Helan Family & SPA

Privacy

REGULATIONS OF THE HELAN FAMILY & SPA FACILITY

These Facility Regulations (hereinafter referred to as the "Regulations") set the rules for renting rooms and using the infrastructure at Helan Family & Spa, ul. Stara Pardałówka 6, 34-500 Zakopane (hereinafter referred to as "Helan Family & Spa" or "Service Provider").

§ 1 DEFINITIONS

  1. Helan Family & Spa - Accommodation facility providing lodging and recreational services offered to individual, business, and group clients. The facility operates under the brand Helan Family & Spa, ul. Stara Pardałówka 6, 34-500 Zakopane.
  2. Accommodation day - a time unit encompassing one day for which rooms are rented. The accommodation day starts no earlier than 3:00 PM from the day of arrival (check-in) and ends by 11:00 AM the following day (check-out).
  3. Ordering Party - a natural person, legal person, or organizational unit without legal personality, authorized by law, referred to in Article 33¹ § 1 of the Civil Code, who makes reservations on behalf of and for the Guests at Helan Family & Spa.
  4. Guest - a natural person registered at Helan Family & Spa for the period stipulated by a separate contract, using lodging or other additional services provided by Helan Family & Spa.

§ 2 INTRODUCTORY MATTERS

  1. Helan Family & Spa provides lodging, catering, entertainment, and other services consistent with its business profile.
  2. The description of rooms, prices of services provided by Helan Family & Spa, and their detailed description are available on the Helan Family & Spa website at the address.
  3. The Regulations constitute an integral part of the agreement concluded between the Service Provider and the Ordering Party.
  4. The Regulations apply to all Guests staying on the premises of Helan Family & Spa.
  5. The Regulations are publicly available on the Helan Family & Spa website and for review at the Reception.
  6. Conclusion of the agreement implies acceptance of the Regulations' terms.

§ 3 ACCOMMODATION DAY

  1. The accounting unit for lodging services provided by Helan Family & Spa is the Accommodation Day.
  2. The accommodation day starts at 3:00 PM and ends at 11:00 AM the following day.
  3. Requests to extend the stay beyond the originally agreed period should be reported at the reception by 10:00 AM on the last planned day of stay.
  4. Helan Family & Spa will accommodate extensions according to availability; requests to extend stay are not binding for Helan Family & Spa.
  5. Failure to check out on time may result in additional charges for lodging services or be classified as an extension of stay for another accommodation day, for which a fee will be charged.

§ 4 REGISTRATION

  1. Adult Guests are required to register upon arrival at Helan Family & Spa based on an identity card or passport and are obligated to complete the registration card.
  2. Non-registered persons may stay in rooms as guests of registered Guests between 9:00 AM and 10:00 PM after prior notification to Reception.
  3. Guests may not allow third parties to use the room or resell it even if the paid period has not expired.
  4. In case of early departure, the remaining amount is not refundable.
  5. When filling the registration card, the Guest may consent to opening a room account through which transactions on the premises (e.g., Wellness Zone fees, bar purchases, additional paid services) can be settled.
  6. Helan Family & Spa reserves the right to collect a deposit covering the full stay amount as security against potential damages. The deposit can be paid in cash or by pre-authorization on the Guest's card.
  7. Helan Family & Spa may refuse registration to individuals behaving inappropriately, including verbal or physical aggression, intoxication, drug influence, or violation of the Regulations.

§ 5 OBLIGATIONS OF HOTEL GUESTS

  1. Guests are materially responsible for damages caused by their behavior and that of persons under their supervision, especially children and their own registered guests.
  2. If damages prevent proper use of the room, Helan Family & Spa may block room access until repairs are made and charge the Guest for lost benefits resulting from room unavailability.
  3. Guests should immediately notify Reception of any damages observed.
  4. Children under 13 may stay in Helan Family & Spa only under constant supervision of legal guardians.
  5. Using devices not owned by Helan Family & Spa that may cause fire hazards (e.g., heaters, electric irons) in rooms is forbidden.
  6. Removing furniture or other equipment belonging to Helan Family & Spa from rooms or balconies is prohibited.
  7. Smoking tobacco and other substances, including electronic cigarettes, is strictly prohibited on the premises.
  8. No animals are allowed on Helan Family & Spa property.
  9. Quiet hours are from 10:00 PM to 6:00 AM. The Service Provider may refuse service to anyone violating this rule.
  10. Guests are required to always close room, balcony doors and windows and ensure they are properly locked before leaving the room.
  11. Guests must comply with the provisions of these Regulations. If improper behavior is found in Guests or their dependents, including registered Guests’ visitors, Helan Family & Spa may refuse further service and require leaving the premises.

§ 6 OBLIGATIONS OF HELAN FAMILY & SPA

  1. Helan Family & Spa provides services according to its category and standard. In case of quality concerns, please immediately notify Reception.
  2. Helan Family & Spa ensures:
  1. conditions for full and unrestricted stay,
  2. safety during stay including confidentiality regarding the Hotel Guest,
  3. professional and courteous service,
  4. room cleaning and necessary repairs during Guest’s absence or, if present, only with consent or wish of the Guest,
  5. technically efficient service; in case of malfunctions that cannot be quickly fixed, the Service Provider will endeavor to substitute the room or mitigate inconveniences,
  1. Upon Guest's request, Helan Family & Spa provides free services such as information about stay and travel and luggage storage for registered Guests (the Service Provider may refuse luggage storage outside Guest's stay dates and for items not fitting personal luggage characteristics).
  2. Helan Family & Spa offers Guests free use of its parking lot. The parking is unguarded and unmonitored. The vehicle owner (and user or possessor) bears all risk of damage or loss to the vehicle or items left inside.
  3. Helan Family & Spa is liable for loss or damage of items brought by Guests within the limits established by applicable law, particularly the Civil Code dated April 23, 1964.
  4. Helan Family & Spa may refuse service to Guests who previously failed to settle payments, grossly violated the Regulations, caused property damage, disturbed other Guests’ stay, or impaired proper facility operation.
  5. Upon a repeated stay, Guests who violated the Regulations may be refused service, and the Service Provider may demand departure of both the Guest and the person who made the reservation. Such persons must comply with this request, and if not, authorities may be notified for their removal.

§ 7 RULES FOR USING THE WELLNESS AREA

  1. Entrance fee to the wellness area or, for Guests, entry to Helan Family & Spa premises is considered acknowledgment and acceptance of these Regulations.
  2. The wellness area is open daily from 10:00 AM to 10:00 PM for the pool and whirlpool and from 5:00 PM to 10:00 PM for the sauna.
  3. Children under 13 may use the wellness area only during designated hours.
  4. The wellness area may be used by:
  1. Guests,
  2. Guests who booked an apartment via the WHY NOT APARTMENTS portal (https://whynotapartments.pl/),
  3. other users paying entrance individually, with Helan Family & Spa reserving the right to limit the number of individual entrants based on wellness area occupancy and season,
  4. organized groups.
  1. Children under 13 may remain in the wellness area only under adult supervision. Additional specific instructions and pool, whirlpool, recreational devices, and other wellness attractions rules may impose further age restrictions.
  2. Helan Family & Spa ensures that wellness equipment and attractions have required legally valid certificates and safe use when following regulations and instructions.
  3. Helan Family & Spa reserves the right to close the wellness area due to malfunctions, especially when they threaten user health or life.
  4. Smoking tobacco products, electronic cigarettes, alcohol consumption, bringing glass containers, chewing gum, and eating are prohibited in the wellness area.
  5. Users must be particularly cautious: no running, jumping into whirlpool or pools. Floors may be wet.
  6. Pool shoes with rubber soles (e.g., flip-flops) are mandatory in the wellness area.
  7. Before using the pool area, everyone must shower.
  8. Personal MP3 players, cameras, and mobile phones are prohibited in the wellness area.
  9. Silence must be observed. Wellness staff may ask troublemakers or disruptive persons to leave.
  10. Any malfunctions or issues affecting wellness operations should be reported to staff.
  11. Guests with medical conditions such as diabetes, heart diseases, high or low blood pressure, taking anticoagulants, antihistamines, sedatives, beta blockers, or pregnant women should consult a doctor before using the wellness area. Helan Family & Spa is not responsible for health effects from wellness use.
  12. Swimwear resistant to chlorine and designed for pool use must be worn. Helan Family & Spa is not liable for damage or discoloration of swimwear.
  13. Helan Family & Spa is not liable for damage to clothing, shoes, or jewelry caused by wellness use.
  14. For safety and others’ safety, please follow these rules.
  15. Helan Family & Spa is not liable for damages resulting from non-compliance with these Regulations.

§ 8 RULES FOR USING THE GASTRONOMIC AREA

  1. Guests at Helan Family & Spa may use the Bar and Restaurant (hereinafter referred to as "Gastronomic Area").
  2. In the Gastronomic Area it is prohibited to:
  1. stay in bathrobes, pajamas, or swimwear,
  2. consume own food and beverages,
  3. play loud music,
  4. smoke cigarettes and electronic cigarettes.
  1. Helan Family & Spa does not sell alcohol to minors or intoxicated persons.
  2. Products containing caffeine over 150 mg/l and taurine are not sold to minors.
  3. In case of doubt about age, Staff may request proof of age.
  4. Complaints about food may be submitted only during consumption.

§ 9 SAUNA USE RULES

These sauna usage rules are guidelines prepared on behalf of the Chief Sanitary Inspectorate by the National Institute of Public Health – National Hygiene Institute and present good practices to ensure health safety of sauna users. Detailed information is available at https://www.gov.pl/web/gis/zasady-korzystania-z-sauny:

  1. Only persons in good health, without medical contraindications, may use the sauna.
  2. Persons with chronic illnesses should consult a doctor before the first session as some conditions may contraindicate sauna use.
  3. Do not wear glasses or contact lenses in the sauna.
  4. Avoid using the sauna immediately after a heavy meal.
  5. Using any footwear, including pool slippers, is prohibited in the sauna.
  6. Remove all metal items before entering as they may cause burns.
  7. Bring two towels: one for drying and one as a bench cover or body wrap.
  8. Wash the whole body with soap and warm water and dry completely before entering the sauna.
  9. In dry (wooden) saunas, always sit on a towel ensuring no body part touches wood directly.
  10. Start from lower benches, gradually moving higher.
  11. Benches can be used for sitting or lying (with a towel).
  12. Do not use cosmetics (creams, lotions) before sauna as they reduce sweating area and intensity. Sit with legs down for final 2–3 minutes to help circulatory adjustment.
  13. Proper warming and cooling of the body must be maintained throughout.
  14. End sauna bathing with sufficient cooling by water; do not use soap then.
  15. Avoid physical exertion during and immediately after sauna use.
  16. Rest for 20–30 minutes after sauna and drink moderate fluids (0.5–1 L), preferably mineral water or fruit juices.

Additionally, Helan Family & Spa indicates:

  1. Only staff may adjust sauna equipment, especially oven temperature.
  2. Only adults may use the sauna. Children under 13 may use it under adult supervision and during designated hours as posted in wellness and sauna areas.
  3. Sauna users declare full physical and health capacity and bear responsibility for their health.
  4. Users must respect order and cleanliness of the sauna room.
  5. The following are prohibited in the sauna:
  1. noise and loud conversations,
  2. bringing dishes and food,
  3. bringing alcoholic drinks,
  4. indecent or commonly offensive behavior,
  5. smoking tobacco, electronic cigarettes, and any other substances.

§ 10 RULES FOR USING THE PLAYROOM AND PLAYGROUND

  1. The playroom is intended for children aged 3 to 12 years. Persons over 12 are strictly prohibited from using the playroom and playground.
  2. Children and parents/guardians must remove shoes before entering the playroom.
  3. Children must wear socks or tights in the playroom year-round.
  4. Parents/guardians must remove any items posing potential hazards to playing children, especially chains, bracelets, earrings, or watches.
  5. Parents/guardians are responsible for the safety of children in the playroom and for damage to property and health of others in it.
  6. Helan Family & Spa may commission third parties to provide animation services; in such cases, parents/guardians may leave children over 5 years old under Animators’ care. Consent must be given in writing. Parents/guardians must provide their phone number to Animators. Animator care includes ensuring child safety and attending to physiological needs and approved refreshments.
  7. Parents/guardians may be asked to immediately pick up the child if the Animator deems it necessary, especially in cases of:
  1. violation of safe play rules,
  2. vandalism or inappropriate behavior by the child,
  3. worsening of the child's health,
  4. express request by the child.
  1. Use of playroom equipment contrary to its purpose or in a way that may endanger children or others is prohibited. In particular:
  1. climbing behind play structures or safety nets,
  2. improper sliding (head first), jumping, running down slides, or climbing the slide slope,
  3. pushing others using playroom devices,
  4. removal of any playroom equipment,
  5. brining own food or drinks,
  6. eating outside designated places,
  7. drawing or painting on walls and equipment.
  1. Helan Family & Spa is not responsible for injuries or damages caused by improper playroom use.
  2. Helan Family & Spa may refuse access to visibly ill children.
  3. The provisions of § 9, except points 2, 3, 5, and 6, also apply to the use of the playground located on Helan Family & Spa property.

§ 11 RULES FOR USING THE CONFERENCE ROOM

  1. The conference room is available exclusively upon prior reservation.
  2. The room is accessible at the earliest 30 minutes before the event starts.
  3. The room must be returned within 30 minutes after the reserved period ends.
  4. Access and return are confirmed in writing after joint inspection of the room condition and equipment.
  5. The key is given to the renter or their authorized person.
  6. The Service Provider reserves the right to refuse extension beyond the initially booked period.
  7. Standard equipment includes chairs, tables, TV, projector, and dry-erase board.
  8. The Service Provider may refuse the room if the event conflicts with laws or may harm the Provider’s reputation.
  9. Refusal may apply to companies or organizations with previous violations of the Regulations.

§ 12 PURCHASE OF HOTEL SERVICE VOUCHERS

  1. Vouchers for hotel services can be purchased:
  1. for a specific amount,
  2. for a specific stay period.
  1. Vouchers are sold by the Helan Family & Spa reservation department.
  1. Vouchers must be used within 1 year from the purchase date.
  2. Exchange of valid vouchers for cash equivalent is not possible.
  3. Unused vouchers are non-refundable and have no financial compensation.
  4. Vouchers can be issued to a third party other than the buyer.
  5. A voucher for a specific amount may be used once to pay for one continuous stay.
  6. The voucher does not need to cover the entire reservation; remaining balance can be paid upon arrival.
  7. Order details are agreed upon during the transaction.
  8. A voucher for a specific amount must include at least:
  1. the purchase amount,
  2. purchase date, buyer’s or recipient’s name,
  3. unique voucher number to verify authenticity,
  4. detailed description of services accessible after voucher use.
  1. A voucher for a specific stay term must include at least:
  1. stay date agreed during the transaction (if missing, the client has 1 year from purchase to use voucher according to general rules),
  2. buyer’s or recipient’s name,
  3. unique voucher number to verify authenticity,
  4. detailed description of services accessible after voucher use.
  1. Using the voucher must be preceded by prior telephone or email reservation.

§ 13 COMPLAINTS

  1. Guests may submit complaints if they notice deficiencies in services provided by Helan Family & Spa.
  2. Complaints should be submitted personally at the reception or by e-mail to: recepcja@helan-zakopane.pl.
  3. Complaints must include a photo evidencing the claim as per § 12 sec. 2 Regulations.
  4. The complainant should state the reasons and specify demands.
  5. Complaints must be in writing, signed personally with current data, including name and reservation number concerned.
  6. Helan Family & Spa will promptly process complaints according to applicable law.

§ 14 FINES FOR VIOLATION OF REGULATIONS

  1. Loss of room key card – 40 PLN.
  2. Smoking tobacco, derived substances, and electronic cigarettes on Helan Family & Spa premises – 200 PLN.
  3. Unjustified fire alarm activation – from 1000 PLN, depending on fire brigade or other authorized services' intervention duration.

Fines must be paid in cash at Reception or via electronic payment to the Service Provider’s bank account 60 1020 3466 0000 9302 0128 9610 before the end of stay at Helan Family & Spa.

§ 15 MINORS' PROTECTION STANDARDS

  1. Acting under applicable law (Art. 22b et seq. of the May 13, 2016 Act on counteracting crime with a sexual background and protection of minors - consolidated text Dz. U. 2023 Item 1304 with amendments) and recognizing the important role of business in respecting child rights, the Lessors have established minors’ protection standards valid in their facilities.
  2. These standards are Annex 1 to these Regulations and include the right of staff to verify all persons on the premises of HELAN Family & SPA.
  3. Everyone using the facilities managed by the Lessors must comply with the minors’ protection standard and cooperate to ensure it is upheld.

§ 16 PERSONAL DATA PROCESSING

  1. The personal data controller is Andrzej Gąsienica-Daniel operating under HoReCa management Andrzej Gąsienica-Daniel, REGON: 492888688, NIP: 7361641764, ul. Stara Pardałówka 6, 34-500 Zakopane.
  2. The controller processes personal data for room reservations and additional services offered by Helan Family & Spa.
  3. Your data is processed under Article 6 para. 1 letters b), c), and f) of GDPR.
  4. Data processed for reservations include name, surname, address, e-mail, phone number, and bank account number.
  5. Data is processed for 3 years from registration.
  6. Data may be processed longer if required by mandatory legal provisions.
  7. Data is protected by technical and organizational measures ensuring adequate security as per law.
  8. The controller may collect data from third parties who can book stays at Helan Family & Spa, owned by the Controller.
  9. Data is not collected from publicly available sources.
  10. Data may be shared with third parties responsible for payments related to rooms or services; these entities are separate data controllers.

§ 17 FINAL PROVISIONS

  1. Matters not regulated here are governed by generally applicable law, especially the Civil Code of April 23, 1964.
  2. Disputes between Helan Family & Spa and the Ordering Party shall be resolved by the court competent for Helan Family & Spa’s registered office, i.e., District Court in Zakopane or higher instance courts.
  3. Helan Family & Spa reserves the right to amend these Regulations. For reservations made before new Regulations take effect, the existing provisions apply.
  4. These Regulations take effect on (25.10.2024).

Annex 1 to Facility Regulations

Minors' Protection Standard at HELAN Family & SPA

Preamble

Considering United Nations guidelines on business and human rights and recognizing business’s important role in respecting children’s rights, especially the right to dignity and freedom from harm,

  1. Andrzej Gąsienica-Daniel conducting business under the name HoReCa management Andrzej Gąsienica-Daniel, REGON: 492888688, NIP: 7361641764, ul. Stara Pardałówka 6, 34-500 Zakopane (HELAN Family & SPA)

adopts this document as a model procedure for suspected abuse of a child on HELAN Family & SPA premises and prevention of such risks.

§ 1

The following terms are clarified here:

    1. Child means any person under 18 years of age.
    2. Stranger means any adult person over 18 not being the child's parent or legal guardian.
    3. Child abuse means committing a crime harming the child.
    4. Child-related crimes include all crimes against adults, plus crimes exclusive to children (e.g., Sexual exploitation under Art. 200 Penal Code). Given tourist facilities' isolation possibilities, frequent crimes include sexual freedom and morality offenses, especially rape (Art. 197 Penal Code), exploitation of incapacitated persons (Art. 198), exploitation of dependence or critical condition (Art. 199), exploitation of persons under 15 (Art. 200), grooming (Art. 200a).
    5. Any person employed or engaged to work with children, including civil law contract workers, interns, trainees, and volunteers, regardless of citizenship or age, must be checked in the Sexual Offender Register.

§ 2

  1. HELAN Family & SPA operates with the utmost respect for human rights, especially children's rights as vulnerable individuals.
  2. HELAN Family & SPA acknowledges its role in socially responsible business and promoting positive social attitudes.
  3. HELAN Family & SPA emphasize their legal and social duty to report suspected child abuse to law enforcement and commit to staff training in this regard.
  4. HELAN Family & SPA commit to educating staff on signs of child abuse and appropriate response methods.
  5. Effective prevention includes identifying the child and their relationship with accompanying adults.
  6. Staff will take all reasonable steps to identify the child and their relation to accompanying adults.
  7. Staff are obliged to

§ 3

  1. Identification of the child and their relationship with accompanying adults should always be performed if possible.
  2. In unusual or suspicious situations indicating risk of abuse, reception staff must conduct identification. Examples are in Annex 1.
  3. To identify, ask about the child's identity and relationship to accompanying adult, request ID or documents confirming the adult's caregiving rights. If no ID, request child's details (name, surname, address, PESEL).
  4. If kinship is not documented, ask both adult and child about their relationship. An example conversation is in Annex 2.
  5. If the adult is not a parent or guardian, ask for parents' consent document for the joint trip (e.g., written statement).
  6. If no consent document, request parents' phone number to verify consent.
  7. If adult refuses to show documents or declare relationship, explain the procedure is for child safety and developed with NGOs.
  8. After clarification, thank persons for cooperation and emphasize child safety purpose.
  9. If doubts remain about the adult’s intentions, discreetly notify a supervisor and security. Arrange to keep adult and child waiting together in a public area.
  10. From first doubts, the child and adult should be under constant staff observation and not left alone.
  11. The notified supervisor decides on police notification or engaging the adult for further clarification.
  12. If crime is suspected or confirmed, notify police and follow child protection procedures.
  13. Witnessing staff must immediately inform the supervisor who will determine appropriate action.
  14. The supervisor assesses the suspicion and decides on intervention including police involvement.
  15. Staff must ensure child welfare, including for children with disabilities or special educational needs.

§ 4

  1. If there is justified suspicion of child abuse on the premises, immediately call police by dialing 112 and describe the situation. The direct witness (employee or supervisor) should make the call. If an employee calls, they must inform their supervisor.
  2. Justified suspicion arises if:
    1. the child discloses abuse to staff,
    2. staff observes abuse,
    3. the child has visible injuries (scratches, bruises), answers inconsistently or anxiously, or other evidence suggesting abuse such as found child pornography on premises.
  3. Prevent the child and suspected abuser from leaving.
  4. If justified, a citizen’s arrest of the suspect can be made, supervised by two employees in a separate room away from guests until police arrive.
  5. Ensure the child is supervised until police arrive.
  6. If crime involving contact with biological material is suspected, try to prevent the child from washing or eating/drinking before police arrive.
  7. After police intervention, preserve surveillance footage and other evidence; provide copies upon request to authorities.
  8. Record the incident in an incident log or other suitable document.

§ 5

  1. All persons working with children must be safe for them, meaning their employment history shows no past child abuse.
  2. Anyone employed for tasks involving education, recreation, or care of children must be checked annually in the Sexual Offender Register. The check involves printing limited access search results and storing them in personal files. The required personal data for checks are in Annex 3.
  3. All employees in contact with children must submit a declaration of no criminal record concerning offenses against children (Annex 4).

Annex 1

Examples of situations that may raise suspicion or indicate child abuse

WARNING! Appearance of some indicators does not automatically mean child exploitation occurs. Vigilance and attention to concerning situations are vital. Suspicious situations also include unnatural or uncaring relationships between adults and children.

RECEPTION

Guest refuses to provide own or child’s personal data. Guest takes child directly to room, seems to avoid contact with reception staff.
Guest claims lack of IDs and refuses explanations. Guest registering with a child invites other non-registered persons who stay briefly.
Guest pays daily with cash or prepaid card, unsure about length of stay, or asks others to pay. Guest rents room hourly or long term.
Guest brings toys or gifts for children. Guest with child carries no or minimal luggage.
Guest with child not previously registered at reception. Adult acts sexually towards child; relationship seems unnatural or uncaring.
Guest with child rents room with fewer beds than number of occupants. Child is inappropriately dressed for weather or relative to accompanying adult.
Child appears anxious, stressed, or forced to stay with adult during registration. Children selling small items or begging outside the facility.
Child arrives late at night or during school hours. Child is disoriented or gives inconsistent travel reasons.

RESTAURANT AND BAR

Guest comes to bar or restaurant with unregistered child. Outsiders apparently seek customers or offer contacts to children.
Guest inquires about adult sexual services including minors. Teenagers waiting to be picked up by adults who are not parents or guardians, possibly pimps or traffickers.
Unattended children ask for food, drinks, or money. Cash exchange between adults and children raising suspicion of payment for services.
Children appear anxious, avoid eye contact. Adult and child do not come to breakfast in dining area.
Adult behaves sexually towards child; relationship is not natural or caring. Adult gives alcohol to child.

PREMISES

"Do Not Disturb" sign constantly displayed on doors where children stay. Refusal of room cleaning during entire stay.
Large amounts of cash or banknotes found in room possibly indicating illegal payments. Children left unattended for long periods or never leave the room (e.g., food is brought in).
Large number of computers, mobile phones, card readers found in room. Adults and children rarely or only at times of minimal guest movement leave the room.
Children’s clothes and toys present in room though child is not registered. Non-guest adults loiter in lobby, observe area, and contact guests arriving with children.
Large amounts of alcohol or drugs found in room occupied by adult with a child. Condoms or similar left in plain sight in rooms occupied only by adult and child(ren).

Annex 2

Sample conversation scheme with adult and child during identification

Remain calm, polite, and patient with the adult. Inform them about child protection procedures requiring additional questions about the child or their relationship. Adults may feel uncomfortable or object, but that does not imply guilt.

Example dialogue with client:

"Our hotel has child protection procedures; therefore, at registration, we ask for ID documents for all guests. Does the child have an ID?" (e.g., ID card, passport).

If the child lacks an ID or the adult’s guardianship is uncertain after ID check, ask:

  • What is the child’s name and age?
  • Are you the child’s legal guardian? Is the child related to you? Do you have documents authorizing care?
  • Do you have a statement from the child’s guardians confirming care?
  • Can we have the guardians’ phone number for confirmation?
  • What is the purpose of your trip with the child?

Sample conversation with the child:

  • What is your name and age? Where do you live?
  • Who is the person you are with?
  • Do you know this person well?
  • Where are your parents? Can we contact them?

If the adult is responsible for the child, inform that you want to speak with the child. If the adult obstructs this, explain that without confirming the child's identity, police will be notified.

Annex 3 - Data required for checking in the Sexual Offender Register

Data of the employee/co-worker/trainee to be checked in the Register

Full name:_____________________________
Date of birth:_____________________________
PESEL number:_____________________________
Maiden name:_____________________________
Father’s name:_____________________________
Mother’s name:_____________________________

Register is available at: https://rps.ms.gov.pl/

To access the limited register, an organizational profile must be created.

Annex 4 - Employee declaration template

Declaration

___________________________place and date

I, ___________________________ holding ID number __________________ declare that I have not been convicted of crimes against sexual freedom, morality, or crimes involving violence against minors and that no criminal or disciplinary proceedings are ongoing against me in this regard. I have read and agree to comply with the Minors’ Protection Standards in HELAN Family & SPA.

Signature___________________________

Annex 5 - Guardian declaration template

Declaration

___________________________place and date

I, ___________________________ holding ID number __________________ declare that I am the guardian of the minor(s): _________________________________________________________________________. I declare that the relationship between me and the minor(s) is: ______________________________________________________________.___________________________Signature. If the adult is not parent or guardian, the following statement must be made: The parents/guardians of the minor(s) have consented to the care and have knowledge of the minor(s) location.

Signature___________________________