Regulamin

REGULATIONS FOR BOOKING, STAYING AND PROTECTION OF PERSONAL DATA AT SAN Sp. z o.o. IN KOŁOBRZEG 

All types of stays on the premises of SAN Medical Spa are subject to these regulations, which consist of partial regulations as follows: 

  I. Rules for booking a stay 

 II. Rules for using the services of the Treatment Base 

III. Hotel Facility Regulations 

IV. Privacy policy - protection of personal data 

V. Protection of minors 

  

I.  Rules for booking a stay 

1.  A booking is considered made when a 30% deposit for the stay has been paid into the account of San Sp. z o.o. by the set deadline specified in the booking confirmation. 

2. Failure to pay the advance payment within the specified period automatically cancels the booking. 

3. In case of cancellation of the stay, the booking party is entitled to a refund of the advance payment: 

• in case of cancellation of the booking up to 30 days before the start date of the stay, the entire advance payment is returned, 

• in case of cancellation less than 30 days to the start of the stay, the advance payment is not refundable, 

• the deposit will be refunded in case of proving a hospitalisation (certificate of hospitalisation) within 30 to 1 day before the stay or in case of presenting a doctor's certificate sent 7 days before the stay, excluding the stay at San Medical Spa. 

4. Making reservations is possible under the above rules for up to 13 months before the planned stay with a guarantee of the price on the day of booking. 

 

For dates of stay more than 13 months from the date of booking, the reservation will be accepted as preliminary without acceptance of advance payment. 12 months prior to the stay, a final quote will be presented to the client with the price to be accepted and with a request for an advance payment. 

5. San Medical Spa reserves the right to cancel the reservation for technical reasons up to the day of arrival. In such a case, it will refund the deposit and the cost of the 2-way trip as long as the cancellation occurred on the day of arrival and the guest could not be accommodated in another facility under the same conditions. 

6. In the case described in para. 5 San Medical Spa will make every effort to find substitute accommodation in another facility in consultation with the Guest. 

7. Failure to use the entire stay in accordance with the reservation as a result of early departure from San Medical Spa (regardless of the reason) shall charge the Guest 100% of the value of the ordered service according to the originally booked and confirmed date and period and the price and type of stay. 

8.  Non-use of the entire stay by the Guest as a result of later arrival than indicated in the reservation does not result in a reduction in the price of the ordered service. 

9. Failure of the Guest to arrive at San Medical Spa by 10.30 am on the following day (arrival on the second day) is tantamount to cancellation of the stay if the Guest has not previously notified the reception of the fact of late arrival. In this case, the advance payment made at the time of booking is not refunded. 

10. Payment of the remainder of the fee for the stay shall be made by Guests directly at the San Medical Spa accommodation on the day of arrival. 

11. On the day of arrival, prior to check-in, you must fill out a registration card showing your ID card to the receptionist. 

12. Adults checking in with minors are required to show their documents proving kinship or custody, or in the absence of such documents, sign a relevant statement stating the type of relationship between the adult and the minor. 

 

II. Rules for using the services of the Treatment Base   

1. San Spółka z ograniczoną odpowiedzialnością with its registered office in Kołobrzeg (hereinafter: San Medical Spa) offers services in the field of health and rehabilitation services as well as beauty and spa services. 

2. The Treatment Base offers services: 

 • to adults accommodated (hereinafter: Guests), 

 • to adults who are not San Medical Spa Guests using accommodation (hereinafter: Clients), 

• to minors only therapeutic treatments in the presence of a legal guardian and a physiotherapist. 

3. Procedures for the benefit of Guests or Clients may be performed after a medical consultation allowing the performance of a given procedure for the benefit of a Guest or Client, as well as without a medical consultation, but then after a prior declaration by a Guest or Client that he/she is using the procedure /service at his/her own risk. 

Clients wishing to use the services of the Treatment Base should report in person to the SPA Reception to arrange treatment dates, or to the nurses’ station to arrange a medical appointment. Payment for treatments is collected on site in advance at the Spa Reception. Priority in scheduling is given to Guests. 

The person scheduling the treatment is obliged to refuse to sell the treatment/service if:                                                                        

• the Guest's or Client's medical records contain clear contraindications to the treatment in question, or the external assessment of the health or well-being, of the Guest or Client, justifies the assumption that the performance of the treatment may cause damage to health. 

The person performing the treatment has the right and duty to refuse to provide the service/ treatment in the event that: 

• the external assessment of the Guest's or Client's state of health or well-being, made by the person performing the treatment immediately prior to the treatment, will justify the assumption that the performance of the treatment may cause damage to health or a threat to health or life.  In such a case, the money for the service not performed but paid additionally (outside the package) shall be reimbursed.   

The person performing the treatment is obliged to immediately notify the Manager of the Treatment Base and the San Medical Spa doctor via the nurse on duty of the refusal to perform the treatment. 

4. Guests and Clients may use treatments of the Treatment Base also outside the stipulated or booked package, against separate payment according to the current price list. In the case referred to in the first sentence, the provisions of point 3 above shall apply accordingly. 

5. Only pre-paid treatments are entered in the treatment card. It is not possible to order treatments during the stay without paying in advance. Procedures ordered in accordance with point 9 below must be paid for with the issue of the treatment card before the first treatment. 

Cancellation of paid treatments and refunds are possible until the day before the treatment by 3 p.m. 

6. Rules and regulations for the use of the sauna are displayed in the sauna. Every visitor is obliged to familiarise himself/herself with them. The sauna is co-educational and it is recommended to use it naked. The limit of persons in one session is 6 persons, therefore entry to the sauna is only possible after it has been scheduled, even if it is free of charge. Alcohol consumption is prohibited in the sauna. 

Minors are only allowed in the sauna with their legal guardians for private sessions without strangers. 

7.  The rules and regulations for the use of the swimming pool are posted in the swimming pool at the entrance. It is the responsibility of each user to familiarise themselves with them. 

Minors may only use the pool with an accompanying guardian adult. The guardian must report their presence to the lifeguard. Minors accompanied by an adult who is less than 1.55 cm tall and who cannot swim (as determined by the lifeguard) must wear buoyancy sleeves or a life jacket under pain of being prohibited from entering the water. 

8. The participant of the Healthy Spine Academy acknowledges that the programme of activities may be reduced during the initial consultation due to health reasons and that this does not result in a change in the package price. 

9. There is a possibility to order treatments by e-mail to planowanie@san.pl by Guests prior to their arrival at San Medical Spa. In such a procedure, the Guest must sign a declaration before starting the treatments or, if he/she wishes to consult his/her choice with a doctor, he/she must order a paid medical consultation together with ordering the treatments. Such a Guest is not entitled to a free medical consultation. 

10. The fitness room is governed by rules and regulations and you should familiarise yourself with these rules and regulations before you start exercising. 

Minors are not allowed in the fitness room without the supervision of an adult guardian. 

 

III. Hotel Facility Regulations 

1. Lights-out is in force from 10:00 p.m. to 06:00 a.m. 

2. Visitors to our guests should leave the rooms before 10:00 pm. 

3. You should not move equipment in the rooms without notifying the chambermaids or the reception. 

4. Electric heaters and radiators are not allowed in the room - for fire safety reasons. 

5. The hotel day lasts from 4:00 p.m. to 10:00 a.m. on the following day or at the time individually agreed in your reservation. If the Guest does not leave the room by 10:00 a.m. without consulting the reception, San Medical Spa reserves the right to remove the Guest's belongings from the room and charge the amount of PLN 300.00. 

6. Smoking is prohibited in the facility. In case of violation of the smoking ban in the room, a fine of PLN 500.00 will be imposed. 

7. San Medical Spa is not responsible for damage or loss of a car or other vehicle belonging to a Guest left in a public car park in front of the facility or on the premises. The San car park is payable but not guarded. 

8. It is not permitted to park in the driveway in front of the main entrance longer than for the purpose of unpacking luggage. 

9. The guest is materially responsible for damage, destruction or shortages of room equipment. Such losses will be described in a protocol even without the presence of the guest and a debit note will be issued. 

10. A fee of PLN 50.00 will be charged for the loss of a key. 

11. Valuables should be deposited in the safe at the reception. San Medical Spa is not responsible for valuables left in the room. 

12. It is forbidden to take blankets from the rooms to the beach. 

13. It is forbidden to take food, crockery or cutlery from the dining room to the rooms. If food is taken out of the dining room, the guest will be charged for the extra meal according to the price list. Individual cases should be reported to a senior waiter. 

14. Pets are not allowed in the facility. 

15. Bathrobes or swimwear are not allowed in the dining room. 

16. San Medical Spa is not responsible for items left in the luggage storage room. The storage room is monitored. 

 

 IV. Privacy policy - protection of personal data 

1. The administrator of the Guest's personal data is San sp. z o.o. ul. Kasprowicza 17, 78-100 Kołobrzeg, hereinafter referred to as “San”. 

2. The Guest's personal data is processed on the basis of the agreement between the Guest and San for the provision of services in accordance with the booking. The purpose of the processing of personal data is to provide the ordered services and to fulfil tax obligations, related to the storage of medical records as well as San's legitimate interest. San receives personal data of Guests from Guests. The receptionist verifies the data with proof of identity. 

3. In addition, the Guest's personal data is processed by video surveillance used at San. The purpose of the use of video surveillance is to protect the Guest and other persons staying at San. The storage period for the monitoring data is 14 days. The rules of access to the monitoring data are specified in the instruction SEKR-P7-IN2-01 Rodo Monitoring, available upon request of the Guest. 

4. San shall store the obtained personal data indefinitely. Upon the guest's request, San will delete the guest's data provided in the registration card as voluntary without delay (telephone number and e-mail address) and the mandatory data after the expiration of the time limits described in point 5. Similarly, upon any request, we will delete from our list the e-mail address obtained from the person signing up for the newsletter through our website www.san.pl. 

5. The legal basis for processing other personal data such as first name, last name and address is the legitimate interest of San (Article 6(1)(f) of the GDPR) related to the statute of limitations for claims for hotel service, which is 2 years. The provision of personal data for a stay not exceeding 1 day is a contractual requirement for the conclusion of the contract. A guest staying at San for more than 2 nights is subject to the provisions of the climate fee, under which San stores his/her data for 6 years. The same is true for the issuance of an invoice. We submit data on the country of permanent residence anonymized to the CSO.  We keep medical data based on medical records regulations for 20 years. 

6. San has assessed the level of security of guests' personal data and ensures that the technical and IT solutions put in place fully secure the data. 

7. San informs that each Guest has the right to access, correct and update their personal data. Each Guest also has the right to data portability, to object to processing and to delete personal data if there are legal grounds for doing so, or to request restriction of processing. To do so, send a request to sekretariat@san.pl or by regular mail to San's registered address. 

8. San informs you that the Guest's personal data is transferred to the following categories of recipients processing such data on our behalf and only within the European Economic Area: 

a. accounting firms cooperating with San without the right of onward transfer, 

b. law firms cooperating with San in case San makes a claim against a Guest, without the right of onward transfer, 

c. insurance companies cooperating with San in case the guest makes a claim against San, 

d. IT companies and companies providing support and management of San's IT infrastructure for the purpose of archiving data without the right of onward transfer, 

e. courier and postal companies for the purpose of sending the booking confirmation by regular mail. 

9. San informs you of the right to lodge a complaint with the supervisory authority overseeing the processing of personal data. 

10. In the case of booking accommodation in San through a travel agency or booking portal, the personal data of the guest in the form of first name, last name and address San received from the agency or portal on the day of booking. 

11. Email addresses and other data obtained during the booking process are processed only for the purpose of the booking process. 

12. If you pay through a bank or payment institution, we will come into possession of information from which account and institution you made the payment. We will process this data in order to verify the correctness of the payment and, if necessary, make refunds. 

13. San does not profile visitors' data or pass them on to anyone except as described in point 8. San prepares anonymized statements, analyses and statistics for its own purposes and for the CSO. 

14. By continuing to browse the pages of www.san.pl you agree to the use of cookies. By changing the settings of your web browser, you can either consent to their storage or block them. Remember that you have the ability to manage “cookies” yourself. Web browsers make it possible. 

 

V. PROTECTION OF MINORS 

At San Medical Spa, the Standard for the Protection of Minors procedure has been introduced. 

The purpose of the procedure is: 

• Ensuring safety and respect for the rights of minors. 

• Creating an atmosphere of trust and openness. 

• Preventing abuse of minors. 

• Guiding the minor's welfare in the actions taken. 

• Early recognising and responding to situations of danger. 

• Equal access to services for all minors. 

• Involving the minor in the decision-making process in a manner appropriate to his/her age and maturity. 

• Providing assistance to minors who have experienced abuse. 

The provisions of the procedure are in accordance with the applicable laws and principles of coexistence. 

The most relevant rules concern: 

• operation of the treatment base: minors are provided only therapeutic procedures in the presence of a legal guardian and physiotherapist, 

• use of the swimming pool: minors may use the pool only with an accompanying adult-guardian. The guardian must report his/her presence to the lifeguard, 

• use of the sauna: minors may be in the sauna only with their legal guardians for private sessions without strangers, 

• use of the fitness room: minors are not allowed in the fitness room without adult guardians. 

In this document you will find: 

• Definitions of key terms, 

• Information about the persons responsible for the protection of minors at the San sp. z o.o. entity, 

• Rules of conduct in case of suspected abuse of a minor, 

• Final provisions. 

The procedure applies to all employees of the San sp. z o.o. entity, as well as to third parties who are on its premises or in connection with its activities. We encourage you to familiarise yourself with the contents of the procedure and comply with its provisions. If you have any questions or concerns, please contact the coordinator for the protection of minors designated at the entity: Mateusz Kubisz tel. 790 565 217. Together we can ensure the safety and security of all minors who are on the premises of the San sp. z o.o. entity. 

The full text of the procedure can be found here: : Standardy ochrony małoletnich - San sp. z o.o..docx (Standards for the protection of minors - San sp. z o.o..docx)