Terms & Conditions of Booking

1. Terms and conditions governing use of the ‘cop19accommodation’ website.
These terms and conditions set out the rights and obligations of all users (either as individuals or as a group) and those of Booking Operator in relation to the services offered by Booking Operator by way of this website. Before you click on the „confirm” button at the end of the booking process, please carefully read these terms and conditions. By clicking on the „confirm” button you are consenting to be bound by these terms and conditions. If you do not agree to all of the terms and conditions, do not click on the „confirm” button. If you have any questions about our terms and conditions, please e-mail us at: cop19-accommodation@mazurkas.pl

2. Parties
These terms and conditions are made between Booking Operator and whosoever shall use this website („You”) and accommodation provider (“Hotel”).

3. Use of Site
You may only use the website to make legitimate enquiries or bookings and hereby undertakes not to make any speculative, false or fraudulent booking or any booking in anticipation of demand. You also undertake to provide correct and accurate e-mail, postal and/or other contact details to Booking Operator and acknowledge that Booking Operator may use these details to contact you in the event that this should prove necessary.

4. Making a Booking
By making a reservation through Booking Operator, you enter into:
a) a direct (legally binding) contractual relationship with the accommodation provider at which you book while choosing the payment by credit card (i.e. credit card is charged by Hotel and receipt/invoice is issued by Hotel
b) a direct (legally binding) contractual relationship with Booking Operator on behalf of Hotel while choosing the payment by bank transfer.
We act as an intermediary or hotel operator between you and the Hotel, transmitting the details of your reservation to the relevant accommodation provider and sending you a confirmation email for and on behalf of the accommodation provider.
Any booking made or order placed by you shall be deemed to be an offer by you to purchase the relevant hotel accommodation subject to these booking conditions. No contract between you and Booking Operator / Hotel shall come into existence until Booking Operator /Hotel receives payment in full or charge the given credit card.

5. Payment by credit card or bank transfer
The accommodation providers require credit card details in order to guarantee your reservation. As such, we will send your credit card information directly to the Hotel at which your booking is made and the Hotel charge your credit card as well. In order to safeguard and encrypt your credit card credentials, we use the Secure Socket Layer (SSL) technology for our services.
For certain cases Booking Operator accepts an advance payment by wire transfer Please check the room details thoroughly for any such conditions prior to making your reservation.

6. Accommodation costs, service cost
When you receive your voucher, Booking Operator and/or its suppliers accepts responsibility for paying your accommodation costs.
The booking service is free of charge. Booking Operator we will not charge you for the service or add any additional reservation fees except for the accommodation cost (if room cost is charged by Booking Operator)

7. Currency
The prices are presented and will be charged in local currency, i.e Polish Zloty (PLN). On the website prices are also converted in Euros (EUR) for your information only. The currency converter is provided for your convenience in side menu of the site. The currency and amount you see displayed on the final booking page is the amount that Booking Operator / Hotel will charge your credit card or request the wire transfer. Booking Operator reserves the right to convert and charge this amount in your credit card currency. Your bank may impose additional fees on the transaction, over which Booking Operator has no control. Please note that exchange rates fluctuate daily.
For payments by bank transfer will receive a proforma invoice including due amount in PLN and necessary bank details.

8. Price changes
Booking Operator reserves the right to revise all published prices at any time and for any reason, however no change in price will be made once a booking has been confirmed.

9. Additional charges by Hotel
Please note that all prices on the Site are for your Hotel room reservation only and are for the requested stay dates and for the number of room selected, unless indicated otherwise. The Hotel room reservations rates are displayed per room and per night. Without prejudice to what is set out below, you will see the total inclusive price prior to confirming your booking on the last booking page (before the final confirmation screen). Please verify every step of your reservation on the booking form; you can discontinue the booking at any time prior to the final confirmation screen (please see below for post-booking cancellations). What is included in the rate is displayed on the Site (under the Hotel information section or prior to the final booking confirmation) and/or in the confirmation email/voucher. Breakfast is included unless explicitly stated otherwise. Please verify the Hotel description or policies on the Site. Insurance of any kind is never included in the rates. The Hotel may also refuse to accept additional persons if not duly informed in advance. Optional incidental fees and personal consumptions are almost never included, for example, parking charges, minibar charges, phone calls, room service, food & beverage, movie rentals, internet, etc.

10. Amendments and cancellations by you
There are no universal amendment, cancellation and no show policies. They will vary from hotel to hotel and will depend on many factors including but not restricted to travel dates, hotels and events. As a result Booking Operator will display each specific amendment, cancellation and no show policy, after a search has been performed, on the booking review and payment page for each individual hotel. It will also be confirmed in your confirmation email.
For your stay:
Cancellations and/or amendments of bookings will only be valid if affected through the web site or to Booking Operator in writing and reconfirmed to a customer in writing by Booking Operator.
If you do not arrive at the accommodation on the date on which you are due to arrive, the hotel may mark your booking as a “no-show” and release the room for re-sale. This can result in a penalty, this will be clearly stated the amendment and cancellation terms of your booking.
Should you leave the accommodation earlier than the date on which you booked to leave, then you will only be entitled to cancel or amend the booking from the time when Booking Operator receives notification from you in due time. All such cancellations and amendments are subject to the cancellation charge. Please note that this is a guideline and is actually decided on a case by case basis and is up to the hotels discretion/policy at the time of your stay.
On occasions, particularly during fair periods it may be necessary to vary these terms in accordance with terms laid down by our suppliers. Booking Operator reserves the right to alter this charging structure in such circumstances by notifying you in advance and gaining your acceptance.
Please note, if your flights are cancelled, we are not liable to refund you with the cost of your accommodation. We therefore strongly recommend that you arrange adequate travel insurance for your trip.

11. Accuracy of Information
By Booking Operator:
Booking Operator and its suppliers have taken reasonable care to ensure that the content of the website including all hotel information, city information and listings are accurate. The hotel information and listings are compiled from information provided by the hotels that are listed. Booking Operator publishes such information in good faith. You acknowledge and accept that Booking Operator cannot be held responsible for any inaccuracies in such information, nor can liability be accepted for changes to facilities which are not notified to Booking Operator by the hotel in question. You also acknowledge that while Booking Operator endeavours to keep accurate and up-to-date all information contained on this website, Booking Operator cannot be responsible for errors, omissions or misleading information contained in the hotel listings or information.

By the guest:
Booking Operator, its partners and the hotels are required to be advised of the correct names of all the guests for each reservation. Should TBA, N/A or any other abbreviation be used in place of a guests names, the hotel has the right to either request for the full names and/or reject the booking until these names are provided.

In order to make a booking you must be over 18 years old and have the full legal capacity to make the transaction. You undertake that the credit or debit card you are using is your own and that there are sufficient funds to cover the cost of the transaction. You accept financial responsibility for all transactions made under your name or account.

You undertake that the details you provide us with in making a booking are fully correct. Booking Operator reserves the right not to accept certain credit cards. Booking Operator may add or remove other payment methods at its discretion.

12. Errors on the web site
Prices and availability are subject to change without notice. Errors will be corrected where discovered, and Booking Operator reserves the right to revoke any stated offer and to correct any errors, inaccuracies or omissions including after an order has been submitted and whether or not the order has been confirmed and your credit card charged. If your credit card has already been charged for the purchase and your order is cancelled, Booking Operator or Hotel will issue a credit to your credit card account in the amount of the charge. Individual bank policies will dictate when this amount is credited to your account.

13. Communication
By placing the order and completing a booking, you agree to receive the email correspondence confirming your booking, relevant booking modifications or cancellation emails, including reminder emails in instances where you have not finalised a booking, communications initiated from us or the accommodation provider regarding your booking, and the emails for which you may have actively opted in. We shall not send you any further notices, emails or correspondence, unless you specifically agree otherwise.

14. Complaints
Any complaint regarding the Hotel should be notified to the Hotel Reception desk or to the relevant Hotel Representative during your stay at the hotel and the hotel management must be given adequate opportunity to rectify the situation from the outset. Where any such complaint is not rectified by the hotel in question to your satisfaction, you should contact Booking Operator immediately and Booking Operator will endeavour to assist. Should you remain unsatisfied a further complaint should be made in writing to Booking Operator not later than seven days after termination of the hotel stay. Where possible, the written complaint to Booking Operator should be supported by photographs or other written/visible proof of the complaint.

15. Passports and Visas
Booking Operator cannot be held liable for any loss incurred in the event of your failure to hold the necessary passports, visas and documentation for your journey. You are advised to check with the relevant visa departments of your nearest Polish Embassy or Consulate.

16. Consequential Loss
Under no conditions and in no event shall Booking Operator or its suppliers be liable for any consequential or special damages or losses, however arising, (including, but not limited to negligence or breach of these terms and conditions or otherwise) or for any loss of data, profit, revenue or business, howsoever caused even if that loss or damage was foreseeable by, or the possibility of it was brought to the attention of Booking Operator.

17. Headings
The headings used in these Terms and Conditions are included for convenience only and shall not define, extend, limit or otherwise affect these Terms and Conditions.

18. Force Majeure
If as a consequence of Force Majeure, Booking Operator is obliged to curtail, alter or cancel a booking, you shall not be entitled to claim compensation for any loss arising as a consequence of the said curtailment, alteration or cancellation. The term „Force Majeure” includes but is not limited to acts of God, natural disaster, fire and any other destruction of any accommodation booked, riots, acts of war or civil commotion, exercise of legislative, municipal, military or other authority, strikes, industrial action or any other reason beyond the control of Booking Operator.

19. Entire Agreement
These terms contain the entire agreement between Booking Operator and you and supersedes any prior understandings or agreements (whether oral or written) regarding the subject matter and may not be amended or modified unless expressly agreed by Booking Operator in writing.
Governing Law: these Terms and Conditions are subject to Polish Law and to the exclusive jurisdiction of the Regional Court for the Capital City of Warsaw.

20. Privacy Policy
If you supply us with personal information we will use your information in accordance with the purposes of hotel reservation or with particular purposes identified in our web site and to mail or email communications to you about COP 19. Any personal data that you might provide us will be processed with all the security and confidentiality guarantees, set in the Polish Personal Data Protection Act.
We respect your right to privacy, and do not collect any personal information about you on this site without your consent. We will not pass your personal information to any third parties other than requested Hotel.
You have a right under the Data Protection Act 1997 to access the information we hold about you, subject to certain conditions. If you wish to update, amend or access the information we hold please contact us. Alternatively you may write to us at: cop19-accommodation@mazurkas.pl or to our postal address.

21. About COP 19 Hotels Booking Operator
All of our services are rendered by Mazurkas Travel Biuro Podróży Sp. z o.o., which is a private limited liability company, incorporated under the laws of Republic of Poland with its registered office in Poland, address: ul. Spisaka 12,02-495 Warszawa, entered in the register of businesses conducted by the District Court for the capital city of Warsaw in Warsaw, XIII Division of the National Court Register under KRS no: 0000128046, NIP no: 522-000-29-95 (tax identification number), REGON no: 002005310.

More information or questions?
Please also refer to our FAQs on the Site