TERMS AND CONDITIONS OF SEASIDE SOPOT
§1 GENERAL PROVISIONS
1. These terms and conditions (the “Terms”) govern the accommodation services provided by SeaSide Sopot (the “Property”).
2. The Terms apply to everyone present at the Property.
3. Making a reservation, paying a booking deposit or accommodation charges, completing online check-in or beginning a stay means that the Guest has read and accepted the Terms.
4. The Terms form an integral part of the accommodation agreement between the Guest and the Property.
5. The administrator and operator of the Property is PH OMEGA Dagmara Szamborska, Polish tax identification number (NIP): 5842032374.
6. The Terms are available:
- on seasidesopot.com,
- in the online Guest Zone,
- at reception.
§2 CHECK-IN AND CHECK-OUT
1. Rooms are rented by the accommodation day.
2. The accommodation day runs:
- from October to April: from 14:00 until 11:00 the following day,
- from May to September: from 15:00 until 11:00 the following day.
3. If the length of stay has not been specified, the room is considered rented for one accommodation day.
4. Requests to extend a stay must be made by 10:00 on the planned departure date.
5. Extensions depend on room availability.
6. Staying in the room after check-out without the Property’s agreement incurs:
- PLN 50 for each started hour,
- the full charge for another accommodation day once the next accommodation day begins.
7. Early check-in is possible only by prior agreement with the Property.
8. Check-in before 11:00 may incur a PLN 100 charge.
9. If the Guest does not vacate the room at the end of the accommodation day and cannot be contacted, the Property may secure belongings left in the room and move them to a storage room.
10. If failure to vacate the room on time disrupts the Property’s work schedule, the Property may charge a justified organisational fee of up to PLN 500.
§3 RESERVATIONS, PAYMENTS AND ONLINE CHECK-IN
1. Reservations can be made:
- online,
- by telephone,
- by email,
- in person.
2. After booking, the Guest receives access to an individual online Guest Zone for:
- online check-in,
- viewing the reservation status,
- viewing payments,
- managing the stay,
- providing invoice details.
3. Confirmation of a reservation requires a booking deposit (zadatek):
- 30% of the stay price,
- 100% of the stay price for non-refundable rates and selected special offers.
4. The Property may cancel a reservation if payment is not received by the specified deadline.
5. A deposit paid after cancellation of the reservation may be returned within 14 working days.
6. Check-in takes place online through the Guest Zone.
7. The Property may withhold access codes until online check-in or verification of the Guest’s details has been completed.
8. The Property may ask the Guest to present an identity document to verify the details supplied during online check-in.
9. VAT invoice details must be provided before payment for the stay.
10. Providing invoice details after a fiscal receipt has been issued may prevent the issue of a VAT invoice under applicable tax law.
11. VAT invoices are issued under applicable tax law, including through Poland’s National e-Invoicing System (KSeF) where current law requires it.
12. The Property reserves the right to pre-authorise the Guest’s payment card or collect payment for the stay.
13. If a reservation is cancelled:
- more than 30 days before arrival, the Property may offer a voucher with the Guest’s agreement,
- between 29 and 14 days before arrival, the Property may offer a partial voucher with the Guest’s agreement,
- less than 14 days before arrival, the deposit is non-refundable.
14. Payments for non-refundable offers are non-refundable.
15. If the Guest leaves early, the unused part of the stay is non-refundable.
16. Failure to arrive on the arrival date without prior notice results in cancellation without a refund of payments made.
17. The Guest may not transfer the room to third parties.
18. Unregistered visitors may be in the Guest’s room only between 08:00 and 22:00.
19. Overnight stays by undeclared guests may incur an additional charge under the current price list.
20. The Property may refuse admission on justified grounds, in particular:
- previous breaches of the Terms,
- aggressive behaviour,
- disturbances,
- threats to safety,
- actions harmful to the Property, its staff or other Guests.
21. Pets are accepted only by prior agreement with the Property.
22. The pet fee is PLN 80 per accommodation day.
23. Pets must not be left unattended if this disturbs other Guests.
24. The Property may refuse an aggressive animal or one that poses a threat.
25. The owner is fully responsible for damage and soiling caused by their pet.
§4 SERVICES
1. The Property undertakes to provide conditions for a peaceful and safe stay.
2. Any concerns about the stay should be reported promptly, allowing the Property to respond and attempt to resolve the issue during the stay.
3. The Property provides free of charge:
- Wi-Fi access,
- basic information about the stay and local area,
- use of an iron and ironing board.
4. The Property may charge for:
- early check-in,
- late check-out,
- additional cleaning,
- additional towel or bed linen changes,
- printing and scanning documents.
5. The Property operates partly on a self-service basis.
6. Reception operates during the hours stated in the Terms and on the website.
7. Sea views may be partly obscured by natural vegetation, especially during summer.
8. Photographs published on the website and booking platforms are illustrative.
9. The Property provides a limited number of parking spaces in the car park of the Pomeranian Rheumatology Centre. Advance reservation is required. The charge is PLN 120 per day.
10. Parking availability is not guaranteed.
11. Additional parking charges may arise under the car park operator’s rules.
§5 THE PROPERTY’S LIABILITY
1. The Property is liable for items brought in by the Guest in accordance with Articles 846-849 of the Polish Civil Code.
2. The Guest should report any damage or loss of property immediately.
3. The Property is not liable for:
- money,
- securities,
- jewellery,
- valuables not placed in safekeeping.
4. The Property may refuse to accept for safekeeping items that are:
- dangerous,
- bulky,
- of very high value.
5. The Property is not liable for disruptions resulting from:
- force majeure,
- failures beyond the Property’s control,
- interruptions to utility supplies,
- actions of telecommunications operators,
- actions of third parties.
§6 THE GUEST’S LIABILITY
1. The Guest is fully financially responsible for damage caused by the Guest or accompanying persons.
2. Where damage is identified, the Property may charge the Guest’s payment card after informing the Guest of the damage and the cost of remedying it.
3. If damage makes a room unavailable for sale, the Guest may be charged for lost profits resulting from the inability to sell that room.
4. All faults must be reported immediately.
5. If the Terms are breached, the Property may refuse further services.
6. Settlement of the stay will take account of costs incurred and any damage.
7. The Guest must:
- close doors and windows,
- switch off electrical appliances,
- exercise due care.
8. The Property has a statutory lien over items brought in by the Guest in the event of overdue payments.
9. An unjustified call-out of staff outside reception hours attributable to the Guest may incur an organisational fee of PLN 150.
10. A lost access card or key incurs the charge in the current damage price list.
11. Children under 12 should remain under continuous adult supervision.
12. Guardians are responsible for damage caused by children.
§7 ITEMS LEFT BEHIND
1. Items left by the Guest may be returned at the Guest’s expense.
2. If no collection instructions are received, items will be stored for 3 months.
3. After that period, items may be disposed of or handed over for disposal in accordance with applicable law.
4. Food is stored for no more than 24 hours.
§8 QUIET HOURS
1. Quiet hours apply from 22:00 to 07:00.
2. Guests must behave in a way that allows others a peaceful stay.
3. In the event of a serious disturbance, the Property may refuse further services.
§9 SAFETY AND HOUSE RULES
1. Open flames and electrical appliances that are not part of the room’s equipment are prohibited.
2. Smoking is prohibited throughout the Property, including:
- tobacco products,
- electronic cigarettes,
- heated tobacco products.
3. Breaching the smoking ban may incur fixed compensation of PLN 750, corresponding to the cost of refreshing the room.
4. If the Guest causes a fire alarm to activate, the Property may charge additional costs of the emergency services’ intervention.
5. Possession and use of illegal substances are prohibited.
6. Storage of the following is prohibited:
- flammable materials,
- dangerous substances,
- ammunition,
- pyrotechnic materials.
7. Commercial activity and solicitation are prohibited at the Property.
8. Guests may not make permanent changes to room furnishings or equipment.
9. Excessive noise and behaviour that disturbs other Guests are prohibited.
§10 VIDEO SURVEILLANCE
1. Common areas are monitored by CCTV to protect people and property.
2. CCTV does not cover rooms or bathrooms.
3. The controller of CCTV data is PH OMEGA Dagmara Szamborska.
4. Recordings are kept for up to 30 days unless a longer period is required by law or to preserve evidence for claims.
§11 COMPLAINTS
1. Complaints about a stay should be sent by email to hotel@seasidesopot.com.
2. Complaints are considered within 14 days of receipt.
3. Guests who are consumers may use out-of-court consumer dispute resolution procedures.
§12 FINAL PROVISIONS
1. Reception is usually staffed from 09:00 to 15:00. Outside the season, on-site hours are irregular. When not at reception, staff are available remotely.
2. For urgent matters outside reception hours, call +48 513 122 041.
3. Disputes will be determined by the court having jurisdiction under applicable law.
4. The payment operator is PayPro SA, based in Poznań.
5. Matters not covered by the Terms are governed by Polish law, in particular the Civil Code and the Consumer Rights Act.
APPENDIX 1
DAMAGE PRICE LIST
1. Damage to bathroom fittings is assessed individually.
2. Compensation for repainting a room: PLN 594.
3. Flooding or damage to a bed: PLN 495.
4. Damage to a bed sheet: PLN 44.
5. Damage to a duvet cover: PLN 88.
6. Damage to a pillowcase: PLN 27.50.
7. Damage to a carpet: PLN 275.
8. Damage to a towel:
- small: PLN 44,
- large: PLN 66.
9. Damage to a bedspread: PLN 99.
10. Damage to a deckchair: PLN 220.
11. Lost card or key: PLN 385.
12. Preparation of a damage report: PLN 110.
13. The amounts in this price list constitute fixed compensation corresponding to the anticipated costs of remedying the damage.
APPENDIX 2
PERSONAL DATA PROCESSING RULES
1. The controller of personal data is PH OMEGA Dagmara Szamborska, email: hotel@seasidesopot.com.
2. Personal data is processed for:
- providing accommodation services,
- meeting tax obligations,
- pursuing claims,
- ensuring safety,
- handling correspondence.
3. The legal bases for processing are:
- Article 6(1)(b) GDPR,
- Article 6(1)(c) GDPR,
- Article 6(1)(f) GDPR.
4. Data may be shared with:
- payment operators,
- IT service providers,
- law firms,
- accounting firms,
- entities cooperating in the provision of services.
5. Data is retained for the period required by law or until claims become time-barred.
6. The Guest has the right to:
- access their data,
- rectify their data,
- restrict processing,
- object to processing,
- lodge a complaint with the President of the Polish Personal Data Protection Office (UODO).
7. Providing data is voluntary but necessary for the service.
8. The Property does not use automated decision-making or profiling.
TERMS OF PURCHASE OF GIFT VOUCHERS
APPENDIX 3 TO THE TERMS
§1. TERMS OF PURCHASE OF GIFT VOUCHERS
A Voucher takes the form of a unique multi-character code generated electronically.
The Property undertakes to deliver the Voucher electronically to the Purchaser and accept it as payment at SeaSide Sopot.
The Purchaser must pay the Voucher value specified at purchase on www.seasidesopot.com.
The Voucher can be used only for services at SeaSide Sopot.
The Voucher is non-refundable and cannot be exchanged for cash.
Payment using a Voucher must be made in a single transaction and may apply to only one reservation.
The Property is not responsible for Vouchers lost or damaged after they have been sent to the Purchaser.
The Purchaser and User have no claims against the Property if the Voucher is lost or destroyed.
The Voucher’s validity is specified in the purchase confirmation sent by email. The validity period cannot be extended. Vouchers may contain availability restrictions, especially during high-demand periods such as long weekends, Christmas, New Year’s Eve, New Year and Easter.
No change is given if the value of services or goods purchased is less than the Voucher value.
The Property reserves the right to refuse a Voucher after expiry or if its code is illegible or cannot be verified.
A VAT invoice is issued on the Purchaser’s express request at the time of purchase.
By accepting the Voucher, the Purchaser/User confirms that they have read these Terms, accept them and undertake to comply with them.
Matters not covered by these Terms are governed by the relevant provisions of the Polish Civil Code.
The Voucher is treated as a means of payment in the form of a gift certificate. Its code should be entered in the appropriate booking form field when making a reservation at www.seasidesopot.com.