Back to Flatbook
Back to Flatbook

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 mention employees – we mean all persons cooperating with us based on an employment contract, mandate contract, B2B contract, or another similar basis of cooperation.

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

We operate in accordance with:

  • the Act of May 13, 2016, on counteracting threats related to sexual crimes and protecting minors,
  • the United Nations guidelines on business and human rights.

The standards specify:

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

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

General Principles

  1. We educate employees about circumstances indicating that a minor staying in the apartments may be harmed and about ways of prompt and appropriate response to such situations.
  2. We acquaint all employees with the Minor Protection Standards before allowing them to work.
  3. We do not employ people to work directly with minors, as the nature of our activity 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 Registry of Sexual Offenders.
  5. Our employees submit a declaration of no criminal record.

    Identification of a minor staying in an apartment
  6. When you make an apartment reservation—when possible, we will ask you to provide data of the minor.
  7. After receiving the Registration 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 consent of the parent or legal guardian for the joint trip.
  8. If we are present during check-in, we will ask you to:
    1. show the minor’s ID card or passport (or school ID, mObywatel application, Internet Patient Account, court ruling),
    2. if no identity document is provided or showing it is refused, we will ask for the minor’s data (e.g., name, surname, address, date of birth) to confirm their identity,
    3. provide information or documents allowing to establish the relationship between the minor and you,
    4. if you are not the parent/legal guardian of the minor, we will ask:
      1. to show written consent of the parent or legal guardian for the joint trip (including the minor’s data, residence address, contact phone number of the parent/guardian, and personal data of the person entrusted by the parent with care of the minor),
      2. if you do not have the parent’s consent for the joint trip, we will ask for the parent/legal guardian phone number to confirm consent for the minor’s trip and request that person to send a written statement on this matter.
  9. We may ask the minor directly for their name and surname as well as kinship and relationship with the adult. If you hinder this or exert 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 appropriate authorities.
  11. Verification is conducted with respect for personal rights and considering the needs of minors with disabilities.

    Signals that may indicate a threat to a minor
  12. We always pay attention to signals 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 toward the minor.

      In such situations, we react according to the procedure below.
  13. If our employee has justified suspicion that a minor may be harmed, they will immediately and discreetly inform the supervisor, who will assess the situation and decide on further actions. Depending on the situation, they may:
    1. call the emergency number 112, or
    2. file a report about suspicion of a crime against a minor and notify the family court.
  14. We will make efforts to ensure the minor's safety until the arrival of appropriate services and reduce the risk of persons leaving the scene if 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 immediately informs 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. If our employees notice a minor under 7 years left unattended, they will immediately inform the supervisor. The supervisor will decide on further procedure.
    1. First, they will try to find the parent/legal guardian or another adult with whom the minor stays on the premises and explain that a minor cannot be left unattended.
    2. If this is impossible, they will notify the emergency number 112.


      Rules for employees’ contact with minors
  18. If our employee has contact with a minor:
    1. they maintain patience and respect in conversation,
    2. listen carefully and provide answers appropriate to the minor’s age and situation,
    3. try to talk to the minor at eye level,
    4. inform the minor where the Minor Protection Standards are located in a version understandable to them,
    5. assure the minor that if they have questions, they can address them to this employee or another designated person,
    6. respect equal treatment of minors regardless of gender, sexual orientation, ability/disability, social, ethnic, cultural, religious status, and worldview.
  19. Our employee must not:
    1. shout at, shame, humiliate, neglect, or insult the minor,
    2. hit, shove, push, or in any way violate the physical integrity of the minor, except when 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—or make inappropriate proposals,
    4. record the minor’s image for private or official purposes (recording, photographing) without consent of 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 the minor in a room.

    Documenting events
  21. We keep a register of events related to minor protection.
  22. The register contains:
    1. dates of events,
    2. descriptions of situations,
    3. actions taken,
    4. information about any report made to authorities.
  23. The register of events is stored securely to prevent unauthorized access. Only persons who need this information to perform their duties have access to it.

    Final provisions.
  24. The President of our company is responsible for implementing, applying, and periodically reviewing the Minor Protection Standards, as well as maintaining the register of events.
  25. We make the standards available to our employees and publish them in a place accessible to guests. We also provide a condensed version intended for minors.
  26. The updated version of the standards comes into force on March 12, 2026.
  27. At least once every two years, we review the standards to verify their relevance, compliance with regulations, and effectiveness in protecting minors.