HOSTLOOP APARTMENTS FACILITY REGULATIONS
§ 1. SUBJECT OF THE REGULATIONS
- The owner and administrator of the Apartments is HOSTLOOP Sp. z o.o.,VAT Number: 9542880172 with its registered office at ul. Św. Pawła 10 / LU1, 40‑008 Katowice (hereinafter referred to as the “Owner” or the “Facility”).
- These Facility Regulations apply on the premises of HOSTLOOP Apartments and concern all persons staying therein.
- The party renting rooms is referred to herein as the “Facility”, and the tenant of a room is referred to as the “Guest”.
- The Regulations define the scope of services provided, responsibilities and stay on the premises of the Apartments, and form an integral part of the contract concluded by signing the Reservation Card, as well as by implied actions, in particular through making a reservation and/or payment of the full amount for the stay in the Apartment. By performing the activities specified in the previous sentence, the Guest confirms that they have read and accept the terms of the Regulations.
- The Regulations are available for viewing on the website www.hostloop.pl.
- The Owner provides accommodation and other services in accordance with its business profile, category and standard.
- The description of services, in particular rooms and the price list of services, can be found on the website of the Facility (www.hostloop.pl), and also on the booking.com platform.
- The Apartment is rented on a hotel‑day basis.
§ 2. HOTEL DAY
- The hotel day runs from 15:00 on the day of arrival until 11:00 of the next day.
If the Guest wishes to extend the stay, they must notify the Facility by phone or via booking correspondence / chat by 22:00 on the day preceding the departure day. The Facility will accommodate the extension request subject to room availability.
Occupying the room after 11:00 without notifying the Facility is treated as an extended stay. If the Guest leaves the room by 15:00, a one‑time charge of PLN 70 will be applied. If the room is vacated after 15:00, a fee for a full day will be charged according to the current price offered for the specific room standard. - If no agreement with the Facility regarding extension of stay has been made, the Facility reserves the right to dispose of the Guest’s belongings.
- The Facility reserves the right to refuse to extend the Guest’s stay if full payment for the current stay has not been made in advance, or if the Regulations have not been observed, or for other justified reasons.
§ 3. RESERVATION AND CHECK‑IN
- Reservations may be made via the Internet, by phone calling the reception of the Facility, or by e‑mail.
- The basis for the accommodation services contract is the Guest’s registration via a link in an e‑mail, on the basis of a passport, number PESEL, permanent residence card or national identity card of a European Union Member State, providing the personal data specified in the Reservation Card, and signing the completed Card.
- Guests of the Facility consent to the processing of their personal data necessary for the performance of the accommodation service. Personal data are processed by the Facility in accordance with applicable law and the privacy policy published in the Act of 10 May 2018 on personal data protection, on the gov.pl website. Providing data is voluntary, but necessary to conclude the accommodation services contract.
- The Guest may not transfer the room to third parties, even during the stay.
- Persons visiting Guests in our apartments may stay on the premises of the Facility between 07:00 and 22:00.
- Detailed terms of making and cancelling room reservations are included in the reservation confirmation.
- The Facility reserves the right to collect payment for the stay no later than on the day of the Guest’s arrival.
- If the Guest cancels the stay during its course, the Facility does not refund the fee for the commenced hotel day.
- The Owner has the statutory lien on items brought into the Facility by the Guest in case of delay in payment by the Guest for the stay or non‑payment of charges for provided services.
- The Guest bears full financial responsibility for all goods and services ordered and/or used during the stay. In case of non‑payment for such goods or services, the Facility reserves the right to charge the Guest based on the details provided during reservation/stay.
- In the event of a breach of the Regulations by the Guest, the Facility may refuse further service to the person who violates them. Such person is obliged to immediately comply with the Facility’s requests, settle payment for services already provided, pay for any damage or destruction caused and vacate the Facility’s premises.
- The Facility may refuse to admit a Guest who during a previous stay grossly violated the Regulations, caused damage to the Facility or other Guests’ property or persons, disrupted other Guests’ peace, or whose behavior poses a risk of such damage.
- In the event of a gross violation of the rules by the Guest or posing a threat on the premises, the Facility Management reserves the right to call/notify law enforcement agencies, such as the police, fire department, and other state authorities.
- In case the Guest departs earlier than planned, the fee for unused days is non‑refundable.
- In exceptional situations the Owner reserves the right to cancel a reservation and refund the amount paid.
§ 4. QUIET HOURS
- Quiet hours apply in the Facility from 22:00 to 06:00.
- The behavior of Guests and persons using the Facility’s services must not disturb the peaceful stay of other Guests. The Facility’s staff have the right to apply the measures described in § 3 point 13 in case of violations of quiet hours.
§ 5. REGULATIONS FOR THE STAY OF ANIMALS
- Animals may stay in the apartment only after prior arrangement and for an additional fee of PLN 100.
- Failure to notify the presence of animals will result in a penalty of PLN 500 for the Guest.
§ 6. FORMS OF PAYMENT
- The Facility does not accept cash transactions.
- All payments related to making a reservation or purchasing additional services must be made by means of a traditional bank transfer to the Facility’s bank account, via the Facility’s website, or via an instant‑payment link provided at the Guest’s request.
- Payments on the website www.hostloop.pl and via the instant payment link are processed by PayU S.A., headquartered at ul. Grunwaldzka 186, 60‑166 Poznań, entered into the register of entrepreneurs maintained by the District Court Poznań — Nowe Miasto and Wilda in Poznań, 8th Commercial Division of the National Court Register under number 0000274399, tax ID (NIP) 779‑23‑08‑495, share capital PLN 7,789,000, fully paid, national payment institution within the meaning of the Act of 19 August 2011 on payment services, entered in the register of payment services under number IP1/2012 (hereinafter “PayU”). Supervision over PayU’s payment services activities is exercised by the Financial Supervision Commission (Komisja Nadzoru Finansowego).
- Details of payment processing by PayU can be found under the “Terms & Conditions for a Single Payment Transaction” of PayU.
§ 7. ADDITIONAL PROVISIONS
- The Facility reserves the right to refuse acceptance—on behalf of the Guest—of shipments, including courier parcels, unless the Facility has previously given consent for their receipt and has been given appropriate authorization.
- Children and persons under the age of 18 may stay on the Facility’s premises only under the supervision of an adult who bears full responsibility for their behaviour and safety.
- On the Guest’s request, additional equipment may be placed in selected room types—e.g., equipment for children, equipment for animals—according to the Facility’s current offer and price list.
- The Guest bears full material liability for any damage or destruction of items, equipment and technical devices of the Facility or property of other Guests caused by the Guest, his/her visitors or animals staying with them. The Guest is liable for actual loss and lost profits of the Facility (e.g., due to rooms being removed from sale for the time needed to repair damage). The Facility reserves the right to individually (in proportion to the standard of the Facility) assess the cost of damage depending on the work needed to remedy the damage.
- The Guest undertakes to use the apartment in accordance with its intended purpose and not to transfer the equipment outside.
- Each time the Guest leaves the room, for safety reasons they should switch off the TV, turn off the lights, close the taps and check the door is locked.
- In case of loss or removal of keys or access card, the Guest will be charged a fee of [e.g., PLN 100].
- The Facility is liable for loss or damage of items brought in by persons using its services within the limits specified in Articles 846‑851 of the Polish Civil Code. The Guest should notify the Facility staff of the occurrence of damage without undue delay after its discovery. The Facility’s liability is excluded if the damage resulted from the nature of the item brought in, due to force majeure or was caused by the fault of the injured party or a person accompanying or visiting them.
- The Facility is not responsible for loss or damage of money, securities, valuables or items of scientific or artistic value.
- The Facility does not bear responsibility for personal items left in the apartment. Documents left by the Guest (including ID card or passport) will be kept by the Facility for 14 days from the Guest’s notification, after which, if the Guest gives no instructions, they will be handed over to the Police.
- Smoking of tobacco products and electronic cigarettes is completely prohibited within the Facility, including rooms and balconies. In the event of violation of the ban, the Guest will be charged a penalty of PLN 500.
- For fire‑safety reasons it is forbidden to burn a large number of candles in the rooms/apartments and to use heaters, irons and other electrical appliances that are not part of the room’s equipment. This does not apply to chargers and power supplies for computers and telephones.
- It is forbidden to bring in or store dangerous goods, weapons, ammunition, flammable, explosive or illuminating materials in the Facility.
- Selected public areas of the Facility are monitored by CCTV.
- If the Guest has complaints regarding the quality of services, they should report them immediately to the Facility staff by phone, via chat or by message to the designated e‑mail address, enabling the employees to respond and improve service quality. Claims concerning the services provided by the Facility should be submitted to e‑mail office@hostloop.pl
within 24 hours and will be dealt with within 14 days of receipt by the Facility. - The Facility reserves the forms of contact only by the following communication channels: direct telephone contact at +48 45 158 71 71, e‑mail at office@hostloop.pl, or chat via the Booking.com platform.
- In matters not regulated by these Regulations, the provisions of the Civil Code apply.
PRIVACY POLICY
HOSTLOOP SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
(Information obligation pursuant to Article 13 GDPR)
§ 1. Data Controller
The controller of personal data is:
HOSTLOOP SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
NIP (Tax ID): 9542880172
Św. Pawła 10/LU1
40-008 Katowice
Poland
E-mail: office@hostloop.pl
Phone: +48 45 158 71 71
The Controller operates in the field of short-term apartment rentals and aparthotel services.
This Privacy Policy has been prepared in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (“GDPR”).
§ 2. How We Collect Personal Data
Personal data is collected:
Directly from the person making the reservation, through:
online booking forms,
reservation cards (electronic links),
reservation management systems.
Indirectly via external booking platforms (e.g., Booking.com), which transfer to the Controller the data necessary to perform the reservation.
Booking platforms act as independent data controllers in accordance with their own privacy policies.
The Controller may also collect additional data directly from the Guest for the purpose of contract performance or identity verification.
§ 3. Scope of Processed Data
Depending on the reservation method, the Controller may process:
first and last name,
residential address,
nationality,
phone number,
e-mail address,
stay dates,
invoicing details (if applicable),
identity document number (ID card or passport),
PESEL number – if provided,
payment-related data,
technical data related to Wi-Fi usage (e.g., IP address, connection time),
image data recorded by CCTV monitoring in common areas of the property.
Providing personal data is voluntary; however, failure to provide required data may prevent the conclusion or performance of the contract.
§ 4. Purposes and Legal Basis for Processing
Personal data is processed on the basis of:
1. Article 6(1)(b) GDPR
For the purpose of concluding and performing the accommodation agreement.
2. Article 6(1)(c) GDPR
For compliance with legal obligations, in particular accounting and tax regulations.
3. Article 6(1)(f) GDPR
For the legitimate interests of the Controller, including in particular:
ensuring the safety of persons and property,
identity verification of persons using the premises,
protection of property,
establishment, exercise, or defense of legal claims,
handling complaints and damages,
clarifying circumstances of incidents or accidents,
cooperation with insurers,
prevention of fraud and abuse,
ensuring IT infrastructure and Wi-Fi network security.
§ 5. Identity Verification
For security and contractual purposes, the Controller may verify the identity of a person using the property, including by requesting presentation of an identity document.
§ 6. CCTV Monitoring
The property is subject to CCTV monitoring in common areas, including entrances and corridors.
Monitoring does not include the interior of apartments or sanitary facilities.
The purpose of CCTV monitoring is:
ensuring the safety of persons,
protecting property,
preventing abuse,
determining the circumstances of incidents.
CCTV recordings are stored for no longer than 30 days, unless they constitute evidence in legal proceedings, in which case they are retained until proceedings are concluded.
Access to recordings is restricted to authorized persons and legally entitled authorities.
§ 7. Wi-Fi Network
In connection with providing Wi-Fi access to Guests, the Controller may process technical data necessary to ensure IT infrastructure security, including IP address and connection time.
The Controller does not monitor the content of communications or websites visited.
§ 8. Recipients of Personal Data
Personal data may be shared with:
legal advisors,
accounting service providers,
debt collection agencies,
insurance companies,
payment operators,
IT service providers,
reservation system providers.
The Controller uses the reservation system provided by Hotres, which acts as a data processor under a data processing agreement in accordance with Article 28 GDPR.
§ 9. Transfers Outside the European Economic Area (EEA)
Where personal data is transferred outside the EEA, such transfers are carried out exclusively in accordance with Chapter V GDPR, including through the use of Standard Contractual Clauses approved by the European Commission.
§ 10. Data Retention Period
Personal data is retained:
for the duration of the contract,
for the limitation period of claims (generally 3 years),
for accounting and tax purposes (generally 5 years),
for the duration of any legal proceedings, if applicable.
§ 11. Rights of the Data Subject
Data subjects have the right to:
access their personal data,
rectify inaccurate data,
request erasure of data,
restrict processing,
data portability,
object to processing,
lodge a complaint with the President of the Personal Data Protection Office (Poland).
§ 12. Automated Decision-Making
Personal data is not subject to automated decision-making or profiling.
§ 13. Contact Regarding Data Protection
All requests, inquiries, or claims related to personal data processing should be directed to:
office@hostloop.pl
The Controller will respond without undue delay and no later than one month from receipt of the request.
Where necessary, the Controller may request additional information to verify the identity of the requesting person.