Taking into account the United Nations Guidelines on Business and Human Rights, and recognizing the significant role of businesses in ensuring the respect for children's rights, particularly the right to protection of their dignity and freedom from all forms of harm (in accordance with Articles 22b and 22c of the Act of May 13, 2016 on the Prevention of Sexual Crime Threats and the Protection of Minors, as amended by the Act on the Protection of Minors), Friendhouse Apartments Ltd. adopts this document as a model of principles and procedures to be followed in cases of suspected harm to a child. The child protection policy in our apartments will be implemented in accordance with the following principles:
§1. [Introduction]
1. Friendhouse Apartments Ltd. conducts its activities with respect for human rights, with a particular focus on children's rights, recognizing that children are especially vulnerable to harm.
2. Friendhouse Apartments Ltd. acknowledges its role in conducting responsible business and promoting proper social attitudes.
3. Friendhouse Apartments Ltd. recognizes and accepts its duty to report any suspected crime against children to law enforcement authorities and commits to training its staff in this regard.
4. Friendhouse Apartments Ltd. commits to educating its staff on recognizing circumstances that may indicate potential harm to a child staying on the premises and on responding promptly to such situations.
5. An important element of preventing harm to children is identifying any child staying on the premises and understanding their relationship with the adult accompanying them.
6. The Reception Staff of Friendhouse Apartments Ltd. does not have information about individuals invited to the apartment by the main Booking Guest, who is solely responsible for completing all formalities related to the reservation.
7. Friendhouse Apartments Ltd. is not authorized to check the identity of individuals accompanying the main Booking Guest or to collect personal data of additional guests staying during the reservation.
8. However, this does not diminish the right to identify a child and their relationship with an accompanying adult if contact with the child occurs during the registration process at the reception.
9. In all other cases, especially during Online Check-in, the Reception Staff does not perform any control actions in the apartments.
10. In the best interest of children, we kindly ask guests traveling with persons under the age of 18, who are not their children or individuals for whom they hold legal guardianship, to carry written authorization from the legal guardian permitting the joint travel and accommodation.
11. The staff has no legal grounds to refuse service to guests who do not possess appropriate authorization from the legal guardian to travel with their child. However, if there are any suspicions regarding the safety of the child, the Police and relevant government authorities responsible for public safety and order will be notified.
§2. [Definitions]
For the purposes of this Policy, the following terms shall have the following meanings:
1. Child – any person under the age of 18.
2. Unrelated adult – any person over the age of 18 who is not a parent or legal guardian of the child.
3. Child abuse – refers to the commission of a crime against a child.
4. Crime against a child – includes all crimes that may be committed against adults as well as those specifically targeting children, including but not limited to: sexual exploitation (Article 200 of the Penal Code), rape (Article 197 of the Penal Code), sexual exploitation of incapacity and helplessness (Article 198 of the Penal Code), sexual exploitation of dependence or a critical situation (Article 199 of the Penal Code), sexual exploitation of a person under the age of 15 (Article 200 of the Penal Code), grooming – the seduction of a minor via means of remote communication (Article 200a of the Penal Code).
§3. [Procedure in the Case of Suspected Child Abuse]
1. The Reception Staff shall, whenever possible, take steps to identify the child and their relationship with the adult accompanying them on the premises.
2. In situations indicating a potential risk of harm to a child, identification of the child is mandatory.
3. Behaviors raising concern for a child's safety include, but are not limited to, situations where: a. The main Booking Guest refuses to provide identification for themselves or the child. b. The main Booking Guest pays in cash or with a prepaid card, paying for each night separately, and appears unaware of the planned length of stay. c. The main Booking Guest arrives at the premises with a child, although no additional person was indicated in the reservation details.
4. To identify the child and their relationship with the adult, the Reception Staff is authorized to ask the main Booking Guest about the child's identity and their relationship with the adult they are with. The staff may request the child's identification or other documentation proving that the adult has the right to care for the child.
5. If no identification documents are available, the Reception Staff is authorized to request the child’s personal details (name, surname, address, PESEL number).
6. In the absence of documents proving the relationship between the child and the adult, the Reception Staff is authorized to inquire about the relationship from both the adult and the child.
7. If the main Booking Guest or another accompanying adult is not the child's parent or legal guardian, the Reception Staff is authorized to ask whether they have a document showing the parents' consent for the adult to travel with the child (e.g., a written statement).
8. If no parental consent document is available, the Reception Staff is authorized to request the phone number of the parents/guardians to confirm by phone that the child is staying on the premises with the adult with their knowledge and consent.
9. If the main Booking Guest or accompanying adult resists providing the child's documentation or clarifying the relationship, the Reception Staff is obligated to explain that the procedure is intended to ensure the safety of children staying in the apartments. This procedure was developed in consultation with non-governmental organizations and failure to comply with the regulations may result in high fines and pose risks to children's safety.
10. The Reception Staff shall express gratitude to guests for positively clarifying any circumstances related to the child's stay and for the time they have taken to complete the informational procedure confirming that the child is under appropriate care.
11. In case of any doubts regarding the child's safety, the Reception Staff is authorized to notify the Police. While awaiting the Police's response, both the child and the adult shall remain under constant observation by staff and must not be left alone.
12. If employees of other departments of Friendhouse Apartments Ltd., particularly Housekeeping or Technical Service staff, witness any unusual or suspicious situations, they shall immediately notify the Reception Staff, who will follow the procedures outlined in the previous points.
§4. [Procedure in the Case of Circumstances Indicating Child Abuse]
1. If there is a reasonable suspicion that a child staying on the premises is being abused, the Reception Staff shall immediately notify the Police by calling 112 and describing the circumstances.
2. A reasonable suspicion of child abuse exists when: a. The child discloses the abuse to an employee. b. An employee observes the abuse.
§5. [Template of Consent for a Child's Stay with a Person Other Than a Parent or Legal Guardian]
[City], on [Date]____________________________
Authorization for Childcare
I, __________________________, residing at ___________________________ (Full name of the parent/legal guardian) (Address of the parent/legal guardian) holding ID card (series and number) __________________________, being the parent/legal guardian with the right to care for __________________________ (Full name of the child) with PESEL number __________________________, residing at __________________________ (Address of the child), hereby authorize Mr./Ms. __________________________ (Full name of the authorized person) residing at ___________________________ (Address of the authorized person) holding ID card (series and number) __________________________, to care for, manage ongoing matters, and handle any urgent issues related to the care of the above-named child during their stay at Friendhouse Apartments Ltd. in Kraków, from [start date] to [end date]. I hereby declare that the relationship between the authorized person and my child is: ______________ (specify the degree of kinship).
I am aware of the criminal liability for making a false statement, in accordance with Article 233 § 6 of the Act of June 6, 1997 – Penal Code.
Signature ______________________
