TERMS AND CONDITIONS OF THE HAPPY SEASIDE LOYALTY PROGRAM

Effective from July 1, 2024

I. Program Description

The HAPPY SEASIDE loyalty program is managed by Hotel Management Services Sp. z o.o. with its registered office in Warsaw, ul. Postępu 15, 02-676 Warsaw, entered in the register of entrepreneurs kept by the District Court for the capital city of Warsaw in Warsaw, 12th Commercial Division of the National Court Register under number KRS 0000689566, NIP 5252718550, REGON 367975830, with a share capital of PLN 500,000 ("Organizer"). The program aims to provide its Participants access to the benefits described below during their stays at the Seaside Park Hotel Kołobrzeg participating in the Program. The Program is subject to these Terms and Conditions ("HAPPY SEASIDE Loyalty Program Terms and Conditions"). The Terms and Conditions are available on the website https://seaside.happyguest.pl/ ("Program Website"). The Organizer reserves the right to modify them at any time. Modified Terms and Conditions will come into force on the date of their publication on the Program Website and will be considered accepted without reservations by each Participant who browses the Program Website after their publication. The binding conditions are the Terms and Conditions in force on the date of navigation on the Program Website.

II. Definitions

• Organizer – the organizer of the program is Hotel Management Services Sp. z o.o., with its registered office in Warsaw, ul. Konstruktorska 11, 02-673 Warsaw, entered in the register of entrepreneurs kept by the District Court for the capital city of Warsaw in Warsaw, 12th Commercial Division of the National Court Register under number KRS 0000689566, NIP 5252718550, REGON 367975830, with a share capital of PLN 500,000.


• Program – the HAPPY SEASIDE loyalty program.


• Participant – a participant of the HAPPY SEASIDE program who has joined the Program under the conditions described in these terms and conditions.


• Points Account – a customer account in the HAPPY SEASIDE IT system where the guest collects points as part of the Program.


• Hotel – Seaside Park Hotel Kołobrzeg where Program participants can avail services for which points are awarded and redeem rewards based on the number of points collected.


• Reward or Benefit – any benefit understood as a service or item that a participant can receive due to participating in the program.


• Points Balance – the number of points collected by the participant as part of the Program.


• Program Website – the program's online service available at https://seaside.happyguest.pl/


• Welcome Points – the number of points a participant receives upon joining the Program.


• Voucher – a document in electronic or printed form with a unique serial number entitling the holder to use the services offered by the Organizer, i.e., hotel or restaurant services within a specified maximum period indicated in the Voucher, in accordance with these Terms and Conditions.


• Individual User Number – a number identifying the Program participant, assigned to the participant after registering for the Program.


• GDPR – 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).


• Personal Data – any information relating to an identified or identifiable natural person. Information that, when combined, can lead to identifying the identity of a person also constitutes personal data.


• Privacy Policy – the appropriate document to fulfill information obligations arising from the Personal Data Protection Act, the Telecommunications Law, and the GDPR regulation.

III. Conditions for Joining the Program

1. Only an adult natural person with full legal capacity can become a Program Participant.


2. The condition for joining the Program is online registration on the Program website or registration at the Hotel confirmed by activating the link received at the Participant's email address.


3. If the data provided to join the program changes, the participant is obliged to inform the Organizer about these changes within 14 days from the date of such change. In the absence of notification, the Organizer will perform all activities based on these terms and conditions, considering the possessed data, which in case of doubt will be considered effective.


4. The Organizer is not responsible for the fact that the Participant provided false, incomplete, or another person's data.


5. The Individual User Number and other Participant identifiers are strictly personal and confidential. Their storage and use are the sole responsibility of the Participant. The Organizer assumes no liability towards the Participant for any losses incurred as a result of illegal, fraudulent, or improper use of his Identifiers.


6. By joining the Program, the Participant agrees to the provisions of these terms and conditions.

IV. Program Operation Rules

1. The Program Participant receives a discount on accommodation services at the following rates: BEGINNER SURFER - 3%, WAVE DISCOVERER – 5%, BALTIC MASTER - 7%, SEA KING – 10% from the published prices for accommodation services realized at the Hotel and collects points for realized accommodation and restaurant services at the Hotel.


2. 
   

   Discounts apply to:
   
   a. reservations made directly by phone (+48 94 333 40 50) or by email at reservation@seasidepark.pl
   
   b. reservations made on-site at the Hotel

   
   


3. 
   

   The points referred to in section 1 apply to:
   
   a. reservations made through the Hotel’s own website
   
   b. reservations made directly with the Hotel by phone or email
   
   c. reservations made on-site at the Hotel

   
   


4. The discount and points can only be applied based on the Participant's report of participation in the Program before the service begins, by presenting the Individual User Number.


5. Upon the Participant's report of participation in the Program, subject to the provisions of points 2 and 3 above, the Hotel is obliged to credit the Program Participant with points for the realized accommodation and restaurant services.


6. Points are credited within 7 days after checking out from the Hotel, considering the conditions specified in point 7 below.


7. Collecting points to the Participant's Account in the Program is only possible through the allocation of points for utilized services at the Hotel for a specific individual paid stay by that Participant. To receive additional points for other hotel services purchased on-site, you must open an account at the room after pre-authorization of a credit/debit card at the main reception.


8. Collecting points begins after registering on the Program's website and activating the participant's individual account in the Program.


9. Checking the number of collected points is possible by logging in to the Program's website using a login and password.


10. It is not possible to transfer the Points Balance from one Participant to another.

V. Collecting Points in the Program

1. Under the conditions specified in the terms and conditions, the Program Participant can collect points, take advantage of special price offers addressed to him within the Program, and enjoy benefits upon reaching specific point levels.


2. By joining the program, the Participant receives a one-time voucher for a welcome drink OR HOT BEVERAGE and a 3% discount on accommodation service.


3. To receive additional points for other hotel services purchased on-site, you must open an account at the room after pre-authorization of a credit/debit card at the main reception. The open account allows the purchase of all additional hotel services in a cashless form to the room number after signing the information bill. All ordered services during the stay must be settled at the main reception no later than before the day of departure. Accounts paid directly at the points of purchase do not qualify for point accrual.


4. On the Participant's birthday, he additionally receives 100 points as a gift.


5. The Participant collects points at four levels: a. For hotel services – 1 (one) point for every 1 PLN gross (one PLN) spent.


6. Accommodation points can be credited for a maximum of two rooms during one stay for which the Participant pays, provided that the Participant uses accommodation under the same reservation.


7. Points are credited and assigned to the Participant's Account only if the full amount due is paid.


8. Points are credited from the gross value of the service, excluding local fees and tips.


9. Points awarded in the Program cannot be exchanged for cash.


10. If the Program ends, points collected by the Participant and the resulting benefits can be used in the form of vouchers within 6 months from the end of the program. If the number of points on the Participant's Points Account is too small to exchange points for rewards, the points will be canceled.


11. Points are valid for 24 months from the last transaction. The validity period of Points collected by the Program Participant is extended by 24 months each time the Participant uses accommodation or additional services under the Program's conditions.

If the Program Participant does not use accommodation or restaurant services at the Hotel for 24 months, all Points collected on his account, regardless of how they were obtained, will be deducted without notice and without the possibility of recovery or transfer.

VI. Privileges

Exchange collected points for a cash voucher:

• for use on accommodation or other services at Seaside Park Hotel****.

200 PLN = 6,700 points 400 PLN = 13,400 points 600 PLN = 20,000 points 800 PLN = 26,700 points 1000 PLN = 33,400 points

Or collect points and use them in the restaurant or wellness area.

VII. Termination of Participation in the Program

1. The Participant may resign from participating in the Program at any time by sending a written statement to the Organizer's address: Hotel Management Services Sp. z o.o., ul. Postępu 15, 02-676 Warsaw, or by email to the address: marketing@hmservices.pl


2. The Participant may also resign from participating in the Program via the Program's website in the "My Account" tab by clicking on "Delete Account."


3. Resignation from participation in the Program will result in the deletion of the Participant's Points Account and the cancellation of unused points and benefits.


4. If the Participant breaches the provisions of these terms and conditions, the Organizer has the right to terminate the Participant's participation in the Program and delete his Points Account.


5. If the Participant does not use accommodation or restaurant services at the Hotel for 24 months, his Points Account will be deleted without notice.

VIII. Processing of Personal Data

1. The personal data controller of the Program Participants is the Organizer.


2. The Organizer processes the following personal data of Participants: first name, last name, email address, phone number, date of birth, and gender.


3. The personal data of Program Participants is processed to: a. Implement the Program's terms and conditions. b. Verify the Participant's identity. c. Conduct marketing activities. d. Process complaints and claims.


4. Providing personal data by Participants is voluntary but necessary for the implementation of the Program's terms and conditions.


5. Participants' personal data will be stored for the duration of the Program and for a period of 3 years after its end to process potential complaints or claims.


6. The Organizer ensures the protection of personal data following the provisions of the GDPR.

X. Final Provisions

1. The Organizer reserves the right to amend these terms and conditions.


2. Any changes to the terms and conditions will be published on the Program's website and will come into force on the date of their publication.


3. The Organizer has the right to terminate the Program at any time without providing reasons. Information about the termination of the Program will be published on the Program's website.


4. In matters not covered by these terms and conditions, the provisions of the Polish Civil Code apply.


5. Participants' personal data will be stored for the duration of the Program and for a period of 3 years after its end to process potential complaints or claims.


6. The Organizer ensures the protection of personal data following the provisions of the GDPR.

IX. Final Provisions

1. The Organizer reserves the right to amend these terms and conditions.


2. Any changes to the terms and conditions will be published on the Program's website and will come into force on the date of their publication.


3. The Organizer has the right to terminate the Program at any time without providing reasons. Information about the termination of the Program will be published on the Program's website.


4. In matters not covered by these terms and conditions, the provisions of the Polish Civil Code apply.

Privacy Policy and Cookie Usage

This Privacy Policy sets out the rules for the processing and protection of personal data provided by users in connection with their use of the services offered by the Seaside Park Hotel website (hereinafter referred to as the Service).

The administrator of personal data contained in the Service is Hotel Management Services Sp. z o.o., Warsaw 02-676, ul. Postępu 15, registered in the register of entrepreneurs under the number NIP: 5252718550 (hereinafter referred to as ADO).

In the interest of the security of the entrusted personal data, ADO operates based on internal procedures and recommendations in accordance with the relevant legal acts on personal data protection, in particular with the 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).

ADO pays particular attention to the protection of the interests of data subjects, ensuring that personal data are:

• processed lawfully,


• collected for specified, lawful purposes and not further processed in a manner incompatible with those purposes,


• factually correct and adequate in relation to the purposes for which they are processed,


• stored in a form that permits identification of data subjects for no longer than is necessary to achieve the purpose of processing.

ADO performs the functions of obtaining information about users and their behavior through the voluntary entry of information in forms for the purpose of:

• responding to user inquiries made using the contact form under Article 6(1)(f) of the GDPR,


• accepting reservations using the online reservation system under Article 6(1)(b) of the GDPR,


• providing services by ADO under Article 6(1)(b) of the GDPR,


• marketing, including sending commercial information to the email address if the client has given consent by checking the appropriate box in the reservation process under Article 6(1)(a) of the GDPR. Consent for data processing for marketing purposes and sending commercial information can be withdrawn by clicking the appropriate link in the received message or by sending such a request to ADO's email address,


• realizing ADO's legitimate interest in special cases under Article 6(1)(f) of the GDPR, e.g., debt collection.

Upon the first visit to the Seaside Park Hotel Service, the user is informed about the use of cookies. By clicking ACCEPT, the user agrees to the use of cookies on the website. The user can change cookie settings at any time here.

Changing cookie settings will occur after restarting or refreshing the session on ADO's website.

The installation of "cookies necessary for the basic functionality of the Service" is required for its proper operation, particularly for authentication purposes. Necessary cookies can be changed by adjusting browser settings, but be aware that changing settings may cause the website to malfunction.

More information about cookies is available in the "Help" section of the user's browser menu.

Users who do not want cookies to remain in their browser after viewing the Service should delete them from their browser after the visit. The Service uses the following types of cookies:

• session cookies - remain in the browser until it is turned off or the user logs out of the Service,


• permanent cookies - remain in the browser until deleted by the user or for a predetermined time specified in the cookie parameters.

In terms of functionality, each cookie can be divided into:

• analytical cookies that help improve the comfort of using the website by understanding how users use and convert on it,


• marketing cookies used to personalize advertising content, target properly, and analyze the performance of marketing and sales channels,


• necessary cookies, fundamental for the basic functionality of the Service.

The cookies we use allow us to develop our website. Some cookies may be placed by the Online Reservation System provider solely for:

• improving and supporting the reservation process,


• analyzing and collecting statistical data on website and online reservation system usage for their improvement,


• the Online Reservation System provider informs about installed cookies in the user interface of this system.

ADO may use automated decision-making, including profiling, for marketing purposes (including automated matching of advertisements to your interests and measuring their effectiveness) and adjusting offers under Article 6(1)(a) of the GDPR.

Recipients of personal data may include authorities, institutions, and entities authorized by law, as well as entities providing services to ADO (e.g., legal, IT, marketing, accounting services, and other entities involved in the execution of ordered services).

We use the following analytical tools:

• Google

We use the following marketing tools:

• Google

Users of the Service who provided their data have the right to access the processed data. Users also have the right to modify these data, request their deletion, or restrict or stop the processing of their personal data at any time. At any time, users can also request the deletion of their personal data from the service. The right to data portability does not apply because a standard for exchanging such data between hotel facilities has not been established.

To exercise their rights mentioned above, the Service user should contact ADO using the same email address or phone number provided to the Service, contacting: reservation@seasidepark.pl.

The Service user has the right to withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal, by direct contact with ADO or, in the case of technology, by changing cookie settings.

Each Service user can file a complaint with the Office for Personal Data Protection.

The Service may contain links to other websites that operate independently of the Service and are not supervised by the Service in any way. These sites may have their own privacy policies and regulations, which we recommend reviewing carefully.

ADO reserves the right to change the privacy policy of the Service, which may be caused by the development of internet technology, potential changes in data protection law, and the development of the Service. We will inform users about any changes in a visible and understandable way.

List of data processors

We use the following analytical tools:

• Google Analytics - to find out how Google processes your personal data, visit: https://policies.google.com/technologies/partner-sites

We use the following marketing tools:

• Google Ads - to find out how Google processes your personal data, visit: https://policies.google.com/technologies/partner-sites

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