The management of the hotel will appreciate your cooperation in following the hereby regulations, which are meant to ensure a safe and peaceful stay for all our guests.
1. Smoking is stricly forbidden on the premises of Szara Willa hotel.
2. If you do not comply with the above, we will be forced to charge You the penalty of 500 PLN if you switch on the fire alarm.
3. Hotel rooms are rented on a nightly bases.
4. Check-in time is 4pm and check-out is 11am.
5. If the guest doesn’t state the check-out date, it is assumed that a room was reserved for one night.
6. Any request to extend the stay must be made at the front desk before 9am on the day when the guest is supposed to check-out.
7. Hotel complies with requests depending on the availability.
8. The hotel provides services according to its category and standard. In case of any concerns related to the quality of our services, please report them to the front desk as soon as possible, so that we can address them immediately.
9. The hotel has to provide:
10. At the guest’s request , the hotel provides the following complimentary services:
11. Hotel is liable for loss or damage of items brought by guest using its services in accordance with the regulations of Art. 846-849 Civil Code, unless the parties decided otherwise.
12. Guest should inform the front desk about any damage immediately after it happens.
13. The liability of the hotel regarding damage or loss/theft of money, securities, valuables or objects of scientific or artistic value is limited if these items were not deposited at the front desk.
14. Hotel is not liable for damage or theft of a car or other vehicle belonging to a guest.
15. Hotel guest are financially liable for any damage to the hotel’s equipment or technical devices done at their fault or the fault of people visiting them.
16. Every time before leaving their room guests should make sure that the door is locked.
17. Hotel guest can’t sublease or lend their room to third parties even if the period of stay that the guest paid for is not over yet.
18. People, who are not checked in to the hotel, can be present in the hotel room from 7am to 10pm.
19. Still of the night is enforced from 10pm till 7am.
20. Guests are kindly requested to stay off of the hotel porch after 10pm.
21. For safety reasons it is forbidden to use such devices as heaters, etc. That are not the property of the hotel.
22. Hotel has a right to deny any guest, who, during their last stay in the hotel, strikingly violated hotel regulations causing damage to hotel property, other guest, employees of the Opole Recreation Center, other third party present on the premises of the hotel, or disturbed other guest’s stay or proper functioning of the hotel.
23. Personal belongings left in the hotel room will be mailed to the address provided by the guest at their expense. If the hotel doesn’t receive such request, it will store those items for three weeks.
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.
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.
For the purposes of this document, the following terms are defined as follows:
I. Child Protection Policy Principles
The hotel conducts its business with the utmost respect for human rights, especially children's rights as they are particularly vulnerable to abuse.
The hotel recognizes its role in conducting socially responsible business and promoting desirable social behaviors.
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.
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.
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.
Special attention is paid to children with disabilities and those with special educational needs.
II. Safe Relationships Between Minors and Hotel Staff
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
Whenever possible, the identity of a child and their relationship with the accompanying adult should be verified.
In unusual and/or suspicious situations indicating a potential risk of harm to the child, identification must be carried out by the reception staff.
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.
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.
If the situation is clarified positively, express appreciation for their time and empha once again that the procedure is solely for child protection.
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.
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.
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.
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.
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.
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
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.
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.
In this situation, both the child and the suspected perpetrator must be prevented from leaving the facility.
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.
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.
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.
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.
After the intervention, the incident must be recorded in the event log or another designated document.
V. Hiring Individuals to Work with Children
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.
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.
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.
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.
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.
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
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.
The individual mentioned in section 1 must have completed appropriate workshops preparing them to conduct staff training at the Hotel.
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.
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.
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
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.
The person responsible for conducting the evaluation is the individual mentioned in Section VI, Point 1 of this document.
The evaluation date will be determined by the Hotel manager.
The findings from the evaluation described in section 1 must be documented in writing.
Final Provisions
This policy comes into effect on February 15, 2024.