Terms and conditions of reservation and stay

§ 1. Scope and Subject of the Terms and Conditions

1. This document (hereinafter referred to as the “Terms and Conditions”) sets out the rules for providing short-term rental services, regulates the liability of the parties, and specifies the rules of stay on the premises of Matygowa Osada (hereinafter referred to as the “Property”). The Terms and Conditions constitute an integral part of the rental agreement between the parties.
2. The rental agreement is concluded upon making a reservation in the manner specified in § 2. By making a reservation, the Tenant declares that they have read these Terms and Conditions, accept their provisions, undertake to comply with them, and ensure that Authorized Persons and Guests are informed about and comply with these Terms and Conditions as well. Furthermore, the Tenant consents to the processing of their personal data, as well as the data of Authorized Persons and Guests, for the purpose of providing the rental service.
3. For the purposes of these Terms and Conditions, the following definitions shall apply:

• Rental Price – the total fee for renting the Cottage during the Agreed Rental Period, determined on the basis of the applicable rates (per night, longer periods) provided during the reservation process,
• Tenant’s Guest – a person staying in the Cottage as part of the rental,
• Cottage – one of the houses located on the Property, intended for short-term rental and covered by the reservation,
• Rental – short-term (daily) rental under which the Lessor grants the Cottage to the Tenant for use in exchange for the agreed Rental Price,
• Tenant – the person making the reservation or a person designated by them,
• Property – Matygowa Osada, located in Gliczarów Górny, ul. Matygówka 30,
• Rental Period – the number of rental nights indicated during reservation; it begins at 4:00 PM on the first day and ends at 11:00 AM on the last day,
• Authorized Persons – persons indicated during reservation who use the Cottage together with the Tenant, within the number of persons permitted during reservation,
• Website – the Lessor’s website available at www.matygowaosada.pl,
• Lessor – DKSKA Sp. z o.o., with its registered office in Białystok, ul. Kombatantów 4/320, 15-110 Białystok; Tax ID (NIP): 9662090509; entered into the National Court Register under no. 0000884900, registration court: District Court in Białystok, 12th Commercial Division.

4. These Terms and Conditions are addressed both to consumers (within the meaning of Article 22¹ of the Polish Civil Code) and entrepreneurs (within the meaning of Article 43¹ of the Polish Civil Code).

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§ 2. Reservation Rules

1. Reservations for the Cottage may be made:
   a) by phone at (+48) 788 267 809,
   b) by e-mail: [email protected]
   c) through the reservation system available on the Website,
   d) through an external booking portal (e.g., booking.com).
2. The provisions of this section apply to reservations made through methods a–c and also d, unless the booking portal’s regulations provide otherwise.
3. During reservation, the following must be provided: arrival and departure dates, personal and contact details (name, surname, address, e-mail, phone number), and the number of persons staying in the Cottage. The Lessor shall not be liable for errors resulting from incorrect completion of the form or for failures or unavailability of the reservation system.
4. The reservation becomes effective after confirmation by the Lessor and payment of the reservation fee (50% of reservation value). The exact amount and payment deadline will be specified in the reservation confirmation e-mail. If the Tenant fails to pay the reservation fee within the required time and amount, the reservation shall be cancelled.
5. The Tenant must be at least 26 years old on the start date of the stay. If this condition is violated, the Lessor may cancel the reservation or refuse accommodation without the obligation to refund the deposit or any other payments made.
6. Bank account number at PKO Bank Polski for reservation fee payments and Rental Price payments: 27 1020 1332 0000 1202 1640 6870.
7. The Tenant does not have the right to withdraw from the accommodation agreement pursuant to Article 38(12) of the Consumer Rights Act of 30 May 2014.

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§ 4. Payments

1. The reservation fee constitutes a deposit toward the Rental Price. The remaining amount must be paid within the deadline specified in the reservation conditions sent by e-mail. Failure to pay within the specified time constitutes grounds for cancellation of the reservation pursuant to § 2 section 4.
2. If the Tenant shortens their stay during the rental period, the Rental Price for the remaining days shall not be refunded.
3. If the shortening occurs before the rental begins, the rules set out in § 2 section 6 shall apply.
4. The currency of settlement is the Polish zloty (PLN). Any costs related to the payment method, including currency conversion fees, shall be borne by the Tenant.
5. Rental prices include VAT.
6. Fees for services other than Rental (e.g., additional cleaning, amenities) must be settled directly at the Property.

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§ 5. Accommodation and Security Deposit

1. The Cottage is intended for a maximum of 8 persons, including children.
   Upon prior arrangement with the Lessor, an additional maximum of two children under 2 years old may stay.
2. The Cottage shall be available to the Tenant from 4:00 PM on the first day of rental.
3. Cottage keys are not handed over in person – an access code to the Cottage, together with detailed directions and the Property location, is sent to the Guest’s e-mail address. The information is provided no later than on the arrival day, after full payment for the stay has been made.
4. During check-in, the Tenant is required to present a valid identity document (ID card or passport) for reservation verification purposes.
5. If the Tenant fails to meet the requirements specified in section 4, is under the influence of alcohol or narcotics, behaves aggressively, or poses a threat, the Lessor has the right to block access to the Property by invalidating the access code or refuse to provide further information enabling entry. Such a situation shall be treated as cancellation of the reservation due to the Tenant’s fault.
6. The Cottage must be vacated by 11:00 AM on the last rental day. A fee of PLN 250 will be charged for each commenced hour after 11:00 AM, unless prior consent for late check-out has been obtained from the Property.
7. If the Tenant does not vacate the Cottage by 11:00 AM and is absent, the staff has the right to enter the Cottage and move the remaining belongings to a designated place on the Property. A fee of PLN 500 will be charged for this service. The Property shall not be liable for any loss, damage, or destruction of the belongings after they have been moved to storage.
8. If the staff fears that damage may occur to the Cottage, its equipment, other parts of the Property, or systems and installations caused by the Tenant, Authorized Persons, or Guests, the Lessor reserves the right to collect a security deposit. The deposit amounts to a minimum of PLN 1,500 and may be paid in cash or via BLIK.
9. The Tenant is obliged to immediately inform the Lessor of any noticed damage.
10. The deposit shall be returned within 3 business days from the end of the stay and after the Tenant has vacated the Cottage, following the Lessor’s assessment of the condition of the Cottage and its equipment.
    If damage, destruction, or deterioration of the Cottage, its equipment, or other parts of the Property is found, the Lessor has the right to deduct appropriate amounts from the deposit to cover repair costs or withhold its return until the full repair costs are determined. The deposit shall be refunded via bank transfer to the Tenant’s bank account indicated by the Tenant.
11. If, after check-out, the Lessor discovers damage that was not noticed during the Cottage inspection, the Tenant shall be informed electronically about the damage and the amount deducted from the deposit to cover repairs.
12. If the damage exceeds the value of the collected deposit, the Tenant shall be obliged to pay the full repair costs. Compensation includes actual losses and lost profits, including potential income of the Lessor. In particular, if the damage requires the Cottage to be taken out of service, compensation shall include the equivalent of the rental rates for each day of unavailability.
13. The Tenant bears full financial responsibility for any damage caused to the Cottage, its equipment, other parts of the Property, and systems and installations on the Property caused by the Tenant, Authorized Persons, or Guests, including the costs of removing or disposing of damaged elements.

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§ 6. Rules for Using the Cottage

1. Quiet hours apply on the Property from 11:00 PM to 8:00 AM.
2. The behavior of persons staying in the Cottage must not disturb the rest of other Guests.
3. Smoking tobacco, using narcotic substances, or other prohibited intoxicants in the Cottage is strictly forbidden. Violation of this prohibition results in a penalty of PLN 2,000. In addition, the Tenant bears the costs of restoring the Cottage to its original condition (cleaning, ozonation, replacement of elements).
4. Children under 18 years of age may stay on the Property only under adult supervision.
5. Pets are allowed only upon prior arrangement with the Lessor and may involve an additional fee. Detailed rules regarding pets are set out in § 8 of these Terms and Conditions.
6. The Tenant may use additional facilities of the Property, such as the sauna and hot tub with hydromassage (“bania”), after prior notification and confirmation by the Lessor.
7. Use of the sauna and bania is subject to an additional fee, the amount of which will be provided in the reservation confirmation or another document sent to the Tenant.
8. In the sauna area, the consumption of alcohol, beverages, and food is strictly prohibited to ensure comfort and safety for all users.
9. When using the bania, for safety reasons it is forbidden to enter with glasses, wine glasses, or other sharp-edged objects.
10. The Cottages are equipped with fireplaces. Their use is at the Tenant’s own responsibility, exclusively with wood fuel and with the fireplace door closed. A lit fireplace must not be left unattended.
    Minors are not allowed to operate the fireplace.
11. The use of electrical devices not included in the equipment (e.g., heaters, irons, sandwich makers) is prohibited, except for chargers and RTV/computer power supplies.
12. It is forbidden to cover or disable smoke detectors or possess and use dangerous items such as weapons, explosives, or pyrotechnic products (including fireworks). A penalty of PLN 500 will be charged for each violation.
13. On the Property premises, it is forbidden to conduct sales activities without permission or use roller skates, skateboards, scooters, drones, etc.
14. Only the Tenant and Authorized Persons may stay overnight in the Cottage.
15. Between 10:00 AM and 10:00 PM, visits by a maximum of 4 Guests invited by the Tenant are allowed. During such visits, these Terms and Conditions apply, and the Tenant is responsible for any damage caused by the Guests.
16. Organizing parties, events, or social gatherings is allowed only after arrangement with the Lessor, with written consent and acceptance of financial conditions.
17. If the Tenant, Authorized Persons, or Guests violate the Terms and Conditions or refuse to leave the Cottage, resulting in the need to call services (e.g., security), the Tenant shall cover the intervention costs.

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§ 7. Rights and Obligations of the Tenant

1. The Tenant has the right to inspect the Cottage before check-in and assess its condition.
2. After check-in, the Tenant is deemed to have accepted the standard of the Cottage, without the right to demand a refund of the Rental Price.
3. The Cottage equipment includes: 8 bath towels, 3 small towels, and 2 bath mats. Towels provided as Cottage equipment may only be used for personal purposes and may not be used at the pool or bania.
4. The Tenant is obliged to return the Cottage in an undeteriorated condition (e.g., washed dishes). Rearranging furniture (except tables, chairs, and armchairs) or household appliances/electronics is prohibited – violation results in a service fee of PLN 300.
5. Permanent modifications to the Cottage or its installations are prohibited.
6. If the Rental Period is at least 8 days, the Tenant is entitled to a free replacement of towels/bed linen sets. In other cases, these services are available upon request at the Property and payment according to the price list. (Replacement means delivery of new towel/bed linen sets).
7. The Tenant may not sublet the Cottage or allow third parties to use it free of charge.
8. The Cottage may only be used for residential purposes – commercial or advertising activity is possible only with prior consent of the Lessor and agreement on financial terms.
9. If the Tenant identifies deficiencies in the services, they may submit a complaint by e-mail to: [email protected]; the Lessor shall confirm receipt of the complaint and consider it within 14 days from the date of receipt.

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§ 8. Rights and Obligations of the Lessor

1. The Lessor shall not be liable for loss of or damage to the property of the Tenant and Authorized Persons, nor for items left behind after the stay – storage and delivery costs shall be borne by the Tenant.
2. The Lessor shall not be liable for the loss of valuable items (cash, jewelry, documents, etc.) brought into the Cottage.
3. The Lessor shall not be liable for damage or loss resulting from damage to vehicles parked in the Property’s parking area. The parking lot is unattended.
4. The Lessor shall not be liable for inconveniences resulting from external noise, construction activities on neighboring properties, or interruptions in utilities (electricity, water, Internet) beyond its control.
5. The Lessor shall not be liable for accidents, injuries, or death of the Tenant, Authorized Persons, Guests, or third parties on the Cottage or Property premises.
6. During the rental period, the Lessor’s staff has the right to enter the Cottage (e.g., for repairs or inspection), including during the Tenant’s absence, but such entry will be announced in advance (e.g., by phone or in person).
7. The Lessor may refuse admission to a person who seriously violated the Terms and Conditions during a previous stay.
8. In the event of persistent violation of quiet hours, disturbance of other Guests, vandalism, or gross violation of § 5 sections 3, 8, and 9, the Lessor may require the Tenant (together with Authorized Persons and Guests) to immediately vacate the Cottage without the right to a refund for the remaining days.

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§ 9. Pets

1. We accept pets (dogs and cats) only upon prior arrangement with the Lessor and payment of an additional fee of PLN 100 per stay for one animal, together with a security deposit of PLN 1,000 to cover potential damage.
2. The pet owner is obliged to ensure constant supervision over the animal. The animal may not be left unattended or move independently around the Property. Leaving the animal alone in the Cottage is prohibited.
3. The owner is obliged to clean up after the animal and maintain cleanliness and order both in the rented Cottage and throughout the entire Property.
4. Dogs and cats must be kept on a leash while on the Property premises.
5. For hygiene reasons and the comfort of other Guests, animals are prohibited from using sofas, beds, bedding, and other places intended exclusively for Guests.
6. If the animal causes any damage in the apartment, equipment, installations, or on the Property premises, the pet owner bears full financial responsibility and is obliged to cover repair costs regardless of the amount of the deposit paid.
7. The Tenant is obliged to immediately inform the Lessor about any damage caused by animals.

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§ 10. Final Provisions

1. By accepting the reservation and stay, the Guest confirms that they will be fully acquainted with these Terms and Conditions and agrees to them.
2. Matters not regulated by these Terms and Conditions shall be governed by the provisions of the Polish Civil Code and other generally applicable provisions of Polish law.
3. The law applicable to any disputes shall be Polish law, and the competent court shall be the common court having jurisdiction over the Lessor’s registered office or another court indicated in the agreement.
4. The Lessor reserves the right to amend these Terms and Conditions – changes shall apply from the date indicated in the notice, and the applicable conditions shall apply to reservations made after the amendments enter into force.

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§ 11. Personal Data Protection (GDPR) and Information Clause

1. When making a reservation, the Tenant consents to the inclusion of their personal data (as well as the data of Authorized Persons and Guests) in the database and its processing for the purpose of providing rental services.
2. The data controller is DKSKA Sp. z o.o., with its registered office in Białystok, ul. Kombatantów 4/320, 15-110 Białystok; in matters concerning data protection, contact may be made by e-mail at: [email protected].
3. The external area of the Property is monitored by video surveillance (without sound recording) for the purpose of ensuring Guest safety, property protection, and preventing damage and undesirable events. Monitoring data is processed on the basis of the controller’s legitimate interest (Article 6(1)(f) GDPR) and may be stored for a maximum of 30 days, and in the event of an incident – until clarification or conclusion of proceedings.
4. Personal data shall be processed for the purpose of concluding and performing the agreement (Article 6(1)(b) GDPR) and for the purpose of pursuing or securing claims (legitimate interest of the controller). Processing may be entrusted to technical partners (e.g., reservation system operators).
5. Data shall be stored for the purposes of service provision and tax obligations for 5 years from the end of the year in which the tax payment deadline expired.
6. The data subject has the right to:
   a) access the data and receive a copy thereof,
   b) rectify, supplement, or delete the data,
   c) restrict processing,
   d) object to processing based on legitimate interest – provided that data necessary for pursuing claims may continue to be processed,
   e) data portability,
   f) lodge a complaint with the supervisory authority (President of the Personal Data Protection Office – UODO).
7. To exercise the above rights, the data subject should contact the data controller.