ONLINE ROOM RESERVATION POLICYHOTEL AVIATOR

TERMS AND CONDITIONS FOR ROOM RESERVATIONS MADE ELECTRONICALLY 

AND BY TELEPHONE - HOTEL AVIATOR

§ 1

General Provisions

1. This policy outlines the terms and conditions for booking accommodations at Hotel AVIATOR via the hotel’s website (online), as well as the rights and responsibilities of both the guest and the hotel. It forms an integral part of the distance agreement for the provision of hotel services.

2. Hotel Information: HOTEL*** & RESTAURANT AVIATOR, located at Lotnicza Street 5-7, Kamień Śląski, Poland, is operated by Silesia Ring sp. z o.o. sp.k., National Court Register under KRS number 0000738530, (District Court in Opole, 8th Commercial Division – KRS), NIP: 894-27-65-250, REGON: 932930766 (hereinafter referred to as “the Hotel”).

Contact: Email – recepcja@aviatorsilesiaring.pl | Tel.  +48 724 470 089

3. Guest Definition: The term “Guest” refers to any adult individual (18 years or older) with full legal capacity making a reservation either for personal use or on behalf of another entity (e.g., a business or organization). Guests making reservations on behalf of a legal entity affirm that they are duly authorized to represent said entity. The Hotel reserves the right to request proof of such authorization.

4. By submitting a reservation, the Guest accepts all terms of this policy. Prior to completing the reservation, the Guest is required to review and confirm acceptance of these terms (e.g., by checking a confirmation box on the reservation form). The Guest acknowledges that submitting a reservation involves an obligation to pay for the selected services.

5. The full policy is available on the Hotel’s website at: www.aviatorsilesiaring.pl/regulamin-rezerwacji. The Hotel reserves the right to update this policy at any time. Any changes take effect once posted online and will not apply retroactively to reservations confirmed prior to the update.

 § 2

Reservation Terms and Process

1. Making a Reservation: To book a room online, the Guest must complete the reservation form available on the Hotel’s website, providing all required information (e.g., dates of stay, room type, number of guests, contact details, etc.). A reservation will only be processed if the form is filled out correctly and the Guest has accepted this policy.
2. Reservation Confirmation: A binding reservation contract is formed once the Hotel confirms the booking. The reservation is considered valid upon receipt of the confirmation email sent to the address provided by the Guest.

If no confirmation is received, the Guest should check their spam folder or contact the Hotel reception.

3. Accuracy of Information: The Guest agrees to provide accurate, current, and complete information required for the reservation process. The Hotel is not liable for any consequences resulting from incorrect or misleading information (e.g., inability to reach the Guest regarding their reservation).
4. Technical Requirements: To make an online reservation, the Guest must have a device with internet access and a working email address. Use of an up-to-date web browser is recommended. The Hotel is not responsible for difficulties in the booking process caused by failure to meet these technical requirements.
5. Reservation Refusal: The Hotel reserves the right to decline a reservation if there are no available rooms for the selected dates or if other objective circumstances prevent the Hotel from providing the service. In such cases, the system will notify the Guest, and any prepayments made will be promptly refunded.

§ 3
Prices and Payments

1. Service Prices: All accommodation and hotel service prices listed on the website include taxes and are valid at the time of booking. The hotel reserves the right to update its pricing, but any price changes won’t affect bookings that have already been confirmed.
2. Price Confirmation: During the booking process, the customer will receive a detailed breakdown of the charges for selected services (e.g., room rate, meals, add-ons). Proceeding with the booking after the price is shown indicates acceptance of that price. Any special offers or discounts are only valid if the promotion’s terms are met.
3. Advance Payment (Deposit): The hotel may require a partial prepayment (deposit) to guarantee the reservation. The amount and payment deadline will be specified during booking (e.g., a fixed sum or a percentage of the total price, due by a certain date). Failure to pay on time may result in cancellation. Once the guest arrives, the deposit will be credited toward the total stay cost.
4. Payment Methods: Available payment methods for reservations include a traditional bank transfer to the designated bank account or payment via the external iMoje payment system, operated by ING Bank Śląski S.A., headquartered in Katowice. The Guest does not incur any additional fees for making payments through the online payment system. The Hotel is neither the owner nor the operator of the iMoje payment system; therefore, the Guest should familiarize themselves with the privacy policy and data protection practices applied by the iMoje system operator. The Customer selects their preferred payment method during the reservation process. The Hotel issues receipts or VAT invoices in accordance with applicable regulations. If the Customer requires a VAT invoice, company details should be provided at the time of booking.
5. Reservation Guarantee: For bookings requiring a deposit, the reservation becomes guaranteed only after the hotel confirms receipt of payment. Until then, the reservation is considered tentative.
6. Failed Payment: If the customer fails to make the required payment (e.g., doesn’t enter card details or misses the deposit deadline), the booking may be canceled. The hotel will notify the customer (e.g., via email) when the payment window closes and that the provisional booking has been canceled.

§ 4

Types of Offers

1. Non-Refundable Offer: The condition for using this offer is full prepayment of the reservation at the time of confirmation. In the event of cancellation, shortening of the stay, change of dates, or the Guest’s failure to arrive on the scheduled check-in date, the amount paid shall not be refunded. Reservations made under the non-refundable offer cannot be modified or cancelled free of charge.

2. Refundable Offer: Payment is required at the time of booking.

a. The Guest has the right to cancel a confirmed reservation no later than 3 days before the start of the first hotel night of the scheduled stay. In such a case, any deposit or payment made by the Guest shall be refunded within 14 business days. Cancellation must be submitted in writing (to the Hotel’s correspondence address) or by e-mail to: recepcja@aviatorsilesiaring.pl.

b. If the Guest cancels the reservation less than 3 days before the start of the first hotel night of the scheduled stay, or fails to arrive at the Hotel on the planned arrival date, the amount paid shall not be available for use at a later date, subject to the provisions set out below.

3. Exceptional Circumstances: At the Guest’s request, the Hotel may agree to cancel the Reservation or allow the amount paid by the Guest to be used at a later date if, after making the Reservation and less than 3 days before the scheduled arrival date, proven extraordinary circumstances beyond the Guest’s control occur, including:

a. the death of a close family member of the Guest;

b. a serious injury or sudden illness of the Guest or another person covered by the reservation, preventing travel to the Hotel;

c. road closures, cancellation of flights, ferries, buses, or trains preventing arrival at the Hotel on the scheduled check-in date, provided that no reasonable alternative means of transport is available that would allow arrival at the Hotel on the same day;

d. natural disasters, civil unrest, terrorist acts, actions of public authorities restricting travel, or epidemics.

4. Evidence of Extraordinary Circumstances: The Guest shall provide documentation confirming the occurrence of the circumstances referred to in Section 3(a)–(c). Circumstances referred to in Section 3(d) may be verified by the Hotel based on publicly available sources of information.

5. No Right of Withdrawal: Pursuant to Article 38(12) of the Act of 30 May 2014 on Consumer Rights, the Guest is not entitled to withdraw from a distance contract.

 § 5
Changes, Cancellations, and No-Shows

1. Booking Changes: Guests can request changes to their reservation (e.g., dates, number of guests, room type). Any changes are subject to availability and hotel approval. To request a change, the guest must contact reception directly via email or phone. Extra charges may apply, especially if the new dates fall within a higher-priced season.
2. Customer Cancellation: Guests can cancel a reservation by contacting the hotel—preferably in writing via email (though phone cancellations are also accepted). For proof, written cancellation is recommended. Cancellation terms depend on the booking type: non-refundable offers result in the loss of payment, while flexible bookings can be canceled free of charge within the specified time frame. Full terms are provided during booking.
3. Refunds on Cancellations: If the booking terms allow for refunds (e.g., cancellation before a certain date), the hotel will process the refund to the original payment method within 14 days of successful cancellation. If payment was made with a voucher or gift card, the relevant terms of that voucher apply.
4. No-Show Policy: If the guest fails to check in by the end of the arrival day and doesn’t cancel the reservation, it's treated as a no-show. The hotel may charge a no-show fee according to the booking terms (e.g., retain the deposit or charge for the first night). For prepaid reservations, the deposit is non-refundable in case of no-show.
5. Hotel-Initiated Cancellations: The hotel reserves the right to cancel a reservation in exceptional cases beyond its control (e.g., force majeure, property damage preventing accommodation). If this happens, the hotel will immediately notify the guest, issue a full refund, and make reasonable efforts to assist in finding alternative accommodations of similar quality, if possible.
6. Special Requests: Any requests entered in the booking form (e.g., preferred room, extra amenities) are considered preferences, not guarantees. The hotel will try to honor them when possible, but fulfillment may require additional arrangements, confirmation, or extra charges, which will be communicated to the guest.

 § 6
Hotel Stay – Terms and Responsibilities

1. Check-in/Check-out Times: Standard check-in at Hotel Aviator begins at 2:00 PM on the arrival day, and check-out is by 11:00 AM on the departure day (unless otherwise specified in your booking). Early check-in or late check-out may be available for an extra fee and must be arranged with reception in advance.
2. Check-in Process: Upon arrival, guests (whether the booking customer or another designated individual) must present a valid photo ID for identity verification and to confirm their booking. The hotel may refuse check-in to anyone not listed on the reservation or unauthorized to use it.
3. Hotel Rules: Guests must follow the separate Hotel Aviator House Rules, available at the front desk and on the website. These cover order and safety guidelines (e.g., quiet hours, use of facilities, no smoking, liability for damages). If there's any conflict between these rules and the booking policy, the terms of this Booking Policy take precedence.
4. Remaining Balance and Additional Charges: If only a partial deposit was paid at booking, the remaining balance must be settled during check-in (unless agreed otherwise). Guests are also responsible for covering any additional charges (e.g., minibar, restaurant) during their stay, no later than check-out.
5. Disruptive Behavior: Guests must behave in a way that does not disturb others or compromise safety. The hotel may deny further service to anyone who seriously violates hotel rules or poses a risk. In severe cases (e.g., serious misconduct), the hotel reserves the right to terminate the stay immediately and require the guest to leave the property.

§ 7

Child and Minor Safety

1. Aviator Hotel places special emphasis on the safety and protection of minors staying on the premises. In accordance with the Child Protection Standards and applicable legal obligations, children and minors are only allowed in the hotel when accompanied by a parent, legal guardian, or another adult who has written authorization from the legal guardian. Hotel staff reserves the right to verify the relationship between the adult and the minor, which may include requesting identification documents to confirm the child’s age and identity, as well as proof of guardianship or written consent allowing another adult to supervise the child. The hotel may also request an additional statement with relevant details about the relationship with the child to meet legal and internal child protection standards.
2. If the hotel cannot verify that an adult has the legal right to supervise a child, it may refuse to check in the minor or take other steps to ensure the child’s safety. All actions taken by staff in such cases are in the best interest of the child. The hotel also reserves the right to notify appropriate authorities (e.g., the police) immediately if there is a reasonable suspicion that the child may be at risk.
3. A copy of the Child Protection Standards is available at the front desk upon request. These standards outline how hotel staff should act in situations where a child may be at risk or in danger. All hotel employees receive training on how to follow these standards and handle any unusual situations involving children.

 § 8

Complaints and Dispute Resolution

1. Reservation-related complaints: Guests have the right to file complaints related to the reservation process or services provided. Complaints may be submitted in writing by mail to the hotel’s address or via email to: biuro@aviatorsilesiaring.pl. Guests are encouraged to include relevant reservation details such as their name, stay dates, and reservation number (if available), along with a description of the issue and the desired resolution.
2. Complaint handling procedure: The hotel commits to responding to complaints within 14 calendar days from the date they are received. The response will be delivered in the same format the complaint was submitted (e.g., by email or mail). If more information is needed, the hotel may request clarification from the guest, and the 14-day response window will begin once the missing information is provided.
3. Amicable dispute resolution: The hotel aims to resolve all disputes or misunderstandings amicably through direct communication and negotiation with the guest. Guests can also seek assistance from a local or regional consumer advocate to help assert their rights.

§ 9

Privacy and Personal Data

1. Your personal data (provided during reservation) is managed by SILESIA RING sp. z o.o. sp.k., located at Lotnicza 5–7, 47-325 Kamień Śląski, National Court Register under KRS number 0000738530, (District Court in Opole, 8th Commercial Division – KRS), NIP: 894-27-65-250, REGON: 932930766 (operator of Hotel Aviator). A Data Protection Officer (DPO) has been appointed to oversee the security of your data. You can reach the DPO via email at: iod@silesiaring.pl.

2. We process your personal data solely to complete your reservation and provide proper hotel services, such as preparing your stay, checking you in, and supporting you during your visit.

3. We ensure that your data is processed in accordance with applicable data protection laws (including GDPR) and only to the extent necessary. You have the following rights regarding your personal data:

a. Right to access – You can request information about what data we have and receive a copy of it.

b. Right to rectification – You may request corrections to any outdated or incorrect data.

c. Right to erasure – You may ask for your data to be deleted in certain situations ("right to be forgotten").

d. Right to restrict processing – You may limit the scope or type of processing of your data.

e. Right to data portability – Upon request, we can provide your data directly to you or another entity in a commonly used format.

f. Right to object – You may object to processing based on our legitimate interests.

g. Right to file a complaint – If you believe we’ve violated data protection laws, you can file a complaint with your supervisory authority. In Poland, this is the President of the Personal Data Protection Office (UODO), address: ul. Stawki 2, 00-193 Warsaw.

4. For full details on how we handle your personal data, please see our Privacy Policy and GDPR Information Notice, available on our website: www.aviatorsilesiaring.pl/Polityka-prywatnosci.pl,
www.aviatorsilesiaring.pl/RODO.pl. You can also review these documents at the hotel’s front desk.

We encourage you to read them before completing your reservation.

 § 10

Final Provisions

1. No right of withdrawal: Guests acknowledge that, under Article 38(1)(12) of the Polish Consumer Rights Act of May 30, 2014 (Journal of Laws 2024, item 1796, as amended), they are not entitled to cancel hotel service contracts made remotely when those services are scheduled for a specific date.
   This means that hotel bookings for specific dates or timeframes cannot be unilaterally canceled by the guest under the 14-day cancellation rule for remote contracts, as they fall under time-specific accommodation services.

2. Dispute resolution: For matters not covered by these Terms and Conditions, Polish law will apply, including the Civil Code and relevant consumer protection laws. Any disputes between the guest and the hotel will first be resolved amicably. Guests acting as consumers may also use out-of-court methods of resolving consumer disputes. Information on such methods is available on the websites of the Office of Competition and Consumer Protection and through local consumer ombudsmen.

Aviator Hotel generally does not participate in alternative dispute resolution (ADR) procedures unless both parties agree otherwise in a specific case.

3. Severability clause: If any part of these Terms and Conditions is deemed invalid or unenforceable by a court, the rest will remain in full effect. The parties agree to replace the invalid provision with a lawful one that closely reflects the original economic intent.
4. Effective date and amendments: These Terms and Conditions are effective as of June 1, 2026, and apply to reservations made from that date onward. Any updates to the Terms will be announced via the hotel’s website. Guests who booked before the update will remain subject to the terms that were in effect at the time of booking, unless legal changes require otherwise.