Standards for the Protection of Minors

Minor Protection Policy 

at Złota Łania Wiartel Resort & SPA

Introduction

The purpose of this policy is to ensure the safety of minor guests staying at Złota Łania Wiartel Resort & SPA by implementing Minor Protection Standards compliant with the requirements of the legislator for hotel services facilities. The document regulates procedures for identifying and protecting children, the principles governing staff relations 
with minors, and obligations concerning responses to potential threats. This document covers all key aspects of minor protection at the hotel, ensuring compliance with applicable laws and good practices.

1. Scope of the policy

The policy applies to:

• All facility employees, including permanent and seasonal employees, as well as external associates.
• Subcontractors and business partners providing services on the premises.
• Hotel guests using the facility’s services in the context of relations with minors.

2. Minor protection standards

1. Rules governing staff relations with minors:
   • Physical contact with a child is permitted only in justified cases arising from professional duties (e.g. assistance in an emergency or other situations related to official duties).
   • Initiating contact with a child outside the workplace or for private purposes is prohibited.
   • Staff are obliged to respond to all forms of inappropriate behaviour towards children, including signs of violence, intimidation or violation of the child’s personal dignity.
2. Rules for identifying minors and their guardians:
   • When checking in guests with children, the receptionist is obliged to:
     • Verify the identity documents of the adult and the child (e.g. identity card, passport, school ID).
     • Obtain information about the adult’s relationship with the child on the basis of a form completed by the parent/guardian
     • Enter the obtained data into the reception system in compliance with GDPR rules.
   • In case of doubts regarding the relationship between the guardian and the child (e.g. missing documents or conflicting information), the situation must be immediately reported to a supervisor.
3. Rules for responding to threats:
   • Staff are obliged to immediately report any suspicions concerning harm to a child to a supervisor.
   • The supervisor decides whether to notify the Police, the family court or another unit responsible for minor protection if there is a justified suspicion that the child’s welfare has been violated.
   • Securing evidence (e.g. surveillance recordings) is mandatory and must be carried out in accordance with procedures.
4. Staff training:
   • All persons employed at the hotel undergo regular training in minor protection.
   • Training covers the recognition of signs of violence, methods of intervention and legal procedures.
   • Each training session is documented, and the employee signs a form confirming its completion.

3. Reception procedures

1. When checking in guests with children:
   • The receptionist completes the check-in process according to the following steps:
     1. Verification of the identity documents of the child and adult (e.g. school ID, identity card, passport).
     2. Determining the adult’s relationship to the child (e.g. parent, legal guardian, temporary guardian, grandfather, grandmother).
     3. Entering the child’s details into the system: first name, surname, date of birth and information about the relationship documented by the Guest (e.g. parent of the child, legal guardian of the child, grandfather, grandmother)
     4. In the case of grandparents staying with their grandchildren, the grandparents should have:

Child’s identity document (e.g. school ID, passport, child’s identity card, if available).Grandparents’ identity document (identity card or passport).Consent of the parent/legal guardian – preferably in the form of written consent for the child to stay under the grandparents’ care. It should include:

1. • First name and surname of the parent/legal guardian.
   • Child’s details (first name, surname, age).
   • Grandparents’ details as guardians during the stay.
   • Dates and place of stay.
   • Signature of the parent/legal guardian.

2. Procedure in the event of refusal to provide information:
   • Politely explain to guests that the data collected is used exclusively to improve safety.
   • In the event of continued refusal, report the situation to the facility manager.
   • If the circumstances raise serious suspicions (e.g. the child does not know the guardian), the receptionist is obliged to inform the hotel manager and consider notifying the Police.
3. Minor identification form:
   • The form contains:

3. • • Child’s first name and surname.
     • Child’s age.
     • Guardian’s first name and surname.
     • Relationship to the child.
     • Information about special needs (e.g. allergies, dietary requirements).

3. • The form is stored in a secure place in accordance with personal data protection rules.

4. Procedure for Responding to Suspected Harm to a Child

1. Reporting and Assessing the Situation:
   • Any employee who notices a concerning situation is obliged to inform a supervisor.
   • The supervisor conducts an initial assessment of the situation, contacts the child’s guardian and decides on further steps.
2. **Notification of Authorities **:
   • If the suspicions are confirmed, the supervisor notifies the Police, the appropriate family court or another authority responsible for minor protection.
   • Securing evidence is a priority (surveillance recordings, notes from conversations).
3. Support for the child:
   • Providing the child with emotional support and a sense of security (e.g. a conversation with an appropriately trained employee).
4. List of events raising concerns:
   • The hotel guest does not know the child’s details.
   • The child is clearly afraid of the guardian.
   • Conflicting information regarding the relationship between the guardian and the child.
   • Suspicious behaviour by the guest (e.g. avoiding cameras).
   • Strong reluctance to document the guest’s relationship with the child.

Appendices constituting an integral part of the Minor Protection Policy

1. Minor Identification Form – used during check-in:
   • Child’s first name and surname: __________________________
   • Child’s age: __________________________
   • Guardian’s first name and surname: __________________________
   • Relationship to the child: __________________________
   • Information about special needs: __________________________
   • Parent/guardian’s signature______________________________________
2. Employee’s declaration of no criminal record:
   • Document obtained from the National Criminal Register containing information 
     on the absence of convictions in relation to minors, submitted to the employer
3. Staff training form – obtained by the employee as a certificate of completed training:
   • Employee’s first name and surname: __________________________
   • Training date: __________________________
   • Training scope: __________________________
   • Employee’s signature: __________________________
4. Incident Report – a document created in the event of suspected danger to a minor:
   • Date and time of incident: __________________________
   • Description of situation: __________________________
   • Actions taken by staff: __________________________
   • Signature of reporting person: __________________________
5. Employee’s declaration 

I ……………………………………………………declare that I have read the Minor Protection Policy in force at Złota Łania Wiartel Resort&SPA and undertake to comply with it.

Employee’s signature________________________________________

5. Final ProvisionsThe Policy is subject to regular reviews and updates, at least once every two years or in the event of changes to the law. All persons involved in the operation of the facility are obliged to comply with these rules, and any violation thereof shall result in liability disciplinary.

Property Director

Złota Łania Wiartel Resort&SPA