Rules and Regulations

VIVI Residence / Documents

Rules and regulations

31.12.2019 Rules and Regulations

    § 1 General provisions

  1. This Rules and regulations determine the principles of providing services of occasional overnight stay in Apartments in the VIVI RESIDENCE building in Żory at Promienna Street 6, and the words used in the rules and regulations shall have the following meaning:
    • Rental Price – the total cost of renting a Apartment in the case of rental on a daily basis,
    • Apartment – premises intended for rental, labelled with the letter A,
    • Rental – commissioning by the Landlord of the Apartment for a temporary use by a Guest in exchange for agreed remuneration,
    • Daily rental – renting time no longer than up to 31 days
    • Guest – the person who made the reservation or person which concluded an agreement renting a Suite,
    • External guest – a person visiting a Guest of VIVI RESIDENCE Suites.
    • Landlord – VIVI Residence Sadowski Artur, having its registered office in Żory at Promienna Street 6 apt. 10,
    • Services package – offer of renting a Suite together with additional services,
    • Amenities – additional payable or free benefits,
    • Access code – individually generated PIN code with activity period specified in advance, so-called (operating life) enabling entering the building and the rented suite,
    • Access card – key in a form of a magnetic card with the activity time
    • specified in advance so-called (operating life) enabling entering the building
    • and the rented suite, collected from the Reception Desk or directly from a suite while checking-in or outside Reception Desk working hours.
    • Suites Reception Desk – reception desk on the 2nd fl. of the VIVI Residence building.
    • Additional services – additional service selected whilst making a reservation e.g. parking place in the underground garage.

§ 2. Reservation

  1. Reservation can be made:
    • directly automatically via reservation system and viviresidence.eu website
    • via reservation portals of Landlord’s partners
    • by sending a message to the following e-mail address: office@viviresidence.eu
    • by phone – evey day from 7AM till 10 PM
    • help during check-in outside working hours of reception desk service is available until 10 p.m., after prior informing about late check-in. In the case of late check-in, please contact us by calling + 48 500 300 400 and then selecting digit 0.
    • Apartments are available 24 hours, the Reception Desk working hours are from 7 AM till 10 PM
  1. While making a reservation, you should provide the following data: date and the planned hour of arrival and departure, if suite type has already been selected, personal data and contact details and the number of people that will stay in the suite.
  2. The condition of an effective reservation is paying a reservation fee in a time period indicated during the process of reservation. The reservation fee should be paid in the manner indicated during the process of reservation through the reservation system, if such a payment of a fee is required in the selected residence package.
  3. The reservation fee constitutes prepayment towards Rental Price. The remaining amount of Rental Price (provided that the entire amount has not been paid) should be paid not later than the first day of Rental, in the manner indicated during the process of reservation.
  4. Failure to pay by the Tenant of a reservation fee or the remaining Price amount by the specified deadline, in accordance with paragraphs 3 and 4 above, results in the reservation being canceled and the funds paid in the case of rent with the condition of a non-refundable reservation fee, lost.
  5. The possibility and instructions of cancelling a reservation and the conditions of returning or withholding a fee are specified during the process of making a reservation.
  6. A Guest making a reservation must be at least 18 years old. 8. In case of a Guest shortening her/his stay, the Price of the unused rental period shall not be subjected to refund.
  7. By making a reservation, the Tenant thereby accepts provisions of these

§ 3. Accommodation

  1. Check-in time in VIVI RESIDENCE Suites lasts from 2:00 p.m. to 11:00 a.m. of the next day.
  2. access cards can be picked up every day during reception hours
  3. If check-in is to take place outside working hours of the Reception Desk, please contact Reception Desk service, which shall transfer complete information about the possibility of access to the Suites, the details of the first access to the area of the Suites shall also be provided during the process of reservation, by electronic means.
  4. At the moment of finishing the process of making reservation of a suite by means of automatic reservation systems, after payment of the entire Rental Price, to the provided e-mail address of the Guest necessary information shall be sent, to enable the access to the building, along with additional information enabling problem-free access to the remaining entries and drive-in entries in case of selecting additional services, such as garage.
  5. A Guest should leave the rented Suite and return the access cards on the last day of rental according to the reservation, not later than 11:00 a.m. on the day of departure. In case of failure to leave the Suite by the hour specified in the first sentence, a Guest shall be charged with an extra fee in the amount of 50.00 PLN for each subsequent commenced hour of presence in the Suite.
  6. Whilst leaving a suite, the Guest is obliged to close the door and return received Access cards by handing them over to service staff during the working hours of suites Reception Desk. In case of checking-out after Reception Desk working hours the Guest shall leave all access cards in a place visible to the service staff inside the suite.
  7. In case a Guest planning to reach the suite outside the working hours of the Reception Desk, she/he is obliged to notify the Reception Desk about the late check-in and arrange handing over of access cards or access codes and conveying necessary information.
  8. While receiving an Access card, a Guest is obliged to present her/his identity documents (identity card, passport or driver’s license) and identity documents of the people who shall stay in the suite. The Guest and all people staying in the suite are obliged to complete and sign in a legible manner the Residents Registration Cards.
  9. Considering the risk of deterioration of condition, damage to or destruction of the subject matter of the rental or the common parts of the building caused by a Guest or by the people staying in the suite together with the Guest, including unintentional deterioration of condition, damage, and destruction, will have to cover the costs (pecuniary penalty, additional fees) described in Paragraph 4 and Paragraph 5 of these Rules and Regulations, VIVI RESIDENCE has the right to collect a security deposit in the amount of PLN 500.00, in the form of cash or in the form of preauthorisation of pay card, depending on the Guest’s choice.
  10. . In case of a preauthorisation, the Guest shall give consent to taking over by the Landlord of the part or of the entire fixed amount without using the Guests pay card. A Guest is obliged to notify the Landlord about any damage immediately after its detection and in case of detection after the Guest checked-out, the Landlord, after such a withdrawal of funds without using pay card of the Guest, undertakes to inform the Guest by sending a message to the e-mail address provided during registration or by calling the phone number provided during registration.
  11. . Returning of deposit collected in the form of cash takes place during checkout and after checking the condition of the suite by VIVI RESIDENCE staff. In case of observing deterioration in condition, damage or destruction of the rented object or of common parts the security deposit shall be withheld until the determination of the amount to cover the losses However, not longer than for a period of 7 days from the date of check-out.
  12. . Returning of security deposit withheld in the form of a preauthorisation of pay card shall take place within time period depending on the bank of the Landlord and the bank of the Guest. In case of observing deterioration in condition, damage or destruction of the rented object or common parts the Landlord shall inform the Guest within 7 days from the date of check-out by e-mail or by phone about the detected damage and the amount collected in order to pay for removal of the damages.
  13. . If the damages caused by a Guest exceed the value of deposit, the Guest undertakes to cover the additional costs, incurred by the Landlord, of repairs carried out to remove the damage. The Guest agrees to make such an additional payment.
  14. . A Guest bears full liability for actions and omissions of the people staying in the suite, as if the aforementioned actions and omissions were his own.
  15. . On the day of commencement of the Rental, the Guest is obliged to confirm by signature that she/he has read the provisions of the Rules and Regulations, and in the case of making a reservation via reservation systems, the Guest, upon payment of Rental Price, confirms that she/he read, understood, and accepted these Rules and Regulations.

§ 4. Conditions of use of suites

  1. A Guest is obliged to comply with the above Rules and Regulations, as well as House Regulations created by the Tenant’s Association. House Regulations of Promienna 6 Tenant’s Association are available at the Reception Desk of VIVI RESIDENCE.
  2. The curfew in the building lasts from 10 p.m. to 6 a.m. In the event of disturbing the curfew by a Guest, the Guest shall be obliged to cover the costs of possible intervention of the called upon services.
  3. It is forbidden to smoke within the Apartment and all building premises. In case of violation of this ban, the violating person will be charged with the costs of eliminating damage caused by such violation in the amout of 1000 PLN for each violation of this type. Regardless of the fine referred to in the previous sentence, the Guest shall be charged with the costs related with activating the fire alarm system installed in the building, as well as the costs of intervention of the relevant services, including building security and the internal technical department.
  4. Children under the age of three stay for free (with no additional bed linen).
  5. .A pets are allowed after prior consultation with the reception, cost 50PLN/ per day
  6. Only people entered in the Residence Registration Card may stay in the rented suite. The presence of the people not entered in the Residence Registration Card (guests from outside) in a suite are permitted to stay only until 10 p.m. and after prior entering them in the visitors book available at the suites Reception Desk. A visitor is obliged to leave the suite by 10 p.m. In case of detecting presence of visitors or other people not entered in the visitors book or Residence Registration Card in the suite after 10 p.m., the Tenant shall be charged with a pecuniary penalty in the amount of lump sum equal to the double Rental Price for one day of stay. The maximum quantity of the people entered in the Residence Registration Card is 4, unless the rented suite enables accommodation of a greater number of people.
  7. All events, social gatherings etc. are possible only after prior arrangement with the Reception Desk service and obtaining its written consent and after acceptance of financial conditions of VIVI RESIDENCE.
  8. Prolonging stay in a suite is possible prior to informing the reception desk and its approval to do so with at least one days notice.
  9. In case of suspicion of breach of these Rules and Regulations or of an offence or misconduct, the Landlord has the right to enter the suite at any time.
  10. . In case of breach of these Rules and Regulations by the Guest, the Landlord may terminate with immediate effect the rental agreement concluded with the Guest, at the same time retaining Rental Price amount.

§ 5. Rights and obligations of a Guest.

  1. A Guest is obliged to maintain and to hand over the suite in a nondeteriorated condition. Before leaving the suite, the Guest is obliged in particular to clean dishes or to place the dishes in a dishwasher, clean kitchen appliances, place rubbish in a dustbin or in bags and leave the bags next to a dustbin.
  2. Moving furniture and unscrewing household appliances & audio/video devices constituting the equipment of the suite is prohibited.
  3. In the case of failure to comply with the above-mentioned provisions, a Guest shall be charged with additional fee for cleaning in accordance with the applicable price list.
  4. Cleaning the suite or change of towels and bed linen is possible after the prior arrangement regarding this issue with the Reception Desk service. The services are payable in accordance with the specified price list.
  5. Cleaning is carried in accordance with the principles indicated in the Paragraph 7 of the Rules and Regulations.
  6. Guest can use additional services provided by VIVI Residence and the services of the Reception Desk service rendered every day from 7 AM till 10 PM
  7. It is possible to rent a parking space, located in a multibay garage at the -1 level of the building. Rental of a parking space is subject to additional fee in accordance with the specified pricelist, unless the Landlord’s offer specifies otherwise.
  8. Adults are responsble for all underage children staying in the suite. VIVI Residence would like to inform you that the doors and windows are not childproof. VIVI Residence will not take responsibility for children left alone in the suite. Adults and caretakers are obliged to take care and pay attention to the children at all time throughout the entire stay.
  9. A Guest is prohibited to sublet the suite to third parties.
  10.  VIVI Residence rents the suite only for the purpose of occasional overnight stay. Use of the suite for other purposes, in particular commercial purposes, including advertising, is acceptable only after prior consent of VIVI Residence and on the financial terms that were previously agreed upon with the Landlord. Upon announcing by local or cuntry authorities emergency situations such as epidemics, pandemics and other similar diseases that may affect the health and life of people who are on the premises (area) of VIVI Residence. The tenant (Guest) is required to inform the Reception desk about the intention to use the rented Apartments for another purpose, e.g. home quarantine etc. For breaking this obligation, the Guest will be required to pay on check-out an additional amount of 6,000 PLN gross, for disinfecting the entire building.
  11. . A Guest is not allowed to rearrange any furniture in the suite or introduce permanent changes to the suite.
  12. . A Guest is not allowed to, in any way, breach security of suite access locks or try to copy, download information from, eavesdrop, duplicate access cards to the rented suite. In case of the software detecting the attempts of the above-mentioned activities, the Guest shall be charged with a penalty according to the applicable price list.
  13. . In case of losing or damaging an access key or card, the Guest shall be obliged to pay an additional fee, in accordance with the specified pricelist.

§ 6. Rights and obligations of the Landlord

  1. VIVI Residence is liable for the deprivation of or damage to property stored by a Guest in a suite, unless this damage was a result due to the characteristics of the stored property or was a result of force majeure, or was a result only of the actions of the Guest or a person who accompanied her/him, subject to paragraph 4 below.
  2. The Landlord will not be responsible for property left by a Guest after the Rental period.
  3. The Landlord is not liable to the Guest for the loss of money, documents, valuables or items of scientific or artistic value, left in the Apartment. As well as arising for reasons beyond the control of the Landlord.
  4. The Landlord shall not bear the liability for damage or deprivation of the car left in the underground multibay garage. The underground garage is monitored and if necessary it is possible to use the recorded video.
  5. The Landlord reserves the right to change suite booked by the Guest to a suite of the same or of a higher standard, for agreed Rental Price.
  6. The Landlord is obliged to make necessary repairs in the rented suite, if the repairs are normal and agreed upon use of the rented suite.
  7. In case of observing any inconsistencies between the suite and its description, the Guest is obliged to immediately report this fact to the Reception Desk service or by sending a message to email address: office@viviresidence.eu and the Landlord will undertake to promptly eliminate incompatibilities or to make available to the Guest a replacement suite of an identical or of a higher standard.

§ 7. Cleaning.

  1. In case of purchasing additional cleaning services, the service shall be performed on the date and at hours agreed upon between the Landlord and the Guest. An order may be placed at any time during the working hours of VIVI Residence Reception Suites service.
  2. The Landlord shall be liable for damage to property of a Guest, arising in connection with performing cleaning services, including only financial damage.
  3. The Landlord shall not be liable for unprotected, valuable property (jewellery, laptop etc.) left by a Guest in a visible place and for any lost intangible benefits left by a Guest in the suite. A safe is provided in every suite, in which a Guest can store valuable items.
  4. The Landlord is liable for actions or omissions of the people he commissioned performing cleaning services/the persons he hired in order to perform cleaning services as for the Landlord’s own actions.

§ 8. Complaints.

  1. Guests have the right to file complaints in the case of observing shortcomings in terms of the quality of the rendered services.
  2. Complaints should be filed by sending a message to the following e-mail address: office@viviresidence.eu. The Landlord shall inform a Guest by returning a e-mail sent to the e-mail address of the Guest within 14 days from the date of receipt of the complaint by the Landlord.
  3. In case of filing a complaint related to additional services sold as part of packages, complaint lodged in accordance with the paragraph 2 above shall be forwarded to the partners of the Landlord providing additional services of the selected scope.

§ 9. Final provisions

  1. This Rules and Regulations shall enter into force as of the date of establishing and shall remain applicable until their repealing.
  2. All changes to the Rules and Regulations shall become applicable as of the date of their announcement.

Privacy Policy

​​1. The Landlord declares that:

  • a) he is the personal data controller as defined by the Act of 29 August 1997 on protection of personal data (Journal of Laws of 2016 item 922 as amended), hereinafter AOPOPD, with regard to the personal data of Guests,
  • ​​b) he processes the personal data within the scope necessary for the implementation of the suites rental agreement,
  • ​​c) he creates personal data set called: “VIVI Residence – Personal Data”,
  • ​​d) personal data processing of the Guests takes place solely for the purpose of, within the scope of and for the time necessary for the implementation of Suite Rental Agreement,
  • ​​e) processing of the personal data of the Guests takes place in accordance with the applicable provisions of 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) (Official Journal of the European Union L. of 2016 No. 119, page 1) hereinafter GDPR and with the currently applicable AOPOPD provisions.

2. For the purpose of implementation of Rental Agreement, the following personal data of Guests shall be processed: name and surname, address of residence, e-mail address, phone number or any possible data necessary for the purpose of carrying out of the reservation process. The personal data shall be processed by the Landlord only for the purposes of verification of the identity of Guests. The Landlord shall not record them or store these data for a period longer than the duration of the Rental Agreement, unless the Tenant has given the consent to the Landlord to make available her/his data for the purposes of carrying out of marketing activities, promotional activities as part of the services provided by the Landlord. In the case of giving such consent by the Tenant, the Landlord shall have the right to send by e-mail or by SMS organised offers promotions materials, birthday or name day wishes, reminders of approaching reservation period, occasional events information etc.

​​3. The Landlord shall process the personal data of Guests by their collection, recording, ordering, storing, transferring and disclosure, if necessary, to other entities in accordance with the applicable provisions.

4. The Landlord undertakes to notify Guests of any events relating to the personal data processed as part of implementation of the Rental Agreement, which are related to obtaining an unauthorised access to these data, their destruction, loss, deprivation.

​​5. The Landlord undertakes to:

  • a) process personal data in accordance with the law,
  • ​​b) implement proper technical and organizational means to ensure personal data processing according to the applicable law,
  • ​​c) keep secret personal data as well as the method of their protection also after the termination of the Rental Agreement and undertakes to ensure that his employees and other persons authorised to process entrusted personal data undertake to keep secret the personal data and the methods of their protection, including also the period after termination of the Rental Agreement.

6. The Landlord shall enable processing personal data only by the adequately authorized persons and shall ensure maintaining confidentiality of personal data including ensuring keeping secrecy by all persons who shall be authorised by the Landlord to process personal data.

7. The Landlord shall implement all proper technical and organisational measures to ensure safety of entrusted personal data taking into account the requirements specified in Article 32 of GDPR. In particular, the Landlord protects the personal data against making them available to unauthorised persons, theft, deprivation, damage or destruction.

8. The Landlord shall ensure that the personal data entrusted for the purposes of processing are not used, altered, send, copied, made available or processed in any other way than for the purposes of meeting obligations resulting from entering into the Suites Rental Agreement or the Rules and Regulations of Suites Rental or House Regulations of Promienna 6 Tenants’ Association.

9. The Landlord shall promptly inform Guests of any cases of breach of protection of their personal data not later than within 48 hours from observing occurrence of such a breach or arising of suspicion of such a breach.

10. The Landlord shall inform a proper authority about the events referred to in Paragraph 10 above.

11. Removal of personal data should be understood as a physical destruction of personal data storage devices, and in the case of personal data stored in computer systems (IT systems) – removal of personal data or such modification of the personal data that shall make, in an irreversible manner, their assignment to an identified or identifiable person impossible.

12. Removal of personal data referred to in Paragraph 12 above shall be confirmed with a written statement of the Landlord.

13. The Landlord may entrust another entity with processing of personal data of Guests to another entity that is professionally involved in protection and processing of personal data.

14. The Guest has the right to inspect the Landlord in terms of compliance with the law with regard to her/his processed personal data. The Landlord or his authorised employees should be informed about planned inspection at least 3 days in advance. The Landlord shall comply with the right to inspect during the working hours of Reception Desk, in a manner that shall not interfere with the operations of Reception Desk employees and the operations of the Landlord.

15. In the event of termination, expiry, ending of the Rental Agreement, the Landlord undertakes to remove all personal data entrusted him under Rental Agreement and these Rules and Regulations, unless applicable provisions require storage of these data or Parties agree otherwise in a separate memorandum of understanding.

17. Detailed goals and the scope of personal data processing in VIVI RESIDENCE system.

a) Process of service ordering – for the purpose of concluding the rental agreement with potential Guests of VIVI RESIDENCE for a period of one year from the date of a service completion. During that process, the data indicated below are processed or saved.

  • ​​– names and surnames
  • ​​– e-mail addresses
  • ​​– telephone numbers
  • ​​– the information about the date of stay/overnight stay
  • ​​– the number of adult persons covered by the order
  • ​​– the information about preferences regarding stay/overnight stay
  • ​​– the number and age of children covered by the order
  • ​​– the addresses of residence
  • ​​– the numbers of pay cards/credit cards/bank accounts – for a period of 7 days from the date of a service completion
  • ​​– company data
  • ​​– contact language

b) Process of filing /handling of complaints – in terms of an ordered service while it is in progress for VIVI RESIDNECE Guests for a period of one year from the date of a service completion. During that process, the data indicated below are processed or saved.

  • ​​– names and surnames
  • ​​– e-mail addresses
  • ​​– telephone numbers
  • ​​– the information about the date of stay/overnight stay
  • ​​– the information about preferences regarding stay/overnight stay
  • ​​– the number of adult persons covered by the order
  • ​​– the number and age of children covered by the order
  • ​​– the addresses of residence
  • ​​– numbers of pay cards/credit cards/bank accounts-for a period of 7 days from the date of a service completion
  • ​​– company data
  • ​​– contact language

c) accounting service during or after completion of the period of duration of service for VIVI RESIDENCE Guests for the period of 5 years from issuing the financial-accounting document. During that process, the data indicated below are processed or saved.

  • ​​– names and surnames
  • ​​– e-mail addresses
  • ​​– possibly company data
  • ​​– e-mail addresses
  • ​​– telephone numbers

d) service of sending the proposal of stay and the information about events or current promotions, sending wishes related to a particular occasion during or after the period of rendering a service for VIVI RESIDENCE Guests until withdrawal of consent. During that process, the data indicated below are processed or saved.

  • ​​– names and surnames
  • ​​– e-mail addresses
  • ​​– possibly company data
  • ​​– telephone numbers