Glossary
For the purposes of this document, the following terms have been clarified:
Meininger Hotels (also referred as "Hotel") - Meininger Hotels Poland sp. z.o.o with registered address in Grzegorzecka 10, 31-530 Krakow, Poland
Child/Minor- any person under 18 years of age.[1]
Child maltreatment - refers to any behavior that could be considered any act of violence of any type (physical, mental, verbal) and/or criminal offense (child neglect, any form of abuse etc.) against a child by any individual, or any action that poses a threat to a child's well-being. It includes both deliberate and accidental acts or failures to act by individuals, institutions, or society at large. Such actions or omissions may infringe upon a child's rights, freedoms, or dignity and/or hinder their healthy development.
Hotel Staff – a person with an employment contract or a similar contract (including internship, traineeship, volunteer etc.) working under Meininger Hotels.
[1] According to Polish law, a child is defined as anyone under the age of 18, based on Article 1 of the Convention on the Rights of the Child, adopted by the UN General Assembly on 20 November 1989. A minor is someone who has not reached adulthood—generally under 18 years of age. However, under certain conditions, a girl who is at least 16 years old can be legally recognized as an adult if she marries with the approval of a guardianship court. This court authorization is granted only for legitimate reasons and when it is believed that the marriage will serve the best interests of the new family (as outlined in Article 10 § 1 and 2 of the Polish Civil Code and Article 10 § 1 of the Family and Guardianship Code)
1. Hotel staff and ensuring safe relations with minors
a. General Rules and Strategy
As Meininger Hotels, we recognize the fundamental rights of all children as vulnerable individuals and acknowledge our responsibility to protect them within our Hotel premises. Our commitment to child protection involves:
- Respecting Children's Rights: We operate with deep respect for the rights of minors, understanding the need to safeguard their well-being in every aspect of our operations. We acknowledge and are committed to addressing the situation of minors with disabilities or with special educational needs as well.
- Social Responsibility: We embrace our role as a socially responsible entity, aiming to promote positive attitudes and behaviours that support the safety and dignity of children.
- Legal and Social Obligations: We place significant importance on the legal and social obligation to protect children from harm. In cases of suspected offenses or risks to a child's safety, we are committed to notifying law enforcement authorities immediately.
- Staff Training: To ensure all staff members are prepared to act appropriately, we provide regular training on how to recognize and respond to situations where a child may be at risk, ensuring they understand their responsibilities in reporting concerns and taking action.
Our responsibility and commitment Standards are:
- Applicable to all persons including Hotel, Hotel Staff, Guests.
- Available and accessible to all persons at the Hotel lobby and Hotel's website.
- Integral part of the contracts regarding a stay or reservation in our Hotel and applicable during the entire stay at our Hotel. The Guests acknowledge that they have reviewed these Standards and agree to their terms by reserving a room in our Hotel.
b. Training and Recruitment of the Staff
- We train our staff to recognize signs that a child might be in danger and to respond quickly and responsibly within the procedures set forth under these Standards. Training results are monitored and supported so they can help protect children and handle any concerns the right way.
- We also make sure that the people we hire are carefully selected through safe recruitment practices. In particular, prior to employment of our staff:
- First, we obtain information whether our employee is included in the Sex Offender Registry.
- In addition, we obtain information on criminal records of our employees and inspect whether our employee committed any crime provided in Chapters XIX and XXV of the Penal Code, in Articles 189a and 207 of the Penal Code, and in the Act of July 29, 2005 on Counteracting Drug Addiction (Journal of Laws of 2023, item 1939), or for corresponding offences specified in foreign laws.
- In case our potential employee has citizenship from another country other than Poland, or resided outside of Poland in the last 20 years, we additionally require our potential employee to provide:
- criminal records issued by the country of citizenship;
- criminal records issued by the resided country in the last 20 years.
- If the said resided country or country of citizenship does not provide such criminal records, our potential employee provides a statement to that effect, under penalty of criminal liability, as: "I am aware of the criminal liability for making a false statement."
c. Responsible Persons for Implementation
- At Meininger Hotels, the Hotel Manager and Assistant Hotel Managers in his/her absence are responsible for supervising the implementation and application of the Standards.
- The Hotel Manager and/or Assistant Hotel Managers organize training for staff on recognising and responding to signs of child maltreatment, in line with hotel procedures.
- The Hotel Manager and/or Assistant Hotel Managers record all incidents or interventions involving suspected child maltreatment in a dedicated log, and if a crime is suspected, evidence (e.g. surveillance footage) is secured and submitted to authorities upon request.
- The Hotel Manager and/or Assistant Hotel Managers handle cases involving staff or third-party adults, update the Standards if found necessary, and ensure they are accessible.
d. Ensuring Safe Relations and Prohibited Behaviour Towards Minors
- The fundamental approach of our Hotel Staff is to ensure a safe, attentive environment for minors, staying alert to signs of harm and not allowing a child to be isolated where relevant, ensuring they remain under the supervision of a parent, legal guardian, or authorized adult, and that minors are treated with respect, safeguarding their dignity, needs, and well-being at all times while on Hotel premises.
- It is strictly prohibited for our Hotel Staff to use any form of violence, whether physical, mental or verbal, or any other treatment which might lead to maltreatment or have the possibility to create a sense of discomfort and insecurity.
2. The principles and procedure for intervening in situations of suspected or reported abuse
a. Procedure for Identifying a Minor During the Check-in/Registration on Reception Desk
- The first positive measure we take as Meininger Hotels is to identify the relationship between the minor and the adult they are staying with. In order to identify this relationship, our hotel follows the below steps:
- At the registration desk, our hotel staff requests the minor's identity document or any other document proving that the adult is either the parent of the minor or is authorised to take care of the minor.
- In case of the failure of providing the above-mentioned documents, our Hotel Staff first inquire about the relationship between the adult and minor.
- If the adult cannot provide any documentation of parental consent or proof of legal guardianship, then our Hotel Staff kindly explains the legal requirements under Polish law and asks the adult to fill in the authorisation form available on our website.
b. Procedure in the Event of Reasonable Suspicion of Abuse or Maltreatment
- Reasonable suspicion of child maltreatment may arise in the following situations:
- A minor reports abuse to a hotel employee.
- A staff member observes signs or evidence of abuse.
- A child displays physical signs of possible abuse (such as bruises or scratches) and responds in a confused, disorganized, or embarrassed way when questioned. Other concerning factors are present, such as the discovery of child pornography in an adult guest's room.
- If a Hotel Staff member reasonably suspects that a minor staying at the Hotel is experiencing or has experienced maltreatment, they must promptly inform the Hotel Manager, or the Assistant Hotel Manager in his absence, who will then investigate the existing facts promptly and contact the Police (112 / 997) if the suspicion is very strong. In cases where the minor's safety is at immediate risk, the staff member should call emergency services immediately and report the situation. In such an instance, regardless of the action taken, the Hotel Staff shall inform the Hotel Manager, or the Assistant Hotel Manager in his absence, about the incident right afterwards.
c. Procedure in the Event of Confirmed Abuse or Maltreatment
- Whenever a staff member or any other individual becomes aware of a situation where a child is subject to maltreatment — whether by a Hotel Staff member, a third-party contractor, a parent, legal guardian or an adult staying on the premises — they must take prompt action to protect the child. If the child's life or health is at risk, the person who identifies the danger must immediately intervene and react to try to stop the event. Afterwards, considering the urgency and risk level, our hotel staff immediately calls emergency services or notifies the Hotel Manager or Assistant Hotel Manager to immediately call emergency services for Police intervention (112 / 997). They should provide to the Police:
- their full name;
- the child's details (if known);
- the child's current location;
- and a clear description of the incident.
- After notifying the police, the Hotel Manager or Assistant Hotel Manager shall notify the parents or legal guardians where applicable via phone, email or written communication. This obligation to report applies regardless of whether the suspected perpetrator is a guest, employed directly by Meininger Hotels or through a third party.
- All incidents involving suspected or observed child maltreatment must be carefully documented to support potential police investigations. This includes detailed records of what was observed or disclosed, the identity of any Hotel Staff or third-party personnel involved, and the responses taken by staff.
- The Hotel Manager or Assistant Hotel Managers are responsible for gathering all relevant information that is available connected to the incident. When the maltreatment involves a Meininger Hotels or third-party personnel, documentation should also support recommendations for prohibiting the individual from entering Hotel Premises and, if necessary, terminating their employment contract. In all cases, documentation must be clear, factual, and stored securely for access by authorities if requested. Ensuring a reliable record not only assists law enforcement but also protects the integrity of the Hotel's minor protection procedures.
3. Principles for reviewing and updating standards
- The Hotel Manager evaluates the Standards at least once every two years to ensure their adaptation to current needs and compliance.
- Evaluation includes verification of the implementation of the Standards, responding to notices of violation of the Standards, and proposing changes, if necessary, in line with current regulations.
- The conclusions of the assessment are documented in writing.
4. Final Provisions
- The Standards are effective following their publication on the website of Meininger Hotels and at the reception desk on date 21.07.2026
- The Standards are made available to all Hotel Staff, third parties, and all guests including minor guests and their parents, on the Meininger Hotels website and at the reception desk, in a language understandable to all.
