The Hotel Management would be very grateful for your cooperation and compliance with these rules and regulations, which are intended to ensure a peaceful and safe stay for all our Guests.

1. SMOKING IS STRICTLY FORBIDDEN in the Szara Willa Hotel.
2. Failure to comply with the above will result in a fine of PLN 500.
3. Hotel rooms are rented by the day.
4. The hotel day starts at 4:00 p.m. and ends at 11:00 a.m.
5. If the Guest does not specify the length of stay, it is assumed the room is rented for one day.
6. If the Guest wishes to extend the stay beyond the date indicated at check-in, this should be reported to the reception by 9:00 a.m. on the day the room rental ends.
7. The Hotel will consider requests for an extended stay subject to availability.
8. The Hotel provides services in accordance with its category and standard. In case of concerns regarding service quality, please report them to the reception as soon as possible for prompt action.
9. The Hotel is obliged to provide:

• conditions for full and undisturbed rest for the Guest,
• safe stay, including confidentiality of Guest information,
• professional and courteous service,
• cleaning of the room and repair of equipment during the Guest’s absence, and when present, only with consent,
• in case of any irreparable defects in the room, all efforts to minimize inconvenience.

10. At the Guest’s request, the Hotel provides the following services free of charge:

• information about the stay and travel,
• wake-up calls,
• storage of money and valuables during the stay,
• luggage storage for checked-in Guests.

11. The Hotel is liable for loss or damage to Guest belongings within the scope defined by Articles 846–849 of the Civil Code, unless otherwise agreed.

12. The Guest should report any damage to the reception immediately after it is discovered.

13. The Hotel’s liability for loss or damage to money, securities, valuables, or items of scientific or artistic value is limited unless these are deposited at the reception.

14. The Hotel is not responsible for damage to or loss of the Guest’s car or other vehicle.

15. The Guest is financially responsible for any damage to hotel property caused by themselves or by persons visiting them.

16. Guests must always ensure their room door is locked when leaving. Lost key card charge: PLN 40.

17. Guests may not sublet or transfer the room to third parties, even if the paid period has not yet ended.

18. Visitors not registered at the hotel may stay in a room only from 7:00 a.m. to 10:00 p.m.

19. Quiet hours are from 10:00 p.m. to 7:00 a.m.

20. After 10:00 p.m., Guests are kindly asked not to use the hotel terrace.

21. For fire safety reasons, it is forbidden to use heating elements, electric irons, and other similar devices that are not part of the hotel room equipment.

22. The Hotel may refuse to accommodate a Guest who has previously grossly violated the regulations, caused property damage or harm to other Guests, staff, or third parties, or otherwise disrupted the hotel’s peaceful operation.

23. Personal belongings left in the hotel room will be returned at the Guest’s expense to the address provided. If no instructions are given, the Hotel will store the items for 3 weeks.

Have a nice stay!

Pursuant to a decision by the Board of PeKaDe Partners Sp. z o.o., located in Opole, this document entitled "Child Protection Standards" is hereby introduced.

Preamble

In consideration of the Act of May 13, 2016, on counteracting the threats of crimes related to sexual abuse and the protection of minors regarding business responsibility for the protection of minors, recognizing the essential role of business in ensuring respect for children's rights, particularly the right to protect their dignity and freedom from all forms of harm, Szara Willa Hotel adopts this document as a model of principles and procedures in case of suspicion that a child staying at the hotel is being harmed, as well as preventing such threats.

Glossary:

For the purposes of this document, the following terms are defined as follows:

• Child: Any person under the age of 18.
• Foreign adult person: Any person over 18 years of age who is not the parent or legal guardian of the child.
• Child abuse: The commission of a crime to the detriment of a child.
• Crime against a child: Any crime that can be committed against an adult, as well as crimes that can only be committed against children (e.g., sexual exploitation under Article 200 of the Penal Code). Given the specifics of tourist facilities, where privacy can be easily obtained, crimes that are most likely to occur in such places include sexual offenses, particularly rape (Article 197 of the Penal Code), sexual exploitation of persons with mental incapacity or helplessness (Article 198 of the Penal Code), sexual exploitation of persons under 15 years of age (Article 200 of the Penal Code), and grooming (enticing a minor through means of communication from a distance - Article 200a of the Penal Code).
• Employee working with children: Any person employed to perform such duties, including employees under employment contracts, civil law contracts, interns, trainees, and volunteers, regardless of their nationality and age, who must be checked in the Sexual Offenders Registry.

I. Child Protection Policy Principles

1. The hotel conducts its business with the utmost respect for human rights, especially children's rights as they are particularly vulnerable to abuse.

2. The hotel recognizes its role in conducting socially responsible business and promoting desirable social behaviors.

3. The hotel emphas the legal and social obligation to notify law enforcement about any suspicion of a crime committed to the detriment of a child and commits to training its staff in this regard.

4. The hotel is committed to educating its staff on recognizing circumstances that suggest a child may be harmed and the appropriate ways to respond to such situations.

5. One of the effective ways to prevent child abuse is identifying the child staying at the facility and their relationship to the adult with whom they are staying. The staff will take all possible steps to identify the child and their relationship with the accompanying adult.

6. Special attention is paid to children with disabilities and those with special educational needs.

II. Safe Relationships Between Minors and Hotel Staff

1. Hotel staff are required to:

a) Maintain a professional relationship with minors.

b) Show patience and respect when interacting with minors.

c) Respond to minors' questions in an age-appropriate manner.

2. Hotel staff are strictly prohibited from engaging in behaviors that are widely regarded as inappropriate towards minors, including:

a) Using profanity, gestures, words, and similar behaviors inappropriate in the presence of minors.

b) Referring to sexual activity or attractiveness.

c) Abusing their power or physical advantage over minors.

d) Touching minors in ways that could be perceived as inappropriate or harmful.

e) Inviting minors to their homes or any meetings outside of working hours, including using private communication channels such as SMS, phone calls, or social media.

3. Physical contact with minors must never be hidden or covert in any way, and any such incidents must be immediately reported to supervisors.

4. In cases requiring care or hygiene procedures for the child, hotel staff should avoid unnecessary contact with the minor.

III. Procedure in Case of Suspected Child Abuse

1. Whenever possible, the identity of a child and their relationship with the accompanying adult should be verified.

2. In unusual and/or suspicious situations indicating a potential risk of harm to the child, identification must be carried out by the reception staff.

3. To verify the child’s identity and relationship with the accompanying adult, the following steps should be taken:

a) Ask about the child's identity and their relationship with the adult they arrived with or are staying with. This may include requesting an identity document for the child or another document confirming the adult’s right to care for the child in the facility. If no identity document is available, the child's details (name, surname, address, and PESEL number) may be requested.

b) If no documents proving the relationship between the child and the adult are available, both the adult and the child should be asked to clarify their relationship.

c) If the adult is not the child's parent or legal guardian, ask if they have a document proving parental consent for the trip with the child (e.g., a written statement).

d) If the adult does not have a parental consent document, request a phone number for the child's parents or legal guardians to confirm their awareness and approval of the child’s presence in the facility with a non-parental adult.

1. If the adult refuses to present the child’s document and/or clarify their relationship, it should be explained that this procedure is in place to ensure the safety of all children staying at the hotel.

2. If the situation is clarified positively, express appreciation for their time and empha once again that the procedure is solely for child protection.

3. If doubts about the adult’s intentions toward the child remain unresolved, the supervisor and security staff (if present) should be discreetly informed. To avoid suspicion, the staff may cite the need to use equipment in the back office and ask the adult to wait with the child in the lobby, restaurant, or another designated area.

4. From the moment any suspicion arises, both the child and the adult should remain under continuous observation by the staff and should not be left alone.

5. The informed supervisor will decide whether to contact the police or, in case of uncertainty, take over the conversation with the adult to gather further clarification.

6. If the conversation confirms an attempt or act of a crime against the child, the supervisor must immediately notify the police. Further steps should follow the procedure for cases involving child abuse or harm.

7. If employees from other hotel departments (e.g., housekeeping, room service, bowling alley staff, restaurant staff, etc.) witness unusual and/or suspicious situations, they must report them immediately to a supervisor, who will decide on further actions.

8. Depending on the circumstances and location, the supervisor will assess the validity of the child abuse suspicion. Appropriate measures will be taken to clarify the situation, or a decision will be made to intervene and notify the police.

IV. Procedure in Case of Circumstances Indicating Child Abuse

1. If there is a reasonable suspicion that a child staying at the facility is being abused, the police must be notified immediately by calling 112 and describing the circumstances of the incident. Depending on the dynamics of the situation and circumstances, the call should be made by the person who directly witnessed the event (staff member/supervisor). If the reporting person is a staff member, they must simultaneously inform their supervisor.

2. A reasonable suspicion of child abuse arises when:

   a) The child discloses the abuse to a staff member.
   b) A staff member witnesses the abuse.
   c) The child has visible signs of abuse (e.g., scratches, bruises), and when asked, responds inconsistently and/or chaotically, appears anxious, or there are other circumstances that may indicate abuse, such as the discovery of child pornography materials in an adult’s room.

3. In this situation, both the child and the suspected perpetrator must be prevented from leaving the facility.

4. In justified cases, a citizen’s arrest of the suspected individual may be made.

   In such a case, the person should be kept under the supervision of two staff members in a separate room, out of sight of other guests, until the police arrive.

5. In every situation, the child’s safety must be ensured. The child should remain under the care of a staff member until the police arrive.

6. If there is reasonable suspicion that a crime involving the child's contact with the perpetrator’s biological material (semen, saliva, skin cells) has been committed, efforts should be made to prevent the child from washing, eating, or drinking until the police arrive.

7. After the child is taken into police custody, surveillance footage and other important evidence (e.g., documents) related to the incident must be secured. Copies should be provided to the prosecutor or police upon request, either by registered mail or in person.

8. After the intervention, the incident must be recorded in the event log or another designated document.

V. Hiring Individuals to Work with Children

1. All individuals working with children must be safe for them, which means, among other things, that their employment history should indicate that they have never harmed a child in the past.

2. Every individual employed by the Hotel for work related to education, recreation, and childcare must be verified in the Register of Sexual Offenders. This verification is conducted by printing the search results from the restricted-access register and placing them in the employee’s personal file. The check must be repeated annually.

3. The individual mentioned in section 2 must provide a certificate from the National Criminal Register regarding offenses specified in Chapters XIX and XXV of the Penal Code, in Articles 189a and 207 of the Penal Code, as well as in the Act of July 29, 2005, on Counteracting Drug Addiction or for equivalent offenses under foreign law.

4. An individual mentioned in section 2 who holds citizenship of a country other than the Republic of Poland must present a criminal record certificate from their country of citizenship, obtained for the purpose of professional or volunteer work involving children.

5. An individual mentioned in section 2 who holds citizenship of a country other than the Republic of Poland must also submit a declaration listing all countries (other than Poland and their country of citizenship) where they have resided in the past 20 years. They must also provide criminal record certificates from those countries, obtained for professional or volunteer work involving children.

6. If the law of a country from which a certificate is required (as stated in sections 4 and 5) does not provide for such a document or does not maintain an appropriate criminal record register, the individual mentioned in section 2 must submit an appropriate declaration confirming this.

VI. Competencies of the Person Responsible for Staff Training

1. The person responsible for training the Hotel staff must have at least a very good knowledge of the regulations outlined in the preamble, as well as other legal acts addressing the protection of minors. Additionally, this person should demonstrate full understanding and empathy toward minors.

2. The individual mentioned in section 1 must have completed appropriate workshops preparing them to conduct staff training at the Hotel.

3. Staff training will take place at least once per calendar year during a general meeting, where the attendance of all Hotel staff will be verified.

4. If a Hotel staff member is absent from the aforementioned meeting, they must consult with the individual mentioned in section 1 to confirm their knowledge of the standards for handling minors.

5. If a staff member consistently avoids both the meetings mentioned in section 3 and individual consultations specified in section 4, disciplinary measures will be taken against them, up to and including termination of their employment or civil contract.

VII. Evaluation of Standards

1. Every two years, an assessment of the implementation of child protection standards must be conducted to ensure their alignment with current needs and compliance with applicable regulations.

2. The person responsible for conducting the evaluation is the individual mentioned in Section VI, Point 1 of this document.

3. The evaluation date will be determined by the Hotel manager.

4. The findings from the evaluation described in section 1 must be documented in writing.

Final Provisions

1. This policy comes into effect on February 15, 2024.