Regulations - International Travels

§ 1. General Provisions:

1. The owner of the Service and the entity providing services under the Vacation Club Service is Vacation Club 2 sp. z o.o. sp. k., based in Warsaw (00-545) at Marszałkowska 72/17, registered in the National Court Register under the number KRS 0000693165, NIP 7010564630, REGON 364139084.
2. The Service operates under the website address: www.vacationclub.pl
3. Users can contact VacationClub.pl Sp. z o.o. in the following ways:
• In writing at the address: ul. Marszałkowska 72/17, 00-545;
• By phone at the number 58 58 58 058
• Through the contact form available on the website.

§ 2. Scope of Activity and Acceptance of the Regulations:

1. The Service Provider operates as a travel agent under the provisions of Article 4, item 9 of the Act of November 24, 2017, on tourist events and related tourism services.
2. These Regulations apply to services provided by the Service Provider through the Service electronically and via the customer service hotline.
3. By using the Service, making a reservation, or using other services of the Service Provider, the User accepts the provisions of these Regulations. Failure to accept the provisions requires discontinuing the use of VacationClub.pl services.
4. The Regulations are available to Users on the website in a form that allows downloading, saving, and printing.

§ 3. Definitions Used in the Regulations:

• Platform – the IT system available at www.vacationclub.pl, enabling browsing of tour offers, making reservations, and purchasing tourism services, events, additional services, and insurance.
• Tour Operator – an entity providing tourism services according to the definition in Article 4, item 8 of the Act of November 24, 2017, on tourist events, responsible for organizing and selling trips directly or through other tourism businesses.
• Tourism Services – services offered by the Tour Operator, including tourist events, available via the Platform or the customer service hotline.
• Offer – details regarding the terms of tourism services provided by the Service Provider, including information published on the Platform and via the hotline.
• Client – a person of legal age with the capacity for legal action, as well as legal entities or organizational units using services offered through the Platform or the hotline.
• Tourist Event – a set of at least two tourism services offered as a single package, covered by a common price and presented in the offer.
• Agreement – an agreement concluded between the Tour Operator and the Client via the Service Provider, under which the Operator undertakes to provide the services specified in the offer for the agreed price.
• Hotline – a customer service center available at the number 58 58 58 058.
• Regulations – this document defining the rules for using the Platform, available at www.vacationclub.pl.
• Preliminary Reservation – the process of booking services on the Platform or via the hotline, which requires further confirmation by the consultant. If payment is not made on time, the reservation automatically expires in the Operator's system.
• Confirmed Reservation – the final confirmation made in the Operator's system, indicating the conclusion of an Agreement with the Client.
• Preliminary Order – a preliminary request to purchase services via the Platform or the hotline, which is not equivalent to a reservation of places. It requires further confirmation of service availability by the Operator.
• Terms of Participation – the rules for providing tourism services applicable to a specific Tour Operator.
• The Act – the Act of November 24, 2017, on tourist events and related tourism services.

§ 4. Types of Services

1. The Service Provider offers services related to:
• Reservation and purchase of Tourism Services offered by Tour Operators;
• Reservation of transportation tickets (air, rail, coach);
• Travel insurance and other additional services (transfers, special orders).
2. Detailed conditions for the provision of individual services may be defined in separate regulations.

§ 5. The presentations of hotels and tourist facilities posted on the Service are based on materials provided by tour operators. VacationClub.pl makes efforts to ensure that the information presented is accurate and up to date, but full responsibility for its accuracy lies with the tour operators.
VacationClub.pl acts as a travel agent, facilitating the conclusion of agreements between users and tour operators, and is not responsible for the details of the offers, such as descriptions, photos, or locations.
By booking a tourism service, the user confirms that they have read the regulations, insurance conditions, and the description of the facility offered by the tour operator.
Prices presented on the Service are identical to those offered by the tour operators. The use of the Service is free for users; the commission is paid by the tour operators. The order of offers displayed depends on many factors, such as popularity, price, or customer ratings.
VacationClub.pl uses the MerlinX system from ESS Elektroniczne Systemy Sprzedaży Sp. z o.o. and makes efforts to ensure data accuracy. However, due to dynamic price changes or simultaneous bookings, there may be discrepancies between the displayed and actual price. It is always recommended to check the details and final price of the offer. 

§ 6. Additional information in the Service, such as detailed descriptions of facilities, user reviews, photos, or location maps, is provided by third parties. These contents are for informational purposes and do not constitute part of the offer.
VacationClub.pl is not responsible for photos or reviews posted by users of the Service but reserves the right to modify or delete them if they violate the regulations. Reviews may come from various sources, including tour operators or clients who made a reservation through the Service. Despite verification, VacationClub.pl cannot guarantee their authenticity.
The Service does not publish content that violates the law, personal dignity, or good manners. Facility ratings are calculated based on data collected from tour operators and users.

§ 7. The offers visible on the website are purely informational and constitute an invitation to negotiate the terms of providing tourism services with Tour Operators.
VacationClub.pl does not participate as a party in the conclusion of agreements between Users and Tour Operators. Any comments or complaints regarding discrepancies between the offer and the actual conditions of service provision should be reported directly to the Tour Operator. An exception applies to travel insurance offered by AXA, which is treated as an offer under the provisions of the Civil Code.
Prices for additional services, such as optional excursions, presented in the offer description, are based on the most recent information obtained from Tour Operators and may change. Any price modifications are the sole responsibility of the Tour Operators.

§ 8. Reservations and purchase of tourism services can be made on behalf of oneself or other persons or entities. Any person acting on behalf of others must have the appropriate authorization. In the case of acting without authorization or beyond its scope, such a person is personally liable for all concluded agreements, both civilly and criminally.
Persons making reservations on behalf of others are obliged to provide them with the information contained in the regulations, privacy policy, and other documents made available by VacationClub.pl. VacationClub.pl reserves the right to confirm reservations made by Users on behalf of other participants via telephone.

§ 9. When purchasing tourism services, the User should ensure that they possess all required documents, such as a passport, identity card (for travel within the EU), visas, visa invitations, or other necessary documents required by the destination countries. VacationClub.pl recommends checking the current information available on the Ministry of Foreign Affairs website (Ministry of Foreign Affairs - Portal Gov.pl).
Failure to meet the requirements regarding travel documents and entry requirements does not place responsibility on VacationClub.pl.

§ 10. The data entered by the User are processed by VacationClub.pl as the data controller in accordance with the provisions of the Regulation (EU) 2016/679 of the European Parliament and Council of April 27, 2016 (GDPR) and other applicable legal regulations. Detailed principles of personal data processing are specified in the Privacy Policy available on the website (Privacy Policy | VacationClub).

§ 11. The prices listed in the offers are gross retail prices and correspond to the prices presented by the Tour Operators. The VacationClub.pl Service does not charge additional service fees for using the Service or the Hotline.

§ 12. The price presented in the Tourist Event offer includes all components listed in its detailed description, such as:

• Accommodation cost,
• Transport fee (excluding tours with own transport),
• Additional service costs as described,
• Taxes,
• Fuel and airport charges for air travel,
• Other elements specified in the tour description,
• Basic travel and accident insurance (KL and NNW).

VacationClub.pl informs about the possibility of purchasing additional insurances:

• Optional travel insurance,
• Insurance for chronic diseases,
• Cancellation insurance.

§ 13. If the Tour Operator changes or cancels the reserved tourist service after the booking, the reservation will be canceled without charging the user any costs. Each Tour Operator has the right to modify or withdraw the planned tourist event in accordance with their own terms and conditions. By using the services of the Website or the Hotline, the user accepts that VacationClub.pl is not responsible for the decisions of the Tour Operators in this regard.

§ 14. According to the terms and conditions of the Tour Operator, the price of the tourist service may change. The reason for this may be changes in fuel costs, exchange rate differences if the price was quoted in different currencies, or other circumstances outlined in the Tour Operators’ regulations.
pl is not responsible for price changes due to limited availability of places at promotional prices, the sales policy of Tour Operators, or the terms of participation in their tourist events.

§ 15. VacationClub.pl reserves the right to cancel a reservation and refund the full amount paid by the user in the case of errors in the information system of the Website or the Tour Operator that result in incorrect prices or other key details of the reserved tourist service.

§ 16. Contract Conclusion Procedure through the Website
Placing a Preliminary Order, Preliminary Order [RQ], or Preliminary Order [XOP] through the Website does not equal an immediate reservation of places in the Tour Operator's system. Availability must be confirmed by a VacationClub.pl consultant. After placing a Preliminary Order or Preliminary Reservation [OPTION], the user will receive documents regarding the selected tourist service, such as the Agreement and Terms of Participation. The provided documents are for informational purposes and constitute an invitation to conclude an Agreement.
VacationClub.pl relies on information provided by the Tour Operators, but due to the sale of services through multiple channels, there is a risk that the available places or terms may change. By accepting the terms, the user agrees to conclude the Agreement by selecting the “Confirmation of Familiarity with Documents” option and clicking the “CONFIRM” button, as well as making a payment. However, there is no guarantee that the places or price will not change. If the Tour Operator is unable to provide the Tourist Service, VacationClub.pl will promptly refund the paid amount.
Placing a Preliminary Reservation [OPTION] results in temporarily blocking places in the Tour Operator's reservation system. The user concludes the Agreement by performing the same steps as in the case of a Preliminary Order. Failure to make payment by the specified deadline will result in the automatic cancellation of the Preliminary Reservation by the Tour Operator’s system.
If the payment for the Preliminary Reservation [OPTION] is made online, the Website will automatically attempt to convert the Preliminary Reservation into a Permanent Reservation. If unsuccessful, the system will send an appropriate message and the matter will be transferred to a VacationClub.pl consultant. For payments by bank transfer, the user must send proof of payment to the specified email address. Only after receiving this proof will the consultant proceed with the conversion of the reservation.
The final confirmation of the Agreement occurs after receiving confirmation of the Permanent Reservation from VacationClub.pl after the payment has been made. If the Permanent Reservation is not confirmed by the Tour Operator, the paid amount will be refunded to the user.
The Tour Operator has the right to withdraw from the Agreement in accordance with the applicable Terms of Participation. The Agreement includes materials such as brochures, leaflets, content on the Tour Operator's website, and Terms of Participation and Insurance.

§ 17. Contract Conclusion Procedure through the Hotline
Placing a Preliminary Order, Preliminary Order [RQ], or Preliminary Order [XOP] via the Hotline does not result in an automatic reservation of places in the Tour Operator's system. Each time, confirmation of availability by a VacationClub.pl consultant is required. After placing a Preliminary Order or Preliminary Reservation [OPTION], the user will receive documents related to the selected tourist service, including the Agreement and Terms of Participation. These documents serve as an invitation to conclude the Agreement, and their receipt does not equal the conclusion of the Agreement.
pl, relying on data from the Tour Operators, notes that the availability of places or terms of the offers may change since services are sold concurrently through different channels. Placing a Preliminary Order implies acceptance of the possibility of modifying the offer's terms. In the case of concluding the Agreement through the Hotline, the user agrees to its conclusion by selecting the “Confirmation of Familiarity with Documents” option, clicking the “CONFIRM” button, and making the payment.
Once the feasibility of the service is confirmed, VacationClub.pl may accept the terms of the Agreement or offer other options. If the service cannot be provided, the paid amount will be refunded as soon as possible.
Placing a Preliminary Reservation [OPTION] via the Hotline results in temporarily blocking places in the Tour Operator's reservation system. The user finalizes the Agreement in the same way as with the Preliminary Order. Failure to make the payment by the specified deadline will result in the automatic cancellation of the reservation by the Tour Operator’s system.
If the Preliminary Reservation [OPTION] is paid (via card, online, or transfer), the VacationClub.pl consultant will manually change the reservation status to Permanent Reservation.
The final confirmation of the Agreement is made by sending confirmation of the Permanent Reservation from VacationClub.pl after the payment has been made. If the Permanent Reservation is not approved by the Tour Operator, the paid amount will be refunded to the user.
The Tour Operator has the right to withdraw from the Agreement in accordance with the applicable Terms of Participation. The Agreement includes materials such as brochures, leaflets, information on the Tour Operator’s website, and Terms of Participation and Insurance.

§ 18. The amount of payment and the number of installments depend on the rules set by the respective Tour Operator and the time remaining until the start of the trip. In the case of a departure date approaching, the full amount must be paid, even if the Permanent Reservation has not yet been issued.

§ 19. Available payment methods in VacationClub.pl include:
• bank transfer,
• online card payments,
• transactions via online payment services, such as Tpay.pl,
• vacation vouchers accepted by VacationClub.pl.

§ 20. Bank transfer payments should be directed to the account specified in the documents related to the selected tourist service or online payment. Transactions made using credit cards, debit cards, and e-transfers are handled through the Tpay.pl platform, in accordance with its regulations.

§ 21. Unless required by law to be in another form, all documents related to the purchase of tourist services or other services available on the Website will be sent to the user electronically to the specified email address. These documents are ready for printing.
For transactions made through the VacationClub.pl Hotline or the Hotline, documents are sent to the email address provided during the conversation or, at the user’s request, to a postal address.

§ 22. VacationClub.pl is not responsible for the implementation of the tourist service by the Tour Operator or for any changes made during the stay. All comments and complaints should be addressed directly to the Tour Operator, who is responsible for their substantive consideration.

§ 23. The possibility of changing or canceling a Reservation depends on the terms set by the Tour Operator, which are provided to the User with the Reservation.

§ 24. Changes or cancellations made after the conclusion of the Agreement may incur additional handling fees in accordance with the Tour Operator’s terms presented in the Reservation documents.

§ 25. In the case of additional costs resulting from the change or cancellation of the Reservation, the User must provide written or electronic consent to the deduction of the required amount by VacationClub.pl. If the deposit does not cover these costs, the User will be informed of the further steps regarding the payment of the missing amount.

§ 26. VacationClub.pl is not responsible for changes or cancellations of the reservation made by the tour operator.

§ 27. The user is required to confirm the flight or departure times by contacting VacationClub.pl or the tour operator at least 24 hours before the planned trip.

§ 28. VacationClub.pl informs the user of any changes to the reservation based on messages received from the tour operator.

§ 29. Complaints related to the services of VacationClub.pl should be sent to the company’s registered office at: Marszałkowska 72/17, 00-545 Warsaw.
A correctly submitted complaint should include the complainant’s details (name, address, optionally email and phone number) and a description of the issue. Missing details may extend the process of handling the complaint.
Complaints are processed within 14 days from the date of receiving a complete submission.

§ 30. In matters not regulated by these Terms and Conditions, the provisions of the Civil Code and applicable laws shall apply.

§ 31. Disputes regarding the services of VacationClub.pl are resolved by competent common courts in accordance with applicable legal provisions.

§ 32. VacationClub.pl is not responsible for damages incurred by users due to the inability to travel due to force majeure or reasons beyond its control, such as cancellation of the trip by the tour operator, airline staff strikes, or other unforeseen events.

§ 33. By using the service, the user declares that they fully understand and accept all provisions of the Terms and Conditions.

§ 35. To use the service, the user must have a computer with internet access and a web browser. During the use of the service, cookies may be installed on the user's device, and the usage rules are described in the Privacy Policy.

§ 36. VacationClub.pl reserves the right to make changes to the Terms and Conditions. The new provisions come into effect no earlier than 7 days after their publication on the website. Contracts concluded before the changes will be executed based on the previous terms. Continuing to use the service after changes means acceptance of the new provisions.

§ 37. A user who is a consumer may use extrajudicial methods of dispute resolution, and information on this is available from municipal consumer ombudsmen, provincial trade inspection authorities, and on the website of the Office for Competition and Consumer Protection:
• www.uokik.gov.pl/rejestr_podmiot_uprawnionych.php
• www.uokik.gov.pl/pozasadowe_rozwiazywanie_sporow_konsumenckich.php