or are not developmentally prepared for. Sexual abuse occurs when an adult engages in sexual activity with a child, or when a child is involved in sexual activity with another child under circumstances of dependency, power imbalance, or authority. . Sexual exploitation, including any form of abuse for financial, social, or political gain, is also considered sexual abuse. The risk of sexual exploitation increases during humanitarian crises and affects both children and their guardians (UN Bulletin ST/SGB/2003/13).

●       Neglect The chronic or incidental failure to meet a child's basic physical or psychological needs or to respect their fundamental rights, leading to health disorders or developmental difficulties.
Neglect occurs in relationships where the caregiver is responsible for the child's well-being and protection.

7. Criminal Acts Against Children Children can be victims of any criminal offenses that can be committed against adults, as well as specific offenses directed solely at minors (e.g., sexual abuse under Article 200 of the Penal Code).^[3]). Given the nature of accommodation facilities, where seclusion is easily accessible, the most common crimes in such environments include sexual offenses, such as:
   Rape (Article 197 of the Penal Code) Sexual exploitation of mental incapacity or helplessness (Article 198) Sexual exploitation of dependency or a critical situation (Article 199) Sexual exploitation of a person under 15 years of age (Article 200) Grooming (enticement of a minor via remote communication) (Article 200a)
8. Non-Criminal Forms of Child Abuse All forms of violence against children that do not meet the legal definition of a criminal offense (e.g., shouting, humiliation, shaking, name-calling, neglecting needs, etc.).
9. Employee A person employed under an employment contract or providing work under a similar agreement (e.g., service contract, business-to-business contract, freelance contract), as well as interns, trainees, and volunteers.
10. Employee Working with Children – Any individual performing or delegated to perform tasks related to: • Childcare • Education • Recreation • Healthcare • Psychological counseling • Spiritual development • Sports activities • Other interests of minors
11. Entrepreneur or Farmer An entity, institution, or person managing a tourist facility or network of facilities, responsible for its formal and operational compliance. 

 

 

 

 

CHAPTER I. FACILITY EMPLOYEES

 

General Principles

1. BIAŁKA SPA & RESORT is committed to educating its employees on recognizing signs that a child staying at the facility may be experiencing harm and on the appropriate and swift ways to respond to such situations.
This education may be provided through various training formats, including external and internal training, e-learning, educational materials developed by the hotel and made available to employees, and freely accessible materials created by other organizations.

2. Every employee, before starting work, must be familiarized with the Child Protection Policy
 and confirm this by signing a statement of acknowledgment and commitment to adhere to the principles and procedures contained in this document (Appendix No. 1).

3. Employees working with children are required to undergo periodic training, which is documented by the employer.

4. BIAŁKA SPA & RESORT
is committed to considering the needs of children with disabilities and children with special educational needs by adapting the guidelines from Appendix No. 12 to the specifics and scope of the facility’s operations.  dostosowując wytyczne z Załącznika nr 12, do specyfiki i zakresu działania obiektu.

 

Hiring Employees to Work with Children

1. 1. Individuals working with children must demonstrate through their employment history
   that they have never harmed a child in the past.
2. 2. Every individual employed or assigned by displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. to work with children
   must be checked in the Register of Sex Offenders. This requirement applies to all employees, including minors under the age of 18. The verification process involves printing the search results from the restricted-access section of the Register and placing them in the personnel file of the individual being checked.
   The scope of personal data required for verification is specified in Appendix No. 3.
3. 3. Additionally, every individual employed or assigned to work with children must provide a criminal record check from the National Criminal Register, covering offenses specified in Chapters XIX and XXV of the Penal Code, Articles 189a and 207 of the Penal Code, and the Act of July 29, 2005, on Counteracting Drug Addiction (Journal of Laws of 2023, item 172, and of 2022, item 2600), or corresponding offenses under foreign law.
4. If the individual being employed or assigned has citizenship other than Polish, they must also provide a criminal record check from their home country for professional or volunteer activities involving contact with children. If the country does not issue such documents, they must provide a standard criminal record check.
5. The individual being employed or assigned must also submit a sworn statement listing all countries of residence over the past 20 years,
   other than Poland and their country of citizenship, under penalty of criminal liability (Appendix No. 4).
6. If the country from which the criminal record check is required does not issue such documents or does not maintain a criminal register, the individual being employed or assigned must submit a sworn statement confirming this fact, under penalty of criminal liability (Appendix No. 5).
7. All sworn statements submitted under penalty of criminal liability must include the following declaration: “I am aware of the criminal liability for making a false statement.” This replaces the need for an official warning from an authority about the legal consequences of providing false information.
8. When using external service providers, displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. RESORT includes a contractual clause that ensures the provider adheres to the required standards for screening employees for child safety risks. This clause grants displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. the right to monitor compliance,
   with the possibility of immediate contract termination and contractual penalties displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. if the provider fails to meet the agreed standards.

 

Scope of Competence and Responsibility of Individuals Assigned to Implement the Child Protection Policy at BIAŁKA SPA & RESORT

1.      The supervision of the application of the Child Protection Policy is conducted by the Business Owner or Farmer.

2.      The Business Owner or Farmer appoints a Child Protection Policy Coordinator (hereinafter referred to as the "Coordinator").

3.      3. The Coordinator is responsible for ensuring that employees are familiar with the content of the Child Protection Policy and for monitoring its implementation within the
[Facility/Hotel/Network]. 

4.      4. The Coordinator organizes and documents the employee
training process regarding the recognition of symptoms indicating that a child at the facility may be experiencing harm and the appropriate and swift response to such situations, in accordance with the facility’s procedures.

The Coordinator records every intervention or reported incident related to child harm within the facility in a designated document (e.g., an incident log or intervention register).
z krzywdzeniem dziecka na terenie obiektu w dokumencie, który jest stworzony do tego celu (np. dziennik zdarzeń lub rejestr interwencji).

5.      5. If there is a reasonable suspicion that a crime has been committed, the Coordinator is responsible for securing evidence,
including surveillance recordings, and providing copies upon request to law enforcement authorities by registered mail or personally to the prosecutor or police.

6.      6. The Coordinator is responsible for handling procedures in cases where a child has been harmed by a facility employee or another adult not directly employed by displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. but by a third-party entity.

7.      The Coordinator monitors and updates the Child Protection Policy and ensures its availability to employees, collaborating entities, and guests.

8.      The Coordinator's contact information is accessible to all employees and guests, including children. It must include details on how to contact the Coordinator (email, phone number, availability: days and hours of work).
 i godziny pracy).

 

Guidelines for Safe Employee-Child Relationships

1. 1. The following guidelines apply to all employees from displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. , as well as other adults who interact with children at the facility,provided the interaction is approved by the facility.
2. 2. The fundamental principle for all employees interacting with children at displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. is to treat children with respect, acknowledging their dignity and needs.
3. Any form of violence against a child by employees or other adults is strictly prohibited.

 

1. Expected Behaviors and Practices for Employees

●       Maintain patience and respect when communicating with a child.

●       Listen attentively to the child and provide responses appropriate to their age and situation.
When speaking to a child, ensure your face is at their eye level.

●       Assure the child that if they feel uncomfortable in any situation, they can speak to you or another designated person for help.

●       Inform the child about the location of the Child Protection Policy in a format they can understand at BIAŁKA SPA & RESORT. Ensure they know they can approach you or another designated person if they have any questions. 

●       Treat all children equally, regardless of their gender, sexual orientation, ability/disability, social status, ethnicity, culture, religion, or beliefs.

●       Ensure a safe environment. If children are present in your work area, verify that equipment and facilities are used appropriately and that the surroundings are safe (e.g., secure windows and stairs, limit access to busy roads, open water, etc.).

●       If you see a child or children left unattended in a potentially unsafe situation, take action to locate their parent or guardian.

 

2. Prohibited Behaviors and Practices by Employees Towards Children in the Facility

●       Do not shout at, shame, humiliate, ignore, or insult a child.

●       Do not hit, shove, push, or physically violate a child's integrity in any way unless their health or life is at risk.

●       Do not engage in any romantic or sexual relationships with a child or make inappropriate proposals. This includes sexual comments, jokes, gestures, and sharing erotic or pornographic content in any form.

●       Do not record or photograph a child for personal or professional purposes (including allowing third parties to do so) without the consent of the child's parents/guardians and the child’s own consent. The only exception is when the child’s image is incidental in a public setting, such as a gathering, landscape, or public event, in which case parental consent is not required.

●       Do not contact a child through private communication channels (private phone, email, messaging apps, social media) or meet with them outside of work.

●       Do not offer alcohol, tobacco products, or illegal substances to a child.

●       Never touch a child if they do not want to be touched, or in a manner that could be considered inappropriate or indecent.

 

If you witness any of the above behaviors or situations involving other adults or children, always report it to the designated individual responsible for implementing and monitoring the Child Protection Policy at the facility or your direct supervisor: +48 888 840 498

 

 

CHAPTER II. PROCEDURE FOR CHILD IDENTIFICATION DURING CHECK-IN AT THE RECEPTION

 

1. 1. One of the effective ways to prevent child abuse is to establish the identity of a child staying at the tourist facility
   and their relationship to the accompanying adult.
2. The reception staff must take all possible steps to identify the child and determine their relationship with the accompanying adult.
3. To verify the child's identity and their relationship with the accompanying adult, the following steps should be taken:
1. Request an identity document for the child or another document confirming that the adult has the right to care for the child. Examples of acceptable documents include an ID card, school ID, MObywatel application, Internet Patient Account, or a court ruling. If an identity document is unavailable or the adult refuses to present one, request the child's details (e.g., name, surname, address, date of birth).
2. If no documents indicating the child’s relationship with the adult are available or the adult refuses to present them, ask both the adult and the child about their relationship. A sampleconversation guide for this situation
   can be found in Appendix 2.
3. If the adult is neither the child’s parent nor legal guardian, they must present a document such as a notarized written parental consent for traveling with the child or a parental consent letter including the child's details, home address, parental contact information, and the identity document number/PESEL of the entrusted caregiver.
   If the adult does not have any of the above documents, they must fill out a statement prepared by the facility. The statement should include the child's and the accompanying adult’s details, specifying their relationship. If the adult is neither a parent nor a legal guardian, they must declare that the parents/legal guardians have granted consent for them to care for the child.
4. If the adult refuses to present the child's documents and/or specify their relationship, explain that the procedure is in place to ensure children's safety at displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. and that, under the Act of May 13, 2016, facility employees must comply with child protection regulations.
   Once the situation is resolved positively, thank the adult for their time in ensuring the child’s well-being.
5. If the conversation does not dispel doubts regarding the adult's intentions toward the child, especially if they refuse to present an identity document or sign a statement with the child's details, discreetly notify a supervisor and security staff (if present) without raising suspicion.
    For example, excuse yourself under the pretense of needing to use office equipment in the back office, asking the adult to wait with the child in the lobby, restaurant, or another area.
6. From the moment any concerns arise, both the child
    and the adult should remain within the staff’s line of sight whenever possible and should not be left alone.
7. The supervisor who has been notified of the situation will take over
   the conversation with the suspicious adult to obtain further clarification.
8. 8. If the conversation confirms suspicions of an attempted or committed crime against the child, the supervisor must notify the police. The procedure outlined in Chapter III regarding suspected child abuse will then be followed. 
9. If employees from other departments of displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. such as housekeeping, room service, bar and restaurant staff, wellness area employees, security personnel, or others, witness unusual or suspicious situations, they must immediately inform their supervisor. If the supervisor is unavailable, they must report it to a decision-maker who will take appropriate action (see points 7 and 8 above).
10. Depending on the circumstances and location, the supervisor will assess the validity of the suspicion regarding child abuse. They will then take appropriate measures to clarify the situation or proceed with intervention by notifying the police.

 

 

CHAPTER III. PROCEDURE IN CASES INDICATING CHILD ABUSE BY AN ADULT

 

1. A reasonable suspicion of child abuse arises when:

1. The child discloses the abuse to a facility employee.
2. An employee observes the abuse.
3. The child has visible signs of abuse (e.g., scratches, bruises)
   and responds inconsistently, chaotically, or appears distressed when questioned,
   or when other circumstances suggest abuse, such as the discovery of child pornography in the adult’s room.

2. 2. An employee who has a reasonable suspicion that a child
   in the facility is or has been abused must immediately notify a supervisor/decision-maker, who will report the case to the police. If the child’s safety is at immediate risk, the employee must call emergency services (112) and describe the circumstances. Regardless, the Coordinator of BIAŁKA SPA & RESORT must be informed of the incident.
3. Every effort should be made to prevent the child and the suspected abuser from leaving the facility.
4. 4. In cases outlined by the Code of Criminal Procedure, a citizen’s arrest of the suspected individual may be carried out. Until the police arrive, the detained individual should remain under the supervision of security staff or other hotel employees, provided it does not endanger their health or life.
5. The child’s safety must be the priority.
   If possible, an employee should remain with the child until the police arrive. Any efforts should be made to provide emotional support to the child (Appendix 10).
6. If there is a reasonable suspicion that the abuse involved biological evidence from the perpetrator (e.g., semen, saliva, skin cells), efforts should be made to prevent the child from washing, eating, or drinking until the police arrive. The child should be gently informed about why these restrictions are necessary.
7. 7. Once the police take custody of the child, surveillance footage and other relevant evidence (e.g., documents) must be secured and handed over to the Coordinator. Upon request, copies will be sent by registered mail or delivered in person to the prosecutor or police.
8. 8. After the intervention, the incident must be reported to the Coordinator,
   who will document it in the incident log or a designated report.

 

 

 CHAPTER IV. PROCEDURE FOR SUSPECTED OR CONFIRMED CHILD ABUSE BY AN EMPLOYEE OR ANOTHER ADULT
 KRZYWDZENIA DZIECKA PRZEZ PRACOWNIKA/INNĄ OSOBĘ DOROSŁĄ

 

1. 1. If child abuse is suspected by an employee or another adult not directly employed by displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. (e.g., a third-party contractor), the person receiving the information must immediately inform the Coordinator. If the Coordinator is unavailable, another designated person must be notified.
2. If the child’s life or health is at risk, the person who becomes aware of the situation must immediately notify the police (112), providing their own details, the child’s details (if available), the child’s location, and a description of the circumstances. The supervisor/decision-maker must then be informed, and they will notify the child’s parents or guardians. The Coordinator must also be informed, at least in writing (email or letter).
3. If an employee has engaged in misconduct toward a child that does not constitute a criminal offense, the Coordinator must investigate the circumstances.
   This includes interviewing the accused employee and any witnesses. If the misconduct significantly affects the child’s well-being (e.g., discrimination or violation of dignity), the Coordinator should recommend appropriate personnel actions to the facility manager.
4. 4. If the person responsible for the abuse is not directly employed by dopuściła się krzywdzenia nie jest bezpośrednio zatrudniona przez displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. but by a third-party company (e.g., outsourced staff), the facility should recommend banning displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. If necessary, the contract with the third-party company should be terminated.

 

 

CHAPTER V. PROCEDURE IN CASES OF OTHER FORMS OF VIOLENCE AGAINST A CHILD BY A PARENT/LEGAL GUARDIAN/ANOTHER ADULT

 

1. If a child is found to be harmed by a parent, legal guardian, or another adult accompanying them in the facility, any employee witnessing such harm must respond firmly and immediately.
2. If the child’s life or health is at risk, the person receiving this information must immediately call emergency services (112), providing their own details, the child’s details (if possible), the child’s location, and a description of the situation. The supervisor/decision-maker must also be informed. Additionally, the incident must be reported to the Coordinator, at least in writing (email or letter).
3. If an employee witnesses physical violence against a child (e.g., slapping, shaking, yelling, or any act defined as physical violence), they should intervene to stop the abuse and react accordingly. Possible responses and intervention methods for abusive behavior by a parent, guardian, or another adult toward a child are outlined in Appendix 11.
4. If a child under the age of seven is left unattended, the employee who discovers this must inform their supervisor. The supervisor will decide on further action in accordance with the Criminal Code and the
   Code of Misdemeanors.^[4]Depending on the legal context, the supervisor will attempt to locate the child’s parent, legal guardian, or accompanying adult to explain that leaving the child alone is not permitted. If the parent, legal guardian, or adult cannot be found or refuses or is unable to take responsibility for the child, the supervisor must notify the police.
   Regardless of the situation, the child’s safety must always be ensured.

 

CHAPTER VI. MONITORING AND EVALUATION OF THE CHILD PROTECTION POLICY

 

1. The business owner or operator appoints a Child Protection Policy Coordinator displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. responsible for enforcing child protection policies at BIAŁKA SPA & RESORT. The Coordinator’s contact details must be displayed in a location easily accessible to staff, hotel guests, and children.
2. 2. The business owner or operator defines the responsibilities and competencies of the Coordinator,
   including employee training on child protection policies, guidelines for policy implementation, and documentation methods.
3. The Coordinator must monitor and evaluate the Child Protection Policy every two years.
4. The monitoring and evaluation process includes: Reviewing the implementation of child protection policies. Addressing reported violations of the rules and procedures. Proposing updates to ensure the policy aligns with current needs and legal requirements.
5. 5. Every two years, the Coordinator conducts a staff survey on the implementation displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. of the Child Protection Policy at BIAŁKA SPA & RESORT. The survey template is included in Appendix 6.
6. The survey allows employees to suggest changes and report displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT..
7. The Coordinator reviews the completed surveys, prepares a monitoring report, and submits it to the business owner or operator.. Based on this report, necessary updates to the policy are made and communicated to employees.

FINAL PROVISIONS

1. The Child Protection Policy takes effect on August 15, 2024.
2. 2. The Child Protection Policy is made available to all employees via the displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. desk.
3. The policy is also made available to all adult guests of displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. website and at the reception displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. desk.

A child-friendly, simplified version of the policy is displayed in a visible and accessible location for violations of the Child Protection Policy at BIAŁKA SPA & RESORT. children at
BIAŁKA SPA & RESORT.