Regulations

GENERAL TERMS AND CONDITIONS FOR THE CONCLUSION AND PERFORMANCE OF CONTRACTS BY PAKOSZOW PALACE (HEREINAFTER REFERRED TO AS THE TERMS AND CONDITIONS)

§ 1 Subject matter of the Regulations

(1) These Regulations apply to all services that Pakoszow Palace - Bielarnia Hessa Ltd. (hereinafter referred to as Pakoszow Palace) and its subsidiaries, provides to the hotel's guests, event organizers and other business partners - (hereinafter referred to as Contracting Party). The services provided by the hotel primarily include the rental of hotel rooms and other premises for the organization of seminars, meetings, conferences, presentations, banquets, etc.; catering services, the organization of sports and cultural events; undertakings aimed at promoting health and the like, as well as all further, related to the above, services and deliveries on the part of Pakoszow Palace. Pakoszow Palace is authorized to provide its services by third parties.

(2) These Terms and Conditions apply to all types of contracts concluded with Pakoszow Palace, i.e. accommodation of guests, reception of organized groups, contingent contracts or organization of events. The Regulations also apply to all business contracts concluded with the Contracting Party in the future.

(3) Pakoszow Palace shall not be obligated to comply with the Contract Party's internal rules and regulations; the Contract Party's rules and regulations shall not apply, including if Pakoszow Palace does not expressly object to them. Therefore, if a Contract Party raises an objection citing its own internal regulations, such objection will be rejected. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl

§ 2 Conclusion of contract

1. The given contract is concluded by Pakoszow Palace's acceptance of the offer made orally or in writing by the Party. Pakoszow Palace has the right to choose the form of the contract to be concluded - whether it will be in writing, verbally, by e-mail or sent by fax.

(2) Subletting, further renting or free use of the entrusted rooms by third parties, as well as using them for purposes other than residential, is allowed only if the Client obtains Pakoszow Palace's written permission to do so.

§ 3 Use of hotel rooms, transfer of rooms, departure of guests

1. The provision of rooms may take place only for residential purposes.

2. the Contracting Party shall be liable for any damage caused by it or by third parties using Pakoszow Palace services through the Party.

3. the Contracting Party shall not claim any rights to use the specified rooms. In the event that hotel rooms are not available, Pakoszow Palace shall immediately inform the Contract Party and offer substitute service at a hotel of similar category located not too far away. If the contracting party rejects this proposal, Pakoszow Palace will immediately refund the advance payment made by the Party.

(4) The reserved rooms shall be at the disposal of the Contract Party from 3:00 p.m. on the day of arrival. If no further arrangements are made, after 6:00 p.m. Pakoszow Palace has the right to rent the reserved rooms to other customers, and the Contract Party may not make any claims on this account. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl

5. On the day of departure the rooms must be vacated no later than 11.00 a.m. After this time Pakoszow Palace may, due to losses incurred, bill for additional use of the room in the amount of the daily room rate, from 4.00 p.m. 100% of the full price of accommodation according to the price list. Late check-out from the hotel without additional costs is possible only with prior written consent from Pakoszow Palace.

§ 4 Organization of events

1. In order to allow Pakoszow Palace to carefully carry out preparations, the Contracting Party is to provide the final number of participants no later than three days before the start of the event. If the Party provides a higher number of participants than previously agreed upon, this higher number will be the subject of the contract only if the Palace agrees to it in writing. Without Pakoszow Palace's written consent, the Contract Party is not authorized to conduct an event with a higher number of participants. If, on the other hand, the Palace agrees, settlement shall be based on the new arrangements (with additional costs, if necessary). The Contracting Party shall not have the right to claim the above consent. Settlement is made according to the arrangements contained in the contract, regardless of notification of the number of participants. If the event is attended by a smaller number of participants, this will not be the basis for adjusting the price of the service. (2) If the start time of the event is postponed, Pakoszow Palace is entitled to charge the contracting party for any resulting costs. (3) The reserved premises are at the disposal of the Contract Party only during the time agreed upon in the written contract. Use beyond the agreed time shall require written permission from Pakoszow Palace and at an agreed additional cost. PAKOSOW PALACE SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 4. The Contracting Party is obliged to pay Pakoszow Palace for additional services for the benefit of event participants or third parties related to the event. (5) If the Contractual Party, in order to organize an event or any activity on the premises of Pakoszow Palace, will need official documents, related to the operation of the hotel or restaurant, it must arrange them at its own expense, unless other arrangements are agreed upon. The Contracting Party is obligated to comply with all relevant laws and regulations, as well as to pay all amounts due to third parties related to the organization of the event. 6 The Contracting Party is responsible for the behavior of its employees, event participants, as well as its own and all persons cooperating in the organization of the event. Pakoszow Palace may require the Contract Party to issue appropriate security documents (such as insurance, deposit, warranty). (7) In order to prevent any damage, the import and display of any decorative items and other materials must be agreed in advance with Pakoszow Palace. At the end of the event, all the aforementioned items must be taken away. If the Contract Party fails to comply with the above, Pakoszow Palace has the right to remove and store the left over possessions for a fee. All packaging, protective materials during transportation and the like, the Contracting Party must remove at its own expense. If the Contracting Party leaves the aforementioned materials after the event, Pakoszow Palace may remove them at the Contracting Party's expense. All items used in the event, such as decorative items, etc., must comply with the relevant housekeeping regulations. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 8. Any accessories brought to Pakoszow Palace are not insured by Pakoszow Palace. The conclusion of the required insurance is the responsibility of the Contracting Party. (9) Any disturbance or failure of the equipment offered by the Palace , shall be rectified as far as possible. In the event that such action is taken, the Contracting Party may not make any claim for damages. (10) If the Contracting Party intends to use its own electrical equipment, the consent of the hotel management to connect it to the electrical grid is required. (11) If Pakoszow Palace is to arrange for the Contract Party any technical accessories or other equipment from third parties, the Contract Party agrees to handle the same with care and to return them in an undamaged condition and within the agreed time limit; at the same time, the Contract Party shall indemnify Pakoszow Palace against any claims of third parties in connection with the supplied technical accessories. The Palace shall not be liable for failure to deliver on time or for any deficiencies in the delivered accessories. 12. the Contracting Party shall not deliver any food and beverages to the Palace premises. In special cases (e.g., national cuisine specialties), the Contracting Party may obtain written approval for such deliveries; the Palace shall then be entitled to charge the appropriate fees. (13) Press announcements, invitations to interviews or presentations to be held at the Palace shall require prior written approval from the Palace. If such an event occurs without the above approval, Pakoszow Palace has the right to cancel the event. PAKOSOW PALACE SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 14. Any kind of advertisement, information, invitation, in which there is a reference to Pakoszow Palace, especially the use of the hotel's name, requires prior written approval of the hotel. 15.With regard to resignation, cancellation or reduction of the order, the same regulations apply as in § 6. § 5 Provision of services, prices, payment, set-off and assignment 1.Prices of current services are regulated according to Pakoszow Palace price list valid at the time of service provision. All prices include statutory VAT . Included in the price are public law liabilities such as climate tax of the municipality of Piechowice, possibly climate fees, so-called tourist tax, etc. Increases in VAT are charged to the Contracting Party. If the period between the conclusion of the contract and the first performance of the contract exceeds 120 days, Pakoszow Palace has the right to increase prices by a maximum of 5%. If the period exceeds 365 days, prices may be increased by a maximum of 10%. In case of changes in the scope of the offered service, they may lead to a change in price. At the conclusion of the contract Pakoszow Palace has the right to demand an advance payment or deposit from the Contract Party in the amount of up to 100% of the total financial obligation of the Party. The amount of the advance payment and the payment term may be included in the contract. (2) The claim for payment on the part of the Palace shall take effect immediately upon receipt of the invoice by the payer. The invoice is considered to have been delivered to the payee no later than three days after sending, if earlier receipt cannot be proven. In case of payment arrears, the statutory provisions apply. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 3. The issuance of a collective invoice does not release from the obligation to pay individual invoices on time. Default in payment of even one individual invoice entitles Pakoszow Palace to withhold further services, and make the current service subject to a deposit of up to 100% of the unpaid amount. (4) A fee of 40 PLN will be charged for each reminder. Invoices must be paid promptly in cash or by credit card. Pakoszow Palace is entitled to refuse to accept foreign currency, checks or credit cards. (5) Vouchers from travel organizers will be honored only if a credit agreement has been concluded with the respective company; or if the corresponding payment has been made in advance. Failure to use the service shall not entitle the Contract Party to claim reimbursement. (6) The Contract Party may set off its receivables against Pakoszow Palace's receivables if its receivables are undisputed and legitimate. Claims and any other rights regarding settlements with Pakoszow Palace may be assigned to a third party only with the written consent of Pakoszow Palace. (7) If a Contract Party pays for Pakoszow Palace's products subject to prepayment obligations (e.g., advance payments or deposit guaranteeing reservations) by credit card without physically presenting it (e.g., by telephone, Internet, et al.), it shall not be entitled against Pakoszow Palace to cancel the executed charge with its credit institution. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl § 6 Cancellation, cancellation, deduction 1.Reservations of the Contracting Party are binding for both parties. If the terms of cancellation are not covered by the contract, or such contract has expired, and there is no statutory right of cancellation or termination, and Pakoszow Palace does not agree to cancel the contract, Pakoszow Palace retains the right to the agreed remuneration despite the non-use of the service. The Contracting Party is then obligated to pay for the following portions of the agreed amount for overnight stays with breakfast or packages and for organized events, such as weddings or conferences. a) 50% of the agreed total amount, if the cancellation or reduction in the value of the order was made in writing and occurred 89 to 60 days before the start of the anticipated service b) 70% of the agreed total amount, if the written cancellation or reduction in the value of the order occurred 59 to 20 days before the start of the anticipated service c) 90% of the agreed total amount, if the written cancellation or reduction of the order value occurred less than 19 days before the date of the anticipated service d) in the case of surcharges for reserved food (Halbpension), a lump sum of 50% of the surcharges e) in the case of weddings also before 89 days before the performance of the service 40% Pakoszow Palace shall have no claims - except for the organization of weddings - if it receives a written cancellation or reduction of the order value up to 90 days inclusive before the start of the service. (2) The Contracting Party shall have the right to prove that the aforementioned claim has not arisen or has arisen in a different amount than requested. (3) If Pakoszow Palace is able to sell the canceled service to third parties, the Contract Party's compensation shall be reduced by the amount these third parties will pay for the service, but up to a maximum of the total amount of compensation. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl § 7 Cancellation/termination of contract by Pakoszow Palace 1. Pakoszow Palace shall have the right to cancel or terminate the contract if a) a Party to the Contract fails to perform a given service b) performance of the contract is impossible due to force majeure, strike or other reasons beyond the control of the Pakoszow Palace c) the Contracting Party provides misleading or erroneous information regarding the necessary data d) the Contracting Party uses the name of the Palace for advertising purposes without prior written authorization being the subject of the contract e) the premises are subleased in whole or in part without the written consent of the Pakoszow Palace f) the Pakoszow Palace has a legitimate reason to believe that the use of hotel services may jeopardize the efficient operation or safety of the Palace, or endanger its good name. (2) Pakoszow Palace is obliged to notify the Contracting Party of the cancellation of the contract in writing, no later than 14 days after the cause arises. The Pakoszow Palace's cancellation of the contract does not entitle the Contract Party to make claims for damages or other compensation. Pakoszow Palace's right to compensation for the damage caused to it and the expenses incurred shall remain unaffected in the event of legitimate termination of the contract. § 8 Liability of Pakoszow Palace, paraphernalia delivered to the premises of the Palace, statute of limitations 1. Pakoszow Palace shall be liable towards statutory and contractual claims only in case of damage caused by intentional acts or gross negligence. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 2. Liability of Pakoszow Palace for resulting damages or indirect damages is excluded. (3) Exclusion and limitation of liability shall also apply to all companies obligated by Pakoszow Palace to fulfill their obligations under the concluded contracts, all subcontractors and auxiliary companies. It does not apply when Pakoszow Palace guarantees the condition and quality of the services provided and the case involves intentional acts in bad faith. (4) The Contracting Party is obliged to indicate immediately, at the latest upon departure, visible deficiencies and defects in the hotel premises. 5. items left by the Contract Party/guests staying at the hotel will be sent by mail only at the request, risk and expense of the Party. Pakoszow Palace agrees to store these items for 3 months for an appropriate fee. These items, provided they represent apparent value, will then be forwarded to the local lost property office. (6) Any claims of the Contract Party against Pakoszow Palace under the contract shall be barred after a period of two years, counting from the end of the year in which the claim arose, and the Contract Party must have acquired knowledge of the circumstances justifying the claim. § 9 Additional provisions for contracts concerning organized groups 1. If there is an obligation on the part of Pakoszow Palace to provide, in addition to the provision of accommodation and meals, the organization of a leisure time program, a contract for a lump-sum tourist product must be concluded in such a case. Pakoszow Palace SCHLOSS WERNERSDORF 3 Zamkowa St. I 58-573 Piechowice I t. +48 75 649 70 75 I f. +48 75 649 70 74 info@palac-pakoszow.pl I www.palac-pakoszow.pl 2. The Contracting Party may not make claims due to changes or reductions of individual services within the contract for a lump-sum tourist product, which may arise after the signing of the contract. (3) Pakoszow Palace shall not be liable for damages that the Contract Party will suffer from third parties if the Party uses special services of third parties. The Party will be directed to the organizer in question to file a complaint. § 10 Place of performance and payment, jurisdiction of court, additional arrangements. (1) The place of performance and payment for both Parties shall be Piechowice. (2) The provisions of Polish law shall apply. (3) With the exception of exceptions for private direct consumers, the court in Jelenia Góra is the exclusive jurisdiction for all potential claims arising under the contract.

RULES OF STAY WITH PET

§ 1

PETS

1. The presence of pets (hereinafter also referred to as “pets”) is allowed on the premises of the Hotel after meeting the rules established by the Hotel in these regulations.

2. Pets accepted by the Hotel are: dogs, cats.

3. The Hotel may refuse to accept dogs of breeds listed in the Ordinance of the Minister of the Interior and Administration on the list of dog breeds considered aggressive, reptiles, amphibians, arthropods and rodents, as well as other animals considered aggressive by the Directorate of the Hotel.

§ 2

RULES OF ADMISSION OF PETS IN THE HOTEL

1. The condition for admission of a pet to the Hotel is to notify the arrival with the pet during the reservation with the breed/species and confirmation of such reservation by the Hotel.

2. The stay of a pet at the Hotel is subject to an additional fee. The fee is PLN 90 for each started hotel day.

3. In the absence of prior notification to the reception referred to in §2 paragraph 1, the Hotel may refuse to accept the animal.

4. The Guest deciding to stay at the Hotel with a pet accepts the terms of these rules.

5. The Hotel accepts Guests only with healthy pets, having a health book, if such is provided for the animal with confirmation of current vaccinations and deworming. The owner of the pet is required to have an up-to-date health booklet during the stay and show it at the request of the staff.

6. The hotel has the right to refuse to accept sick pets or pets that do not have the required documents confirming the validity of vaccinations, and aggressive animals.

7. The pet owner declares that pets are healthy and do not pose a threat to other people and animals.

§3

OWNER'S RESPONSIBILITIES

1. The owner of the animal is responsible for its behavior in the Hotel and not to interfere with the stay of other Guests, especially during quiet hours.

2. The owner of the animal is required to exercise constant supervision over it.

3. Dogs must be led on a leash on the premises of the Hotel. Other domestic animals must be carried in dedicated carriers. In special cases, the Hotel reserves the right to impose a muzzle order.

4. Owners of dogs are required to walk them regularly for physiological purposes and to clean up the waste after the walk. Owners of other animals must have a litter box.

5. The owner is obliged to clean up any waste after his pet.

6. The obligation to clean up the waste after a guide dog does not apply to blind and/or wheelchair users.

7. the owner of the animal is obliged to provide the pet with constant access to clean, fresh water, food and necessary items such as a pen, cage, bowls, drinkers, etc.

§4

CLEANING OF ROOMS BY STAFF DURING STAY WITH PET

1. The owner of the animal every day is required to establish at the reception the time of performance of the cleaning service in the hotel room by the hotel staff.

2.3. If the animal is accustomed to being left alone in the house without the Owner, each time leaving the room should be placed on the door tag indicating the presence of the pet in the room.

4. If the room is contaminated by animals, cleaning is treated as a non-standard service and involves an additional fee of 500 PLN.

§5

OTHER HOTEL SERVICES

1. It is strictly forbidden to bring pets into the spa and wellness area, conference rooms, library, Baroque Room, Tile Room and outdoor children's playground.

2. It is allowed to bring pets into the breakfast room and à la carte restaurant.

3. In the breakfast room and à la carte restaurant, it is forbidden to seat pets on chairs and sofas, as well as to use hotel tableware and china to feed them. Feeding pets is allowed only with bowls brought by the owners or provided by the staff.

§6

RESPONSIBILITY OF THE PET OWNER

1. The owner of the pet is required to read and sign these rules and regulations and strictly adhere to them.

2. The owner of the pet is financially responsible for all damage caused by him, both to the property of the Hotel and the hotel guests.

3. Damage caused by the animal in the Hotel will be individually assessed by the Hotel, and their costs will be charged to the owner.

4. In the case of repeated complaints from other Guests about the stay of the pet in the Hotel and failure to comply with the rules of stay with the pet, the Hotel reserves the right to immediately terminate the stay of the Guest with the pet charging the full fee for the stay.

W opracowaniu

Standards for the Protection of Minors

Considering the legal obligation arising from the Act of May 13, 2016 on counteracting threats of sexual crimes and protecting minors, as well as the guidelines of the United Nations on business and human rights, and recognizing the important role of business in ensuring the respect of children’s rights, Pałac Pakoszów adopts the following Standards for the Protection of Minors.
This document sets out rules and procedures to be followed in the event of suspected harm to a child staying at Pałac Pakoszów, and to prevent such threats, taking into account the specific needs of children with disabilities and children with special educational needs.

General Principles

• Pałac Pakoszów conducts its operations with full respect for the rights of children, recognizing them as especially vulnerable to harm.
• Pałac Pakoszów acknowledges its role in running a socially responsible business and promoting positive social attitudes.
• The hotel emphas the legal and social obligation to report any suspicion of crimes against children to law enforcement authorities and undertakes to train its personnel accordingly.

General Rules

1. Pałac Pakoszów undertakes to educate its employees about signs that may indicate a child in the facility is being harmed, and about how to respond quickly and appropriately. Training may take the form of internal or external workshops, e-learning, educational materials developed by the hotel or other organizations.
2. Each employee, prior to starting work, must be informed about the Standards for the Protection of Minors and confirm their commitment in writing.
3. Employees working directly with children must undergo regular training, documented by the employer.
4. Pałac Pakoszów appoints a Coordinator for the Protection of Minors.

Safe Employee–Child Interaction Rules

These rules apply to all employees and any other adults interacting with children on hotel premises with the facility’s consent.

• Employees must always treat children with respect, dignity, and empathy.
• No form of violence against children is allowed.

Expected Behaviors

• Communicate with children patiently and respectfully.
• Listen carefully and answer in ways appropriate to their age and understanding. Lower yourself to the child’s eye level.
• Reassure children they can speak up if they feel uncomfortable and that they will be supported.
• Inform children where they can find a simplified version of the Protection Standards at Pałac Pakoszów, and let them know they can ask you or another person for help.
• Treat all children equally, regardless of gender, sexual orientation, ability/disability, socioeconomic status, ethnicity, culture, religion, or beliefs.
• Ensure the space is safe—check for hazards like unsecured windows, staircases, water access, or proximity to roads.
• If you see an unattended child in a potentially dangerous situation, take action to find their parent or guardian.

Unacceptable Practices

• Do not yell at, shame, humiliate, disregard, or insult a child.
• Do not hit, push, shove, or otherwise physically violate a child unless there is immediate danger.
• Do not pursue romantic or sexual relationships with children or make inappropriate comments, gestures, jokes, or expose them to erotic or pornographic content.
• Do not record or photograph children for any purpose without the consent of both the child and their guardian. Exceptions apply to public settings where the child appears incidentally.
• Do not contact a child through private communication channels (phone, email, social media) or meet them outside of work.
• Do not offer alcohol, tobacco, or illegal substances to a child.
• Do not touch a child against their will or in any way that may seem inappropriate.
• If you witness any of these violations, report them immediately to your supervisor.

Procedures in Case of Suspected Harm

1. A reasonable suspicion of harm exists when:
   a. a child discloses abuse,
   b. a staff member witnesses abuse,
   c. visible injuries or concerning behavior are observed.

2. The employee must immediately inform their supervisor, who notifies the police. If the child is in immediate danger, the employee must call 112 and notify the Coordinator.
3. Prevent the child or suspected perpetrator from leaving the premises if possible.
4. Citizen’s arrest is permitted under the Code of Criminal Procedure, provided it can be done safely.
5. The child should remain in the care of an employee until police arrive.
6. In suspected sexual abuse cases involving biological material (e.g., semen, saliva), the child should not wash, eat, or drink until evidence is secured. Explain why.
7. Once the police take over, secure all relevant evidence (e.g., surveillance footage, documents) and provide it to the Coordinator.
8. The Coordinator logs the incident in the official event record.
9. If the child’s life or health is at risk, immediately call 112 and inform management and the Coordinator.
10. If the abuse is by a staff member, the Coordinator investigates and recommends disciplinary action.
11. If a third-party employee (e.g., from an outsourcing company) is involved, deny them entry and consider terminating the contract.
12. If a child under 7 is left alone, inform a supervisor. The supervisor must locate a guardian or notify police if necessary. The child’s safety is paramount.

Reception Desk Procedures

1. Verifying a child’s identity and relationship with the accompanying adult is key to protecting minors.
2. Reception staff must take steps to confirm the child’s identity and the adult’s right to care for them.

3. They may:
   a. Ask for an ID or documentation proving the adult’s guardianship (e.g., school ID, medical app, court ruling).
   b. Ask both adult and child about their relationship.
   c. If the adult is not a parent/legal guardian, they should show a notarized or signed parental consent form. Otherwise, they must complete a hotel-provided declaration form.

4. If the adult refuses, explain the procedure’s purpose is child safety and is required by law.
5. If suspicion remains, discreetly alert a supervisor and security (e.g., by stepping away to the back office).
6. From the moment suspicion arises, keep the child and adult in sight if possible.
7. The supervisor takes over and continues the conversation.
8. If abuse is suspected, police must be informed, and full procedures apply.
9. If staff from other departments (e.g., cleaning, restaurant, wellness) witness unusual behavior, they must inform a supervisor.
10. The supervisor determines whether further explanation suffices or police intervention is needed.