HOSTEL PÓŁNOCNA 61 TERMS AND CONDITIONS

Accommodation Facility: Hostel Północna 61
Service Provider: Duet Trans Logistic Sp. Jawna A. Krajewska, Z. Krajewski
Address: ul. Północna 61, 41-219 Sosnowiec, Poland
Contact: recepcja@hostelpolnocna61.pl / +48 792 057 507 / https://hostelpolnocna61.pl/
Booking System: Hotres

I. HOSTEL PÓŁNOCNA 61 HOUSE RULES

§ 1. General Provisions

1. These Terms and Conditions define the rules for the provision of services, liability, and stay at Hostel Północna 61, located in Sosnowiec at ul. Północna 61.
2. Any person making a reservation or checking into the Hostel accepts the provisions of these Terms and Conditions.
3. The entity managing the facility is Duet Trans Logistic Sp. Jawna A. Krajewska, Z. Krajewski, with its registered office at ul. Północna 61, 41-219 Sosnowiec, Poland, Tax ID (NIP): 6442323080, REGON: 273321178, KRS: 0000190656.

§ 2. Hostel Day and Check-in

1. Rooms or sleeping places in the Hostel are rented on a daily basis. The Hostel does not rent rooms by the hour.
2. The hostel day begins at 12:00 PM on the day of arrival and ends at 10:00 AM on the day of departure.
3. The basis for Guest check-in is the presentation of a valid photo identification document to the reception staff and payment for the entire stay in advance.
4. Requests to extend the stay must be submitted at the reception desk no later than 9:00 AM on the day the rental period expires. The Hostel shall consider such requests subject to room availability.
5. The Guest may not transfer the room to third parties, even if the period for which the payment has been made has not yet expired.
6. Unregistered persons are not allowed on the Hostel premises. Visitors may stay on the premises only with prior consent of the reception desk and no later than until 10:00 PM.
7. During check-in with a minor, the staff is obliged to verify the child’s identity and their relationship with the accompanying adult, in accordance with the procedure described in § 3.

§ 3. Child Protection and Safeguarding Standards

1. Hostel Północna 61 operates in accordance with the highest standards of child protection against harm and abuse.
2. In order to ensure the safety of children staying at the facility, reception staff are obliged to identify the minor and verify their relationship with the accompanying adult.
3. The basis for a child’s check-in is the presentation of the child’s identification document (e.g. ID card, school ID, birth certificate, mObywatel application) or a document confirming the adult’s right to care for the child.
4. If the accompanying adult is not the child’s parent or legal guardian (e.g. grandparent, uncle, coach, acquaintance), they are required to present written consent from the parents or legal guardians authorizing the trip and care of the child, together with their contact details.
5. In the absence of appropriate documents or in the event of justified doubts regarding the relationship between the adult and the child, the reception staff has the right to refuse check-in or notify the appropriate authorities (Police, Family Court).
6. The full version of the Child Protection Standards procedure is available for inspection at the Hostel reception desk and on the Hostel’s website.

§ 4. Reservations and Payments

1. Reservations may be made by phone at +48 792 057 507, by e-mail at recepcja@hostelpolnocna61.pl, in person at the reception desk, or through the online booking system available at hostelpolnocna61.pl.
2. A reservation made through the Hotres system becomes binding upon completion of the booking procedure, selection of the offer (standard or non-refundable), and payment of the required amount (deposit or full payment) within the time specified by the system.
3. In the case of telephone or e-mail reservations, the Hostel sends a booking confirmation together with the payment conditions.
4. Failure to make payment within the specified time results in cancellation of the reservation.
5. The Hostel accepts payments in cash (PLN), by payment cards, and by fast electronic payments integrated with the Hotres system.
6. Prices listed in the price list and booking system are gross prices expressed in Polish zloty (PLN).
7. Reservation cancellations, refunds, and changes to stay dates depend on the conditions of the selected offer (e.g. flexible or non-refundable offer) and are described in detail in the booking confirmation sent by the Hotres system.
8. Online payments are processed through electronic payment operators integrated with the Hotres system (e.g. PayU, Przelewy24, Tpay). All transactions are encrypted and secure.
9. In the case of non-refundable reservations, online payment is charged automatically at the time of booking. Failure to complete the payment transaction successfully results in automatic cancellation of the reservation by the system.
10. In the event of resignation from the stay during the hostel day, the Hostel does not refund payment for the commenced day.
11. VAT invoices for accommodation and additional services are issued upon Guest request. The intention to receive an invoice (including the company Tax ID number) should be reported at the time of booking or no later than during check-in. In accordance with applicable regulations, after issuing a receipt without a Tax ID number, issuing a VAT invoice for a company will not be possible.

§ 5. Rules of Using the Facility

1. Quiet hours apply in the Hostel from 10:00 PM to 6:00 AM.
2. Guests have free access to monitored parking, Wi-Fi, and a fully equipped shared kitchen with dining area. After using the kitchen, Guests are obliged to leave it clean.
3. For fire safety reasons, the use of personal heaters, electric cookers, irons, or other electrical appliances not constituting room equipment is prohibited in the rooms (excluding chargers for electronic devices). An iron may be borrowed free of charge at the reception desk.
4. Pets are not allowed at Hostel Północna 61.

§ 6. Liability and Contractual Penalties

1. Smoking tobacco products and e-cigarettes is strictly prohibited throughout the entire facility. Violation of this prohibition shall result in a contractual penalty of PLN 500 to cover the costs of specialist cleaning and deodorization of the room.
2. Guests bear full financial responsibility for any damage, destruction, or deterioration of Hostel equipment and technical devices caused by them.
3. Children under the age of 12 must remain under constant supervision of their legal guardians while on the Hostel premises. Legal guardians bear financial responsibility for any damage caused by children.
4. In the event of gross violation of cleanliness standards in the room requiring extraordinary cleaning by staff, an additional fee of PLN 100 may be charged.
5. A fee of PLN 50 shall be charged for loss of the room key to cover the cost of replacing the lock cylinder.
6. The Hostel is liable for loss or damage to items brought in by Guests to the extent specified by the provisions of the Polish Civil Code (Articles 846–849). The Hostel recommends depositing valuables, cash, and documents at the reception desk.

§ 7. Return of Left Property

1. Personal belongings left in the room by a departing Guest may be returned to the address indicated by the Guest at the Guest’s cost and risk.
2. If no instructions regarding the return of left items are received, the Hostel shall store such items at the owner’s expense for a period of 1 month. After this period, due to the inability to determine the owner’s intentions regarding abandonment of the property, unclaimed items shall be destroyed or donated for charitable or socially beneficial purposes.
3. Food products and opened cosmetics, for hygiene and safety reasons, shall be stored for a maximum of 24 hours and then disposed of.

§ 8. Final Provisions

1. The Hostel staff has the right to refuse accommodation to a Guest who grossly violated the Terms and Conditions during a previous stay, damaged property, or disturbed the peace of other persons.
2. The Hostel reserves the right to terminate the accommodation agreement immediately if the Guest behaves aggressively, is heavily under the influence of alcohol or intoxicating substances, or disturbs the peace and safety of others. In such a case, the payment for the stay is non-refundable.
3. Complaints should be submitted in writing to the following e-mail address: recepcja@hostelpolnocna61.pl. Complaints shall be considered within 14 days from the date of receipt.
4. Matters not regulated herein shall be governed by Polish law, in particular the provisions of the Civil Code and the Consumer Rights Act.

II. ONLINE RESERVATION AND SALES TERMS AND CONDITIONS

§ 1. General Provisions

1. These Terms and Conditions define the rules for making reservations, purchasing accommodation services, and processing online payments via the website hostelpolnocna61.pl.
2. The service provider and owner of the website is Duet Trans Logistic Sp. Jawna A. Krajewska, Z. Krajewski, with its registered office at ul. Północna 61, 41-219 Sosnowiec, Poland, Tax ID (NIP): 6442323080, REGON: 273321178, KRS: 0000190656.
3. Making a reservation and payment constitutes acceptance of these Terms and Conditions.

§ 2. Reservation Process

1. Room reservations may be made online via the booking system on the website, by phone at +48 792 057 507, by e-mail at recepcja@hostelpolnocna61.pl, or in person at the reception desk.
2. In order to successfully complete an online reservation, the Guest is required to correctly complete the reservation form, provide the required personal data, and pay the deposit or full reservation amount.
3. A reservation shall be deemed guaranteed and confirmed upon crediting the Hostel’s bank account or positive authorization of the online payment transaction by the payment operator.

§ 3. Online Payment Methods

1. Prices for all services are provided in Polish zloty (PLN) and include applicable taxes.
2. Online reservation services may be paid for using the following methods:

• Electronic and mobile payments: Fast online bank transfers and BLIK payments processed via the Przelewy24 system (payment operator: PayPro SA Agent Rozliczeniowy, ul. Pastelowa 8, 60-198 Poznań, Poland).
• Payment cards: Visa, MasterCard (processed through the payment system).
• Traditional bank transfer: to the Hostel’s bank account at Alior Bank S.A.: PL 59 2490 0005 0000 4500 9655 9615.

§ 4. Reservation Cancellation and Refunds (Withdrawal Policy)

1. Reservation cancellation conditions depend on the type of offer selected by the Guest (standard or non-refundable) and are presented during the booking process.
2. In the case of reservations with the right to free cancellation, refunds shall be made within 7 business days from the date of cancellation request.
3. Refunds shall be made using the same payment method used by the Guest (e.g. refund to the payment card or bank account linked to the online transfer/BLIK payment), unless the Guest expressly agrees to another refund method free of charge.

§ 5. Complaint Procedure

1. The Guest has the right to submit complaints regarding the operation of the booking system or irregularities in the processing of online payments.

Complaints should be submitted electronically to: recepcja@hostelpolnocna61.pl.

1. A properly submitted complaint should include: Guest details, transaction date, reservation number, and a detailed description of the issue.
2. The Hostel undertakes to consider each complaint within 14 days from the date of receipt and inform the Guest of the decision via e-mail.

III. Terms and Conditions for Using the Chat and Virtual Assistant (AI) at Hostel Północna 61

§ 1. General Provisions

1. Purpose: The chat is intended for contact regarding current matters, booking services, asking questions about the Hostel offer, and obtaining information about the surrounding area.
2. Acceptance: Sending the first message constitutes acceptance of these Terms and Conditions and conclusion of an agreement for the provision of electronic services.
3. Availability: The Hostel makes every effort to ensure continuous operation but does not guarantee uninterrupted availability of the service.

§ 2. Operation of the Virtual Assistant (AI)

1. Automated responses: Content is generated automatically. The assistant may make mistakes or provide simplified or outdated information.
2. Verification: Guests should verify key information (e.g. arrival times, prices) with Hostel staff.
3. Informational nature: AI responses do not constitute legally or financially binding advice.

§ 3. Terms of Use

1. Prohibited content: It is prohibited to send content violating the law, public decency, including vulgar or offensive content.
2. Data protection: Sensitive personal data, payment card numbers, passwords, or login credentials should not be provided in the chat.
3. Responsibility: Guests bear full responsibility for the manner in which they use the content generated by the assistant.

§ 4. Personal Data and Privacy

       1.The Hostel (or chat operator) is the controller of personal data processed for the purpose of handling inquiries.

       2.Conversations may be archived for evidentiary purposes, service optimization, and improvement of customer service quality.

§ 5. Complaints

1. Guests have the right to submit complaints regarding the operation of the chat via e-mail to: recepcja@hostelpolnocna61.pl.
2. Complaints shall be considered within 7 days.

§ 6. Reservations are confirmed after verification of availability.

§ 7. Conversations may be recorded for service quality improvement purposes.

§ 8. The Hostel reserves the right to discontinue the Virtual Assistant service at any time.

§ 9. By using the chat and Virtual Assistant, you accept the Terms and Conditions of Hostel Północna 61.

V. PERSONAL DATA PROCESSING

Personal data shall be processed for the purpose of carrying out the reservation process, clarifying circumstances of any breach of the Terms and Conditions or applicable law, and handling possible complaints.

Pursuant to Article 13(1) and (2) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR), we hereby inform you that:

The controller of personal data obtained during the reservation process is DUET TRANS LOGISTIC Sp.J. A. Krajewska, Z. Krajewski, ul. Północna 61, 41-219 Sosnowiec, Poland.

The processor of personal data is the online reservation system Hotres.pl, owned by LEMONPIXEL.pl Roman Korczyński, with its registered office in Jelenia Góra, ul. Młyńska 12A, 58-570, Poland, hereinafter referred to as “Hotres.pl”.

Personal Data

For the purposes of the reservation process and issuing sales documents, Guests’ personal data are collected. Providing personal data is voluntary; however, it is necessary to complete the reservation process.

Guests have the right to access their personal data, rectify them, delete them, and restrict their processing.

Optional consent for marketing purposes requires selecting the appropriate checkbox during the reservation process.

Such consent may be withdrawn by sending an appropriate message to: recepcja@hostelpolnocna61.pl.

Detailed purposes and scope of personal data processing in the Hotres system are specified in the attachment.

Obligations of the Controller

The Controller ensures that Guests’ personal data are not disclosed to third parties and undertakes all necessary measures using its knowledge and experience to fulfill this assurance.

The Controller reserves the right to disclose personal data to authorized entities (sub-processors) and in cases provided for by generally applicable law. This particularly concerns entities operating online payment systems and reception management software.

The Controller is obliged to maintain secrecy and confidentiality of information obtained for the purpose of the reservation process. This obligation remains in force indefinitely.

Obligations of Hotres.pl

Hotres.pl, as the entity processing Guests’ personal data, ensures the implementation of appropriate technical and organizational measures as well as additional IT security safeguards based on proven servers and systems used for processing personal data in electronically provided services.

Hotres.pl declares that the IT systems used for processing personal data comply with applicable legal requirements and, in particular, are protected at a high level within the meaning of the Regulation of the Minister of Internal Affairs and Administration of 29 April 2004 regarding documentation of personal data processing and technical and organizational conditions for devices and IT systems used for personal data processing.

Subcontractors and employees of Hotres.pl shall be duly authorized to process personal data in connection with the reservation process, to which the Controller and Guest hereby consent.

In order to ensure the highest level of security in storing personal data in compliance with GDPR requirements, Hotres.pl undertakes to:

• encrypt and anonymize the transmission of personal data;
• continuously ensure confidentiality, integrity, availability, and resilience of processing systems and services;
• ensure the ability to quickly restore availability of and access to personal data in the event of a physical or technical incident;
• regularly test, measure, and evaluate the effectiveness of technical and organizational measures ensuring processing security.

Final Provisions

The Controller is entitled to amend the provisions of these Terms and Conditions at any time and at its sole discretion. In particular, amendments may be introduced in the event of:

• the necessity to adapt the Terms and Conditions to mandatory legal provisions or changes in law affecting the content thereof;
• the necessity to adapt the Terms and Conditions to recommendations, interpretations, rulings, decisions, or judgments of public authorities or courts affecting the content thereof;
• expansion or modification of Hotres.pl functionalities.

"In the event of any discrepancies between the Polish and English versions of these Regulations, the Polish version shall prevail."
(W przypadku jakichkolwiek rozbieżności między polską a angielską wersją niniejszego Regulaminu, wersją rozstrzygającą jest wersja polska).