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    OSADY POLI TERMS AND CONDITIONS

    Hotel Stay

    1. 1. Reservations at Osada Poli are managed by Solution Partners Prosta Spółka Akcyjna, with its registered office in Warsaw, at Pańska Street 98, unit 104, 00-837 Warsaw, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register, under KRS No. 0001084999, Tax Identification Number (NIP): 5273096214, share capital: PLN 50,000.00.
    2. 2. The stay at Osada Poli begins at 4:00 p.m. on the day of arrival and ends at 11:00 a.m. on the day of departure.
    3. 3. The maximum number of guests per cottage is 4.

    Payments and Booking Confirmation

    1. 4. The price per night is the same regardless of the number of guests and applies to the entire cottage.
    2. 5. Early arrival before 4:00 p.m. or late departure after 11:00 a.m. must be arranged with the Property Manager in advance. A fee of PLN 50 applies for each hour started.
    3. 6. The booking is confirmed upon receipt of the deposit. The deposit amounts to 40%. It must be paid within 48 hours of making the reservation to the bank account provided during booking. Otherwise, the reservation will be cancelled.
    4. 7. If the reservation is cancelled by the Guest at least 14 days before the planned arrival date, the deposit will be refunded in full. If cancelled less than 14 days before the planned arrival, the deposit is non-refundable.
    5. 8. The remaining balance, after payment of the deposit, must be settled in full no later than 3 days before the planned arrival. Otherwise, the reservation will be cancelled. For bookings made less than 3 days in advance, full payment must be made immediately.
    6. 9. To receive an invoice issued to a company or sole proprietorship, please provide your tax identification number (NIP) in the "Message" field when booking. Otherwise, the invoice will be issued to a private individual. Invoices are sent via email to the address provided within 7 business days after check-out.
    7. 10. The rates in effect are those listed in the Price List at the time of booking (confirmed in the booking confirmation). If you wish to extend your stay, the prices valid at the time of the change will apply. Promotions are not retroactive and cannot be combined.
    8. 11. Early termination of the stay at Osada Poli for reasons beyond the Property Manager's control does not entitle the Guest to a refund for unused nights.
    9. 12. The Property Manager reserves the right to cancel unpaid reservations within 24 hours of booking without providing a reason.

    Vouchers

    1. 13. Upon the Guest’s request, it is possible to purchase a value-based Voucher or a date-specific Voucher for a stay at Osada Poli.
    2. 14. The Voucher can be used at the following locations:
       – Osada Poli Koniaków
       – Osada Poli Narew
       – Osada Poli Zawoja
       – Osada Poli Kotelnica
    3. 15. The Voucher is valid for a period of 6 to 12 months from the date of purchase by the Buyer.
    4. 16. The total amount for the reservation is deducted from the Voucher value. If the Voucher amount exceeds the total cost of the reservation, the remaining balance may be used during a future stay at Osada Poli.
    5. 17. Any remaining balance that is not used within the Voucher’s validity period is non-refundable.
    6. 18. If the Voucher expires, the remaining amount is non-refundable.
    7. 19. The Voucher is non-refundable under any circumstances.
    8. 20. The Voucher is issued in electronic form, subject to item 10 of this section.
    9. 22. The Voucher is sent to the email address provided by the Buyer.
    10. 23. Upon the Guest’s request, the Voucher may be delivered in printed form.

    Pet Policy

    1. 24. Pets are only permitted in the following cottages:
       – Osada Poli Koniaków – cottages no. 1, 4, and 5
       – Osada Poli Zawoja – cottages no. 1, 3, and 4
       – Osada Poli Narew
    2. 25. The pet stay fee is PLN 50 per night. When booking via the website osadypoli.pl, it is required to add the “Pet stay” option to the reservation.
    3. 26. Pet owners are required to clean up after their pets both inside the cottage and throughout the entire premises of the resort.
    4. 27. Any damage caused by the pet will be assessed by the Property Manager. The pet owner is responsible for covering all resulting costs.

    Smoking Policy

    1. 28. Smoking is strictly prohibited inside the cottages. In the event of a violation of this rule by guests, a penalty fee of PLN 1,000 will apply.

    Quiet Hours

    1. 29. Quiet hours at Osada Poli are in effect from 10:00 p.m. to 6:00 a.m.
    2. 30. If other guests disturb the quiet hours, the incident should be reported directly to the appropriate authorities or the police.

    Liability for Damages

    1. 31. The rented cottage must be left in the same condition as it was upon the Guest’s arrival.
    2. 32. Any malfunctions of equipment or devices in the cottages must be reported immediately to the property staff. A Guest who intentionally or through improper use damages the cottage’s equipment is required to cover the full cost of the damage, based on the following price list:
       – cutlery (per item): PLN 10
       – tableware (per item): PLN 30
       – kitchen utensils (per item): PLN 50
       – pots and pans (per item): PLN 100
       – textiles and decor/furniture/equipment (per item): from PLN 100 up to PLN 5,000
       – bathrobe (per item): PLN 200
       – towels (per item): PLN 50
    3. 33. On the day of departure, the property staff will inspect the condition of the premises. Any claims regarding damages identified during the inspection will be resolved in agreement with the Guest via email and/or telephone. In case of disputes, claims will be pursued through legal proceedings.

    Termination of Stay

    1. 34. The Property Manager reserves the right to immediately terminate the stay, without refund of any prior payments, in the case of guests under the influence of alcohol and/or intoxicating substances, displaying aggressive behavior, disturbing the peace and/or infringing upon the rights of other guests, or failing to comply with generally accepted standards of social conduct.
    2. 35. The Property Manager also reserves the right to refuse accommodation to guests who exhibit verbal or physical aggression towards staff or other guests. Any deposit paid in such cases is non-refundable.

    Safety

    1. 36. Due to fire safety regulations, it is strictly prohibited to use any devices or appliances powered by electricity or gas that are not part of the cottage’s standard equipment and that may pose a fire hazard (e.g., electric heaters, radiators, gas burners, or flammable materials).
    2. 37. The property staff holds an additional set of keys. In the event of emergencies or malfunctions, staff may enter the cottage to carry out necessary repairs during the Guest’s absence, provided prior notice is given.

    Monitoring

    1. 38. The company uses video surveillance, which covers the entire premises. Monitoring operates 24 hours a day.
    2. 39. The monitoring system is implemented to ensure the safety of employees and guests, as well as to protect property on the premises.
    3. 40. Individuals authorized to view recorded footage hold personal authorizations issued by the President of the Management Board. Footage may only be reviewed with the President’s consent and within a timeframe determined for the purposes outlined in point 39.
    4. 41. Recordings may be handed over, upon written request, to authorized services or authorities for the purpose of investigating a case.
    5. 42. Individuals recorded by the monitoring system have the right to access their personal data and the right to restrict processing.
    6. 43. Individuals recorded by the monitoring system have the right to lodge a complaint with the supervisory authority.
    7. 44. Monitoring footage is stored for 30 days, unless it may be used as evidence in proceedings conducted by a competent court or other public authority. The President of the Management Board is responsible for the storage and destruction of materials after the legally prescribed period.
    8. 45. Information about video monitoring is displayed in a visible location at the entrance to the property.

    Complaints

    1. 46. Guests have the right to submit a complaint in writing to the Property Manager’s registered office (System Rezerwacji Sp. z o.o., ul. Pańska 98/104, 00-837 Warsaw) or via email (kontakt@osadypoli.pl), no later than 30 days after the end of their stay.
    2. 47. The complaint will be reviewed by the Property Manager within 14 days from the date of receipt, and the result of the review will be sent to the Guest to the email or postal address provided.
    3. 48. If the complaint is not accepted by the Property Manager and the Guest is a Consumer who disagrees with the decision, they may contact the District Consumer Ombudsman or pursue their claims in court.

    Other

    1. 49. Upon each departure from the cottage, please ensure it is properly locked. It is strictly forbidden to remove any items that are part of the cottage’s equipment (e.g., towels, blankets, pillows, devices, decorations, etc.). Guests are asked to take care of the cottage by turning off unnecessary lights, electric heating, closing windows, and turning off water.
    2. 50. Bringing ski or recreational equipment into the cottages is strictly prohibited.
    3. 51. Each cottage is equipped in accordance with the presented Offer. Due to ongoing maintenance or renovation work (refreshing or repairing), the actual appearance of the cottage may slightly differ from the photos in terms of color and design.
    4. 52. The Property Manager is not responsible for any renovation work taking place on the premises during the Guest’s stay.
    5. 53. RISK-FREE RESERVATIONS: In the event of newly imposed restrictions on short-term rentals, Guests may transfer their paid deposit to another convenient date or receive a Voucher for the full deposit amount.
    6. 54. A reservation may be transferred to another person only after prior agreement with the Booking Office.

    In order to comply with the obligations arising from Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter “RODO”), we hereby provide all necessary information regarding the scope and legal basis for the processing of your personal data, as well as our contact details, to help you understand how your data will be processed and to assure you that we apply adequate and effective measures to protect such data.

     

    PRIVACY POLICY

    Personal Data Controller

    The controller of your personal data is System Rezerwacji Spółka z ograniczoną odpowiedzialnością, with its registered office in Warsaw, at ul. Pańska 98, unit 104, 00-837 Warsaw, entered into the Register of Entrepreneurs of the National Court Register maintained by the District Court for Kraków-Śródmieście in Kraków, 11th Commercial Division of the National Court Register, under KRS number: 0000352512, NIP (Tax ID): 6793031925, with a share capital of PLN 5,000.00 (hereinafter referred to as the “Controller” or “we”).

    If you have any questions or concerns regarding this Privacy Policy or cookies, you may contact the Controller in the following ways:

    The term “Service” refers to the website www.osadypoli.pl

     

    Purposes and Legal Basis for Personal Data Processing

    Your data will be processed by us when:

    1. the provision of marketing services;

     

    Voluntary Nature of Providing Data

    Providing personal data is voluntary; however, refusal to provide certain data may prevent or significantly hinder the use of the Service and its functionalities. If the data provided is insufficient to perform a specific action, such data will be promptly deleted.

    Recipients of Personal Data

    Recipients of personal data may include entities authorized to obtain such data under applicable laws, entities providing services to the Controller under agreements concluded with the Controller (including entities providing IT, advisory, consulting, legal, tax, and accounting services), subcontractors providing services to the Controller under an agreement, as well as other entities for the purposes of conducting external audits, ensuring compliance, risk management, business development, and/or matters related to maintaining corporate governance, or government authorities in accordance with applicable legal provisions.

    Retention Period of Your Personal Data

    We will process your data:

    (i) in connection with the conclusion of a contract, until the completion of the activities covered by the contract, and thereafter for the period required by applicable law;
     (ii) if you have contacted us in any form, we will process your personal data until we provide a response to your inquiry;
     (iii) in the case of complaints, we will process the data for the duration of the complaint procedure;
     (iv) if processing is based on your consent or the Controller’s legitimate interest, we will process the data until the consent is withdrawn or an effective objection to the processing is submitted.

    Once your information is no longer needed, we will take all reasonable steps to delete it from our systems and records or to appropriately anonymize it so that it can no longer be used to identify you.

    Your Rights Regarding the Processing of Personal Data

    In accordance with RODO, in connection with the processing of your personal data by us, you have the following rights:

    To exercise any of the rights listed above, please contact us by email at: kontakt@osadypoli.pl or by post at:
     System Rezerwacji Spółka z ograniczoną odpowiedzialnością,
     ul. Pańska 98/104, 00-837 Warsaw.

    You also have the right to lodge a complaint with the supervisory authority for data protection, i.e., the President of the Personal Data Protection Office (Art. 77 RODO):

    Office of the President of the Personal Data Protection Office (PUODO)
     Address: ul. Stawki 2, 00-193 Warsaw
     Phone: +48 22 531 03 00

    Automated Data Processing

    Your personal data is not processed in an automated manner, including profiling.

    Data Transfers to Third Countries (Outside the European Economic Area)

    As a rule, your personal data will not be transferred outside the European Economic Area.
     However, some of the collected data may be transferred outside the European Economic Area in connection with the use of Google Analytics, under the terms and conditions specified in the “Cookies” section of this document, in the “Google Analytics” subsection.

    Links to Other Websites

    Our server may contain links to other websites whose privacy policies may differ from ours.
     We are not responsible for the collection, processing, or disclosure of personal data obtained through other websites. Furthermore, we are not responsible for any information or content posted on such websites. Links to other websites are provided solely for your convenience.
     Your use of and browsing on such websites is subject to the terms and conditions set forth in their respective privacy policies.
     We encourage you to review the privacy policies of any such external websites you may visit via links from our website.

    COOKIES

    The Service uses cookies, which are data files stored on the User’s end device. These files do not interfere with the operation of your device in any way. Cookies are used to:

    Cookies typically contain the name of the website they come from, their storage time on the User’s device, and a unique identifier.

    Within the Service, we use the following types of cookies:

    How Cookies Work in the Service

    Each User can modify cookie settings in their web browser. To do so, click the name of your browser to be redirected to the appropriate page: Google Chrome, Internet Explorer, Microsoft Edge, Mozilla Firefox, Opera.

    Disabling cookies in your browser does not prevent access to the content of our Service. However, disabling cookies necessary for authentication, security, or storing User preferences may hinder or, in extreme cases, prevent the use of certain functionalities of the Service. Your browser also allows you to delete cookies.

    Google Analytics

    We use Google Analytics – a web analytics service – based on our legitimate interest pursuant to Article 6(1)(f) of RODO, in order to understand how Users interact with our Service and to optimize our offering (for marketing and optimization purposes).
     The service provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

    Google uses the collected information to evaluate your use of the Service, to create reports on Service activity, and to provide other services related to the use of our Service.
     The IP address transmitted by the User’s browser as part of Google Analytics is not combined with other Google data.

    Users can prevent the collection of data generated by cookies and related to their use of the Service (including their IP address) by Google, and the processing of this data by Google, by installing a browser plug-in provided by Google (you will be redirected to an external website):
      https://tools.google.com/dlpage/gaoptout?hl=pl

    More information about data protection terms can be found here:

    Data may be transferred to third countries.
     As appropriate safeguards, standard contractual clauses are applied in accordance with Article 46 of RODO.
     More information on this topic is available here:
      https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection_en

    Social Media Plugins

    The Service contains plugins for social media platforms. These plugins may result in cookies (including personal data of the user) being sent to social media services.
     To learn more about how cookies are used by social media platforms, please refer to the privacy policies of those services, which you can find at the links below:

    Facebook
     https://www.facebook.com/privacy/explanation

    Instagram
     https://help.instagram.com/519522125107875

    Additional Information

    The Service may include external links allowing Users to directly access other websites. Additionally, while using the Service, cookies from third parties—especially providers such as Google—may be stored on your device to enable the use of functionalities integrated with such services.
     Each provider sets its own rules regarding the use of cookies in its privacy policy. For security reasons, we recommend that you review the privacy policies of these external services before using them.

    Changes to the Privacy and Cookie Policy

    In order to ensure that the information we provide complies with current legal requirements, we reserve the right to update this Privacy and Cookie Policy at any time.
     This also applies in cases where information on personal data protection needs to be adapted due to new or changed services and functionalities offered via our Service.
     Any changes to this Privacy and Cookie Policy will be made by publishing the updated version on the Service. The new version will take effect automatically upon your next visit to our website.
     All previous versions of the Privacy and Cookie Policy will be made available upon request.