Regulations for renting apartments at Grand Apartments

PRIVACY POLICY OF GRAND APARTMENTS (WWW.GRANDAPARTMENTS.PL)

We care about your privacy and we want you to feel comfortable during using our services. This privacy policy defines what information about you can be gathered, who is the controller of your personal data, in what purpose, scope and for how long your personal data will be processed, to whom and on what terms can we transfer your personal data and what are your rights regarding processing them.

This privacy policy defines the basic rules of protection of personal data by Grand Apartments and contains information about cookie files used by our website and about the regulations regarding storage and access to the information stored on your device by the usage of cookie files.

Information included in this privacy policy was prepared in accordance with the requirements of Regulation 2016/679 of the European Parliament and of the Council (EU) of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (referred to as RODO, ORODO, GDPR or General Data Protection Regulation) effective from 25 May 2018.

Each time we mention “data” we mean your personal details, such as your name and surname, e-mail address or telephone number, that you’ve provided us with or that we’ve obtained from the other sources.

CONTROLLER OF PERSONAL DATA

The controller of the personal data is Agata Dudar, the owner of enterprise operating under name Grand Apartments Agata Dudar that is registered in Central Business Register and Information Service operated by the Minister of Development and Finance, NIP 9581408887, REGON: 221582376 with headquarters in Sopot 81-838, on al. Niepodległości 753/U4.

PERSONAL DATA AND PRIVACY

1. Situations in which we are processing your data
If you’re going to use our services, we’ll ask you to give us your personal data. Your personal data is processed by us for the purposes defined below and that are connected with the functioning of our website and providing the services presented on it. That means that we are processing your personal data each time when you are using our services, for example when you are booking the apartment with the use of our website. Each time you are approaching us with your request or complaint or when you are using the contact form on our website, this are the situations in which we are processing your personal data. The other examples of situations in which we are processing your personal data is when we are sending you commercial information or when you are taking participation in the contests and promotional events that we organize.

2. The purpose of processing
Your personal data is processed mainly in order to provide you with the services offered on our website and when it is necessary to conclude and to fulfil the contract, including the claim handling process or undertaking the actions required by you before concluding the contract. If it is necessary, we can, from our initiative, contact you about the organizational details, for example regarding your reservation. Processing of some of your personal data is necessary also in order to fulfil by us the requirements arising from the rules of law, for example regarding the rules on the length of time personal data can be stored, on the gathering the information for verification and identification of the user or on the transmitting personal data to the entitled authorities and entities that arises from the tax or accounting law. Your personal data is processed also in other rightful purposes, for example in order to:
a) monitor your activity on our website (that includes the usage of cookie files and the other tools used by us),
b) be able to create the profile of your interests and needs (also with the usage of cookie files) in order to provide you only with the services that can interest you,
c) be able to provide the direct marketing of our products and services- in that way we can inform you about our offer,
d) establish, exercise or defend by us the potential legal claims arising from the enterprise that we operate,
e) monitor, prevent and detect the potential frauds or abuses committed through the services that we provide.

If you gave us your permission, we can send you our newsletter or to contact you regarding our new offers either by the phone, e-mail address or by sending the message to your mobile phone. When you are participating in the contests organized by us or in any other promotional event, we are processing your personal data on the basis of your permission in order to organize the contest or promotion, to choose the winners and to award the prizes.

3. What data we process
We process data that you’ve provided us with, as well as data that we’ve had compiled ourselves (for example by using cookie files or other tools that we work with) or that was shared with us by the other data controllers, for example reservation systems or your bank. We also process the data provided by the device through which you are using our services (cookie files). We are concerned about using only as much data as is required to accomplish the purpose of collecting them (data minimization).

4. Basis of processing
The legal basis of processing personal data is:
1. entering and performance of a contract or the steps taken at your request in order to enter such contract for providing services or the actions undertaken on your demand in order to conclude such contract (article 6, passage 1, lit. b of GDPR), or
2. your consent (article 6, passage 1, lit. a of GDPR), or
3. legitimate interests pursued by the controller (article 6, passage 1, lit. f of GDPR). By such interests we understand for example:
a) processing the data in order to establish, exercise or defend by us the potential legal claims,
b) processing the data for analytical and statistic purposes,
c) surveying customer satisfaction, or
4. processing that is necessary for compliance with a legal obligation, such as accounting (article 6, passage 1, lit. c of GDPR), and resulting, for example, from:
a) Accountancy Act of 29.09.1994,
b) Value-Added Tax Act of 11.03.2004,
c) Act on Rendering Electronic Services of 8.07.2002,
d) Telecommunication Law of 16.07.2014.

We process your personal data in accordance with regulations regarding personal data protection, including GDPR.

5. Provision of personal data
Providing your personal data is not obligatory, however there are situations in which it may be necessary, for example in order to enter into a contract, in order to provide our services correctly or in order to comply with legal obligations that we have to abide. That means that in some situations not providing your data may cause inability to use the services on our website.

DURATION OF THE PROCESSING

Your personal data will be processed for as short time as it is possible, that means the period of time when we will have a legal basis to process your personal data. It means that we will stop processing your personal data when:
a) we will not be longer legally obliged to process your personal data,
b) the concluded contract will no longer be in force and when the possibility of making claims regarding the concluded contract will cease,
c) you will withdraw your consent to process your personal data that you’ve given for the specific purpose,
d) your objection regarding processing your personal data will be accepted- in the situation when the processing of your personal data was legally based on the legitimate interest of the controller or when the personal data was processed for direct marketing purposes, including profiling.

SAFETY OF PERSONAL DATA

When processing your personal data we are using the proper organizational and technical safety measures that are in accordance with applicable law and whose purpose is to protect your personal data from unauthorized or unlawful processing or accidental loss, destruction or damage of your personal data. Therefore we take full responsibility for the safety of your personal data. Not only we protect your personal data by using the newest technologies in the way that enables us to abide the applicable law regulations, but we are also using additional solutions that ensure the safety of your personal data. The basic security measure is the use of safe connections (for example SSL protocols), data encryption and the use of other technical, programmatic and organizational solutions (such as limitation and control of access to the data). We assure that your personal data is processed only by the authorized persons and parties.

YOUR RIGHTS

1) You have the right to request from us an information whether or not your personal data is being processed by us, why we are processing it, which categories of your personal data we possess, what are the categories of recipients of your personal data and what is the planned period of time for which the personal data will be stored.
2) You have the right to request the access to your personal data, to rectify the personal data that are incorrect and to complete the incomplete data.
3) You have the right to request erasure of your personal data that we process. Your request will be fulfilled immediately, unless there are no overriding legal grounds for the processing or there are no legal requirements that we are obliged to fulfil or when your personal data are necessary for us to establish, exercise or defend legal claims. Your personal data will be erased when:
a) it will no longer be necessary for the purposes for which it was collected or processed in other way,
b) we were processing your personal data on the basis of your consent that you’ve later withdrawn and there is no other legitimate reason for us to process your personal data further,
c) you’ve objected processing your personal data within the rights of realization legitimate interest of the controller and there are no other circumstances that would justify the further processing of your data,
d) your personal data was processed unlawfully,
e) your personal data must be erased for compliance with a legal obligation.
4) You have the right to withdraw your consent for personal data processing as long as the processing of your data was based on your consent; it means that processing of personal data will be legal until you withdraw your consent.
5) You have the right to request the restriction of processing your personal data in situations when:
a) you inform us that personal data we process is incorrect; the restriction is in force for a period enabling us to verify of correctness of personal data,
b) there is no legal obligation for us to process your personal data but you object the definitive erasure of your personal data,
c) we no longer need the personal data for the purpose for which it was collected, but you need them in order to establish, exercise or defend legal claims,
d) you’ve objected the processing of your personal data; the restriction is in force until we verify whether there are legitimate grounds that override your objection.
6) You have the right to object the processing of your data by us anytime, whenever:
a) the particular situation has occurred – against processing your personal data for the purposes of the legitimate interests pursued by the controller (article 6, passage 1, lit. f of GDPR) – in such situation we will stop processing your personal data with an immediate effect, unless there are other legitimate grounds that override your objection.
b) if your personal data is processed for the direct marketing purposes.
7) As the result of using your rights described in points 3-6 above, there is a possibility that we will stop providing (entirely or partially) you with some of our services for which processing your personal data is necessary.
8) You have the right to request to receive the personal data that you’ve provided us with in machine-readable format and to transfer that data to the other controller. It is applicable for the automated processing of personal data:
a) that we process on the basis of your consent or
b) that we process on the basis of the contract that we’ve concluded with you.

Please contact us if you want to exercise your rights.

If you think that your personal data is processed unlawfully or that your rights has been violated, you can lodge a complaint to the supervisory authority that is Inspector General for the Protection of Personal Data or its successor- Chairman of Personal Data Protection Office.

TRANSFER OF DATA, EXTERNAL SERVICES, RECIPIENTS OF DATA

We don’t transfer your personal data to any third persons or parties. The only exception for that is when:
1) You will voluntarily give your consent to such transfer; you can withdraw your consent anytime,
2) Such transfer is necessary in order to perform the service or to implement the tasks related to the proper performance of the service- in such situation (with us still being the controller of your personal data and being responsible for its’ safety) your personal data can be transferred for the particular purposes to the external parties, including our subcontractors, that help us to provide our services, such as:
a) the persons that are cooperating with us on the basis of civil law contracts and that are supporting our on-going activities,
b) provider of software that is necessary for operating of our website,
c) company that provides us with hosting services,
d) accountancy office,
e) the party that simplifies the optimization of our website,
f) the party that provides us with technical support.
3) In the particular situations we may be asked to transfer your personal data to the entitled parties authorized by the applicable law in force (such as law-enforcement agencies). We carefully examine each request for such transfer and the transfer is being made only in situation in which, after the examination of that request, we state that there is an important and effective legal basis for the request of such parties for disclosing your personal data.

We do not transfer your personal data to the third countries.

COOKIE FILES

Our website, like the most of Internet sites, is using so called “cookie files”. A cookie file is an electronic information, most often in the form of small text file, that is saved and stored in the memory of the device through which you are using our website.
1. We use cookie files and similar technologies in order to store the information or to gain the access to the information stored on the device through which you are using our website.
2. We are using cookies to adapt our website to your individual needs and, if needed, for profiling and monitoring your activity on our website. Cookie files include the name of the domain from which they come from, the period for which they will be stored on the device and the assigned value.
3. The cookies that we use are safe for your devices, that especially means that they are no viruses or any other kind of malicious software and that they are free from such viruses and software. The mechanism of cookie files does not allow downloading any information from you device, but only gains the access to the chosen information.
4. The cookies that we use differ from each other by their type and durability.
4.1. Considering how long cookie file will be stored on the device, the cookie files used on our website can be divided to:
a) session cookies: are stored on the your device and they stay there until the end of the session of given web browser. Saved information are then permanently removed from the memory of the device;
b) persistent cookies: are stored on the your device and they stay there until they are removed or expired. Ending the session of given web browser or turning off the device will not remove them from the memory of your device.
4.2. Considering where they are coming from, the cookies used on our website can be divided to:
a) our cookies: placed on the website directly by us;
b) external cookies: placed on the website by the external parties, whose web pages components' were called by Grand Apartments (e.g. Google Analytics, Facebook etc.)
5. We use cookies to:
a) configure the website- especially to optimize it and to personalize content or features of the website to your preferences;
b) create anonymous statistics that allow us to analyse how the visitors of website are using it. Such statistics help to improve the content and structure of the website;
c) gather the information about the source from which the user came to our website (e.g. web banner displayed on the website of third party, Google Adwords etc.);
d) provide the safety and reliability of our website.
6. The use of cookie files in order store the information or to gain the access to the information stored on the device through which you are using our website is possible only when you gill give your consent for such action; unless the storage or gaining access to the information is necessary to provide you with the service that you’ve requested electronically – in such situation your consent is not required.
6.1. The consent can be given through the settings of the software used to use the website, for example through the settings of the web browser that you are using or settings of the software installed on the device that you use.
6.2. You are not required to give your consent or you can withdraw consent already given anytime by changing the settings of web browser or the software installed on the device that you use.
7. In many situations the software that allows you to use our website (it applies mainly to web browsers) is by default set to accept cookies and to store them on your device. That’s why we encourage you to check the settings and to change them so they will suit your privacy preferences. Remember that you can change the settings in order to prevent automatic acceptance. To find out how to manage the cookie files, including how to disable them in your web browser, you can use the help section of your web browser.
8. If you will allow the software settings that you use to enable cookie files, it will mean that you are giving us your consent to use them in the compliance with the rules described on this privacy policy. It means that we will be authorized to use cookie files and similar technologies in order to store information or to gain the access to the information stored on your device.
9. Remember that disabling cookie files may cause difficulties in using some of the features of our website.

By providing our services electronically we can also install the software on your device or use that software. However we will inform you before installing such order and we will ask for your permission for installing and using it.

CONTACT WITH DATA CONTROLLER

Would you like to use your rights regarding personal data or to ask us a question related to our privacy policy?
Send us an e-mail on odo@grandapartments.pl or a letter to Grand Apartments Agata Dudar, al. Niepodległości 753/U4, 81-838 Sopot, with annotation “ochrona danych osobowych”.

We reserve the right to change or to complement this privacy policy. All changes will be published on our website in “PRIVACY POLICY” bookmark. By using our website you agree to the above policy.

GENERAL PROVISIONS

1. Glossary:
Grand Apartments Agata Kuffel (hereinafter Grand Apartments) – the provider of short-term accommodation service, head office: Grunwaldzka 45A/U-01, 81-754 Sopot, NIP: 9581408887, REGON: 221582376, the owner of www.grandapartments.pl website, e-mail address: info@grandapartments.pl, mobile phone number: +48 510 510 994, number of the bank account: 49 1160 2202 0000 0002 0681 2555 Bank Millennium.
Client – person that is using the services provided by the Grand Apartments.
Agreement – agreement on providing the service of short-term accommodation, made between the Grand Apartments and the Client.
Advance Payment – the amount of money that the Client is obliged to pay after making the reservation. The Advance Payment secures the Grand Apartments in case of cancelling the reservation by the Client – in such situation, the Advance Payment is a compensation for the loss of reservation.
2. This document defines the terms on which the reservation and the rental of the apartments available on the www.grandapartments.pl website or on the external reservation service can be made. By making the reservation, the Client accepts the rules of this document. The Agreement on providing the short-term accommodation between the Grand Apartments and the Client is concluded in the moment of making the reservation online or by the telephone, on the terms provided in the defined in this document and in the price list.
3. In case of reservations made on www.grandapartments.pl website or on the chosen external reservation services, the Grand Apartments has the right not to accept the reservation and to cancel the reservation made earlier, without stating the reasons. In case of cancelling the reservation, all of the payments made by the Client will be returned.
4. The Client must be of legal age.

RESERVATION

1. Reservation can be made:
a) by filling out the reservation form available on www.grandapartments.pl,
b) on the phone by calling +48 510 510 994,
c) by sending an e-mail to rezerwacja@grandapartments.pl,
d) by the external reservation service.
2. In order to confirm the reservation, the Client must pay to the Grand Apartments the advance payment in amount of 30% of the reservation cost. If the advance payment will not be made in the scheduled date, the Agreement and the reservation will be cancelled.
3. After paying the advance payment, the Client will receive a voucher that includes all of the important details regarding the apartment and the reservation.
4. If the Client will resign from reservation, the Advance Payment will not be returned (article 394 of Polish Civil Code).
5. The stay of children under 3 years is free of charge – when filling the reservation form, the chosen amount of persons should not include children under 3 years.
6. The extra options include the possibility to rent the travel cot without a bedding (cost – 100 PLN).

CHECK-INS

1. The check-in takes place between 15:00 and 20:00. It is possible to appoint the individual time of arrival (in other hours than between 15:00 and 20:00), but it can not take place later than at 00.30. The Client is obliged to inform the Grand Apartments about the time of arrival at least the day before the date of the arrival.
2. The arrival of Clients between 20:00 and 21:00 is charged with an extra fee of 80 PLN; between 21:00 and 00:30 – 100 PLN.
3. Both Sides will sign the Agreement during the check-in. The Client is obliged to show the valid identity document (ID, passport) and to pay the remaining fee (that is the difference between the total cost of the reservation and the cost of the Advance Payment). If the Client will resign from reservation, the Advance Payment will not be returned (article 394 of Polish Civil Code).
4. The Client will receive the keys to the apartment in the reception desk of Grand Apartments at the address indicated in the booking confirmation, after completing the formalities mentioned above or in other established way.
5. The number of persons accommodated in the apartment can not be larger than the maximum number of persons determined in the card of the given apartment. The cards are available on www.grandapartments.pl website or on the external reservation service website. In case of breaching the rule mentioned above, the Grand Apartments has the right to cancel the Agreement immediately and without obligation to return the cost of the remaining period of the reservation and/or may charge the Client with an extra fee of 500 PLN for each of the additional person.
6. Grand Apartments has the right to refuse to hand over the keys if the Client:
a) does not have the valid identity document,
b) is under influence of alcohol or other intoxicants,
c) is behaving aggressively.

CHECK-OUTS

1. The check-out takes place between 08:00 and 10:00.
2. The Client should notice the Grand Apartments about the hour of departure by calling telephone number +48 510 510 994 at least one day before leaving the apartment.
3. The departure after 11:00 o’clock without noticing Grand Apartments earlier, will be treated as the prolongation of the stay for another day and will be charged according to the valid price list.
4. The Client is obliged to leave the apartment in the state not worse than in the day of the Client's arrival. In case of any damages, Client is obliged to restore the previous state of the object or to pay the compensation according to the evaluation made by the Grand Apartments.
5. The Client should notice the Grand Apartments about the will to prolong the stay at least one day before the end of reservation, until 17:00 o'clock. Prolongation of stay is possible if the given apartment is available in the term chosen by the Client.
6. In case of shortening the stay by the Client, the charge for paid and not used hotel days will not be returned.

SUBSTITUTE APARTMENT AND CANCELLING THE RESERVATION

1. In case of unforeseen circumstances whose effects cannot be eliminated instantly (it applies to the situations that occurred before carrying out the service), Grand Apartments undertakes to provide the substitute apartment similar to the apartment booked initially, as long as such apartment is available. In situation in which no apartment is available, Grand Apartments has the right to cancel the reservation. In such situation, all the costs paid by the Client will be returned immediately.
2. In case of occurring force majeure events, whose effects could not be removed before carrying out the service because of the objective reasons, Grand Apartments has the right to withdraw from the Agreement. It also applies to the situations in which personal safety of the Client or its' possessions can not be guaranteed because of the reasons beyond the control of the Grand Apartments. In such situation, all the costs paid by the Client will be returned immediately.

ANIMALS

1. In apartments that allow the stay of animals during the reservation, it is possible to choose such option. Stay of animal in such apartment costs 100 PLN.
2. The Client is fully responsible for any damages made by the animal.
3. At the same time, the Grand Apartments reserves the right to charge the Client with a returnable fee (deposit) for a stay of the animal in the apartment.

PRICES AND PAYMENTS

1. All prices offered by the Grand Apartments are expressed in PLN and include the current VAT tax.
2. All of the payments made in cash must be in PLN. In the exceptional and defined situations, the payments in the other currencies (EUR, GBP, USD) can be accepted; such possibility should be discussed in advance. It is also possible to make a payment through international money transfer, but all the extra charges must be paid by the payer.
3. In case of some apartments, the Grand Apartments reserves the right to charge the Client with a returnable fee (deposit).
4. During the check-out, in case of finding a gross disorder in the apartment, the Client will be charged with one-time fee in amount of 100 PLN.

OBLIGATIONS OF THE CLIENT

1. The Client is obliged to respect the quiet hours between 22:00 and 07:00. In those hours the Client should not organize any loud any troublesome meetings or parties in the apartment or in the common parts of the building in which the apartment is located. In case of justified complain addressed to the Grand Apartments, the representative of the company has the right to withdraw the Agreement immediately, without obligation to return the cost of the remaining period of the reservation.
2. Only the persons accommodated by Grand Apartments can remain in the apartment during the quiet hours.
3. The Client is obliged to respect the rules of the good neighbourhood and to keep the rented object in a proper condition. The Client is obliged to inform the Grand Apartments immediately about any events that can incur the risk of damage to the owner of the apartment and about any damages and defects found in the apartment and to inform about any damages done by the Client immediately after they occur. The equivalence of damages and of their reparation should be covered by the Client in the day of departure at the latest.
4. The Client takes full financial responsibility for any damages done by the Client inside the building in which the apartment is located, inside the apartment and on the apartment's equipment.
5. The Client is obliged to properly secure the apartment, to lock the entry doors and windows before leaving the apartment and to keep the keys to the apartment safe and beyond the access of third persons.
6. The Client can use the apartment only for dwelling purposes and can not rent the apartment further.

ADDITIONAL INFORMATIONS AND COMPLAINTS

1. The hotel day begins at 15:00 and ends at 11:00.
2. The Client agrees for processing his or hers personal data for fulfilling the Agreement and statistical purposes, as required by Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), in force from 25 May 2018. The personal data of the Client will not be transferred or shared to third persons.
3. Grand Apartments does not take any responsibility for the material or personal damages suffered by the Client or by third persons during fulfilment of the Agreement.
4. Grand Apartments does not take responsibility for belongings left by the Clients in the apartments.
5. Smoking in the apartment (including the balcony or terrace) is forbidden. Smoking within the facility in which the apartment is located is permitted only in specified places. For breaking the rule, especially for smoking in the apartment, the Client will be charged with a fine in amount of 300 PLN.
6. Grand Apartments does not take responsibility for the inconveniences that occurred during guest's visit that were caused by: building or finishing works that can take place in the building in which the apartment is located; cuts off of electricity, water, central heating and other utilities; immissions (including noise) from the neighbouring buildings.
7. Grand Apartments does not take responsibility for the material or personal damages suffered by the Client that were not caused by Grand Apartments' fault. The Client should own the proper insurance that covers the damages that could possibly happen during the stay in the apartment.
8. For any unjustified call for the employers of Grand Apartments to the apartment, the Client will be charged with a fee in amount of 100 PLN.
9. The Client is entitled to file complaints regarding the services rendered and to pursue resulting claims according to the legal regulations in force regarding this scope.
10. The condition for considering a complaint is submitting it to Grand Apartments in writing to the following address: Grunwaldzka 45A / U-01, 81-754 Sopot, with the note "complaint".
11. Complaints will be considered within 14 days from the submission date. The information regarding the consideration of a complaint will be sent to the Client to the specified e-mail address, regular address or via phone. In case of approving a complaint, the Client will receive monetary compensation in the amount proportional to the suffered damage.

FINAL PROVISIONS

1. Publishing the rules of this document elsewhere than on www.grandapartments.pl is forbidden.
2. The Client can record the rules of this document anytime, by saving it on the computer or by printing it.
3. In case of situations not described in this document, the rules of Polish law are applicable, especially the Act of 23 April 1964, The Civil Code (consolidated text: Journal of Laws, 2014.121).
4. If the court or any other competent authority would decide that any rule of this document is against the Polish law or the rules of social intercourse, the rules of Polish law, especially the Act of 23 April 1964 The Civil Code (consolidated text: Journal of Laws, 2014.121) are applicable in the place of that rule. Rules of this document that were not ruled as against the Polish law or the rules social intercourse, remain in force and are efficient.
5. Any disputes arising out of this document will be settled out of court. In case of no compromise between both sides, the competent authority to settle the dispute will be the court of jurisdiction over the Grand Apartment's head office.

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Privacy policy

General provisions

Reservation

Check-ins

Check-outs

Substitute apartments and cancelling the reservation

Animals

Prices and payments

Obligations of the clients

Additional informations and complaints

Final provisions