Minors Protection Standards

When we write in the first person in this document, we, us – we mean Flatbook sp. z o.o. When we write You, your – we mean adult guests using the apartments we manage. When we write about employees – we mean all persons cooperating with us under an employment contract, mandate contract, B2B contract or other similar basis of cooperation.

We introduce this document to ensure the safety of minors who stay in the apartments we manage.

We operate in accordance with:

• the Act of 13 May 2016 on counteracting threats of crime of a sexual nature and protection of minors,
• the United Nations Guiding Principles on Business and Human Rights.

The standards define:

• how we prevent threats to minors,
• how we respond when there is suspicion that a minor is being harmed,
• the rules applicable to our employees.

Our rules also take into account minors with disabilities or special educational needs.

General Rules

1. We educate employees about circumstances indicating that a minor staying in the apartments may be harmed and on ways to quickly and properly respond to such situations.
2. All employees are introduced to the Child Protection Standards before being allowed to work.
3. We do not employ people to work directly with minors, as the nature of our business does not require it. Nevertheless, our employees may have indirect contact with minors, so we apply additional security measures.
4. We verify all employees in the Register of Offenders of Sexual Crimes.
5. Our employees submit a statement of no criminal record to us.
   
   Identification of a Minor Staying in the Apartment
   
6. When making an apartment reservation – when possible, we will ask you to provide the minor’s data.
7. After receiving the Check-in Card, we will ask you to provide:
   1. the minor’s first and last name,
   2. their PESEL number,
   3. information about kinship,
   4. additionally, if you are not the parent or legal guardian of the minor, we will ask you to confirm that you have the parent’s or legal guardian’s consent for the joint trip.
8. If we are present at the check-in, we will ask you to:
   1. show the minor’s ID card or passport (alternatively a school ID, mObywatel app, Internet Patient Account, court ruling),
   2. if there is no identity document or refusal to show it, we will ask for the minor’s data (e.g. first name, last name, address, date of birth) confirming their identity,
   3. present information or documents allowing us to establish the relationship between the minor and you,
   4. if you are not the parent/legal guardian of the minor – we will ask you to:
      1. show the parent’s or legal guardian’s consent for the joint trip (drawn up in writing, indicating the minor's data, their place of residence, phone contact to the parent/guardian, and personal data of the person to whom the parent entrusted care over the minor),
      2. if you do not have the parent’s consent for the joint trip – we will ask you for the parent’s/legal guardian’s phone number to confirm their consent for the minor’s trip and ask that person to send a written statement in this regard.
9. We may ask the minor directly for their name and surname, as well as kinship and relationship with the adult. If you obstruct this or put pressure on the minor, we will ask you to leave the room during the conversation with the minor.
10. If there are doubts about the relationship between the minor and the adult, we may refuse check-in and notify the appropriate authorities.
11. Verification is carried out respecting personal rights and taking into account the needs of minors with disabilities.
    
    Signs that may indicate a threat to a minor
    
12. We always pay attention to signs that may indicate the minor is in danger, e.g.
    1. does not know the data of the person they are with,
    2. the minor appears scared or avoids contact,
    3. the minor has visible injuries,
    4. the minor talks about violence or neglect,
    5. the adult behaves aggressively towards the minor.
       
       In such situations, we react according to the procedure below.
13. If our employee reasonably suspects that a minor may be harmed, they will immediately discreetly inform their supervisor, who will assess the situation and decide on further actions. Depending on the situation, they may:
    1. call emergency number 112 or
    2. file a report of suspected crime against the minor and notify the family court.
14. We will make efforts to ensure the minor’s safety and minimize the risk of persons leaving the scene until the arrival of the appropriate services, provided it is possible and safe.
15. In case of suspicion of harm to a minor by another adult present in the apartment (e.g. another guest), anyone who becomes aware of this information will immediately inform the supervisor, who will decide on further actions.
16. In every case, we will care for the minor’s safety.
    
    Leaving a Minor Unattended
    
17. When our employees notice a minor under 7 years old left unattended, they will urgently inform the supervisor, who will decide on the further course of action.
    1. First, they will try to find the parent/legal guardian or another adult with whom the minor is staying on the premises and explain that the minor cannot remain unattended.
    2. If that is impossible, they will notify emergency number 112.
       
       
       Rules of Contact with Minors for Employees
18. If our employee has contact with a minor:
    1. they remain patient and respectful in conversation,
    2. they listen carefully and provide answers appropriate to the minor’s age and situation,
    3. they try to talk to the minor at their eye level,
    4. they inform the minor where the Child Protection Standards can be found in a version understandable to them,
    5. they assure the minor that if they have questions, they can turn to this employee or another person designated by us,
    6. they observe equal treatment of minors regardless of gender, sexual orientation, ability/disability, social, ethnic, cultural, religious or worldview status.
19. Our employee must not:
    1. shout at, shame, humiliate, neglect or insult the minor,
    2. hit, push, shove or in any way violate the physical integrity of the minor, unless there is a threat to the minor’s health or life and it is necessary and proportionate,
    3. establish any relationships with the minor – friendly, romantic or sexual – nor make inappropriate proposals,
    4. record the minor’s image for private or official purposes (recording, photographing) without the consent of the parents/guardians and the minor themselves,
    5. contact the minor via private communication channels (phone, email, messengers, social media profiles) or meet outside the workplace,
    6. offer the minor alcohol, tobacco products or illegal substances.
20. Our employee should avoid situations where they are alone with a minor in a room.
    
    Documenting Incidents
    
21. We keep a register of incidents relating to child protection.
22. The register includes:
    1. dates of incidents,
    2. descriptions of situations,
    3. actions taken,
    4. information about any reports made to the authorities.
23. The incident register is stored in a way that protects it from unauthorized access. Access is granted only to those who need this information to perform their duties.
    
    Final Provisions.
    
24. The President of our company is responsible for implementing, applying, and periodically reviewing the Child Protection Standards and keeping the incident register.
25. We provide our employees with the standards and publish them in a place accessible to guests. We also provide a shortened version intended for minors.
26. The updated standards come into force on March 12, 2026.
27. At least once every two years, we review the standards and verify whether they are up to date, comply with regulations, and effectively protect minors.