Hotel Rules and Regulations

Dear Guests,

We are very pleased to host you at our Hotel. The Hotel Management shall greatly appreciate your cooperation in following these Rules and Regulations, since thereby we can provide you with safety and maxium comfort all through your stay at the Copernicus Toruń Hotel. Should you need any information or help, our 24/7 reception is at your disposal: +48 797010166.

§1 Subject of the Regulations

These Rules and Regulations define the rules for providing services, liability and staying on the premises of the Hotel and constitute an integral part of the contract concluded by signing the guest’s card as well as by making a booking and / or making a down payment and / or the entire payment due for the stay at the Hotel. By the aforementioned actions, the Guest confirms that they have read and accepted these Rules and Regulations.

The Rules and Regulations apply to all persons staying on the premises of the Copernicus Toruń Hotel.

These Rules and Regulations are available for inspection at the Hotel Reception and in every room.

§2 Hotel day

1. The hotel rooms are rented for the so called hotel days.
2. The hotel day starts at 4:00 pm and ends at 12:00 pm on the day of departure.
3. If you wish to extend your stay beyond the period indicated on the day of arrival, please contact the reception at the latest at 12:00 pm on the day on which the room rental period expires. Extending the stay is only possible if the current hotel occupancy allows it.
4. The Guest’s request is not binding for the Hotel. If extending the stay is not possible due to the room unavailability, the Hotel can help the Guest find another accommodation.
5. The Hotel reserves the right to refuse to extend the Guest’s stay at the Hotel if the Guest has not made full payment due for the current period of stay or if the Guest violates these Rules and Regulations.
6. The charges for late check-out are:
   - extending the hotel day until 8:00 pm – 50% of the hotel day rate,
   - extending the hotel day after 8:00 pm – full amount due for a new hotel day.

§3 Booking and check-in

1. The Guest needs to present their identity document with a photo at the Reception. Only then can the Guest be checked into the Hotel. The Hotel wishes to inform that the identity documents of Guests are neither photocopied nor scanned.
2. The Hotel Guest may not hand the room over to third parties, even if the period, for which they paid the amount due, has not expired yet.
3. Non-resident Guests are allowed to stay in the hotel rooms from 6:00 am to 10:00 pm.
4. The Hotel may refuse to accept a Guest who during their previous stay grossly infringed the Hotel Regulations, causing damage to the property of the Hotel or other Guests or causing damage to Guests, employees of the Hotel or to other persons staying on the premises of the Hotel or disturbed the peaceful stay of Guests and the operation of the Hotel in any way.
5. The Hotel reserves the right to pre-authorise the credit card of the Guest at the check-in or to charge a deposit in the amount due for the entire stay and additionally PLN 200 / hotel day for extra services.
6. Bookings are valid until 6:00 pm on the day of planned arrival, unless the Guest has informed the Hotel about a late arrival.
7. If the Guest fails to cancel their room booking by 6:00 pm on the original day of arrival or in case of the Guest’s no-show on the planned date, the Hotel will charge the Guest for the first hotel day.
8. If the Guest cancels their stay during the hotel day, the Hotel will not refund the fee paid for that hotel day.

§4 Services and additional services

1. The Hotel provides services in accordance with its category and standard. Reservations should be reported to the Hotel Reception without delay at the following telephone number ….. so that the employees can react and improve the standard of services provided.
2. The Hotel is obliged to provide:
   - conditioned for full and undisturbed rest of the Guest,
   - safe stay, which includes maintaining the confidentiality of information about the Guest,
   - professional service in the scope of all services provided at the Hotel,
   - cleaning the room and making necessary repairs of devices during the Guest’s absence, or in their presence only if they express such a wish,
   - technically efficient service; in the event of faults, the Hotel will make every effort – to the extent possible – to change the room or otherwise alleviate the inconvenience.
3. Additionally, at the Guest’s request, the Hotel provides the following services free of charge:
   - providing information on the stay and journey,
   - wake-up call at the appointed time,
   - ordering a taxi,
   - storing the Guest’s luggage,
   - storing money and valuables during the Guest’s stay at the Hotel, in the Reception deposit, subject to §6 section 4 of the Regulations.
   
4. At the request of a Guest staying at the Hotel with a little child, the Hotel will provide – if available at the moment – a baby crib free of charge.
5. The access to SPA, Fitness and Bowling Centre has been descried in separate regulations.

§5 Guest Liability

1. Children up to the age of 12 years may stay in hotel rooms and other parts of the Hotel only if accompanied by adults. The children’s guardians bear full material liability for any damage to the equipment and technical devices caused by their children.
2. The Hotel Guest bears full material liability for any damage to or destruction of equipment or technical devices of the Hotel caused by them or by their visitors. The Hotel reserves the right to charge the Guest’s credit card for the damage caused by the Guest after the Guest’s departure. The equipment price list constitutes Annex no. 1 to these Regulations.
3. If the Guest fails to comply with these Rules and Regulations, the Hotel may refuse to provide services for the person violating the Regulations. Such a person is obliged to immediately comply with the Hotel’s request, settle the amount due for the services provided so far, to pay for possible damage if caused and then to leave the Hotel.
4. Each time upon leaving the room, the Guest is obliged to – for safety reasons – close the windows, turn off the TV, turn off the lights, close the taps and check whether the door has been locked.
5. If the Guest is late in settling the payment due for the stay or fails to pay for the services provided, the Hotel has a statutory lien on the items brought by the Guest to the Hotel.

§6 Hotel Liability

1. The Hotel’s liability for the damage to or loss of items brought by the persons using the Hotel’s service is governed by the provisions of the Polish Civil Code.
2. The Guest should notify the Reception about any damage caused immediately after it is discovered.
3. The Hotel is liable for any damage to or loss of money, securities and valuables or items having scientific or artistic value only if these items have been deposited at the Hotel Reception.
4. The Hotel has the right to refuse to accept money, securities and valuables or items having scientific or artistic value or other items if they pose a threat to safety or are of excessive value.
5. The Hotel may also refuse to accept large- items. The Hotel does not bear any liability for any damage to or loss of a car or any other vehicle belonging to the Guest, items and living animals left inside, regardless of whether these vehicle have been parked in the garage or in the outdoor hotel car park.

§7 Return of items left behind

1. Personal items left by the Guest at the Hotel shall be sent back to the address indicated by the Guest. If the Hotel has not received such instructions, the Hotel is obliged to store the items left behind for 3 months. Foodstuffs will not be stored.

§8 Quiet hours

1. The quiets hours at the Hotel begin at 10:00 pm and end at 6:00 am. All the persons staying at the Hotel during this time must be checked-in.

§9 Complaints

1. Should you notice any deficiencies in the quality of services provided, Guests have a right to lodge a complaint.
2. Complaints can be submitted 24 hours per day at the Reception.
3. Complaints are to be lodged immediately after noticing deficiencies in the quality of services provided.

§10 Final provisions

1. For an extra fee, the Hotel accepts pets in the rooms, however, the pet owner is obliged to keep their pet leashed and to clean any waste left by the animal. If you wish to stay at the Hotel with your pet, please report it when booking your stay and checking in.
2. At the Hotel, there is a total smoking ban in force. The designated smoking areas are: the balcony on the first floor and the area in front of the main entrance by the ashtrays. The Hotel will charge a fee of PLN 500 for failing to comply with the smoking ban.
3. For fire safety reasons, it is prohibited to use heaters, electric irons, cordless kettles and similar devices which do not constitute the equipment of the hotel rooms.
4. It is prohibited to store dangerous goods, weapons and ammunition, explosive or illuminating materials on the premises of the Hotel.
5. Soliciting and door-to-door sales, as well as gambling acitivities, are prohibited at the Hotel.
6. The Guest will not cause, and the Hotel will not allow, excessive noise or unpleasant smells on the premises of the Hotel or disturb the stay of other Hotel Guests in any other way.
7. Guests are not allowed to make any changes to the furniture or equipment of hotel rooms.

Personal data information

1. The controller of the Guest's personal data is L&P spółka z ograniczoną odpowiedzialnością with its registered office at ul. Gdańska 27, 85-005 Bydgoszcz, Poland, entered into the register of entrepreneurs by the District Court in Bydgoszcz, 13th Commercial Division of the National Court Register under the KRS number 0000270201, NIP (Tax Identification Number): 9532234772.
2. The Guest’s personal data is processed on the basis of a contract for the provision of hotel services concluded between the Guest and the Hotel. The purpose of processing personal data is to provide hotel services, SPA or other similar services, which are provided by the Hotel at the Guest’s request. In addition, the Guest’s personal data may be processed by video surveillance used in the Hotel. The purpose of using video surveillance is to protect the Guest and other people staying on the premises of the Hotel or in its vicinity.
3. The Hotel informs that providing personal data is a contractual and statutory requirement (when documenting sales made to the Guest with a VAT invoice). Failing to provide personal data prevents the conclusion of a contract with the Hotel as well as the issuance of a VAT invoice.
4. The Hotel informs that every Guest has the right to access, rectify and update their personal data. Every Guest has also the right to transfer their personal data, raise an objection to the processing of their personal data and to delete their personal data if there are legal grounds therefor.
5. The Hotel informs that the Guest’s personal data shall be stored for the entire period of providing the hotel service to the Guest as well as for the limitation period of claims, including tax and civil claims. However, personal data processed by video surveillance will be stored for 30 days, unless special circumstances occur (e.g. an accident), due to which the recordings from video surveillance cameras shall be stored for a longer time.

The Hotel hereby informs that personal data of the Guests shall be disclosed to the following categories of recipients:

1. Accounting and auditing firms cooperating with the Hotel,
2. Lawyers cooperating with the Hotel,
3. Insurance companies cooperating with the Hotel,
4. IT companies and companies providing support and management of the Hotel’s IT infrastructure.
5. Courier and postal companies,
6. Travel agencies.
7. The Hotel informs about the right to lodge a complaint with the supervisory authority overlooking the procession of personal data.
8. In the event of booking accommodation at the Hotel via a travel agency or a booking portal, the categories of the Guest’s personal data provided to the Hotel by these entities may include especially forename and surname, date of stay, e-mail address and telephone number of the Guest. Information about the source from which the Hotel obtained the Guest’s personal data is available at the Reception.

The Management of the Copernicus Toruń Hotel