BOOKING TERMS AND CONDITIONS FOR ACCOMMODATION SERVICES PROVIDED ELECTRONICALLY
Version: 2026-01-30
Effective as of: the date of publication in the Booking System
1. General provisions
These terms and conditions (the “Terms”) set out the rules for using an electronic service that enables the Client to make a reservation for accommodation services at the Property, including making a payment, changing or cancelling a reservation (the “Service”).
The Terms are made available free of charge in the Booking System and may be saved by the Client (e.g., downloaded/printed). Upon the Client’s request, the Service Provider will provide the Terms in PDF format sent to the indicated e-mail address.
Using the Service requires Internet access, an up-to-date web browser, and an active e-mail address.
2. Definitions
Service Provider: BMI Property Group Sp. z o.o., Rynek Główny 24/2, 31-008 Krakow, Poland, KRS 0001159248, NIP 6762688601, REGON 541055427, e-mail: office@mainsquareapartments.pl, tel. +48 511 722 587.
System / Booking System: the booking system made available on the Property’s website, enabling the Client to submit a reservation.
Property / Accommodation Provider: the entity providing the accommodation (lodging) service indicated during the booking process and/or in the booking confirmation.
Client: a natural person (including a consumer), a legal person, or an organisational unit using the System to make a reservation.
Reservation: an action performed in the System that leads to the conclusion of an agreement concerning accommodation at the Property for a specified period, under the rate/price selected by the Client.
Consumer: a natural person acting for purposes not directly related to their business or professional activity.
Force Majeure: an external event that cannot be foreseen or prevented (e.g., natural disasters, actions of public authorities) which prevents performance of obligations.
3. The Service Provider’s role and scope of the Service
The Service Provider provides an electronic service consisting of:
a) enabling the Client to select an accommodation offer,
b) submitting a Reservation and changing or cancelling it,
c) enabling the Client to make a payment.
The accommodation agreement (lodging) is concluded between the Client and the Accommodation Provider (Property) under the terms of the rate presented in the System and in the Reservation confirmation.
Where, in a given case, the Service Provider acts as an intermediary/agent of the Accommodation Provider, this will be indicated in the booking process or the Reservation confirmation; the Service Provider may accept payments on behalf of the Accommodation Provider.
4. Conditions for using the System and concluding the agreement
To submit a Reservation, the following are required:
a) providing the data required in the form (at minimum: full name, e-mail, telephone number),
b) acceptance of these Terms,
c) acknowledging the rate terms (including cancellation and payment rules).
The Client undertakes to provide true and up-to-date information. The Service Provider/Accommodation Provider shall not be liable for the consequences of providing incorrect data (e.g., inability to send the confirmation).
Conclusion of the agreement/Reservation: after submitting a Reservation, the Client receives an automatic confirmation by e-mail. The Reservation is deemed made upon sending the confirmation (subject to availability and successful payment, if required).
The Service Provider may refuse to accept a Reservation or cancel it if:
a) there is no availability,
b) payment is not successfully completed within the required time,
c) the System detects abuse or actions threatening security.
5. Prices, payments, invoices
Prices presented in the System are gross prices, unless the System states otherwise, and cover only the elements described in the given offer.
Available payment methods and payment deadlines result from the selected rate and the System messages.
If the Client requests a VAT invoice, the Client should provide invoice details when submitting the Reservation. The Client acknowledges that requests for an invoice made after check-out or after a sale recorded with a receipt that does not include the buyer’s VAT ID (NIP) may not be fulfilled for legal reasons.
6. Change and cancellation of the Reservation (cancellation policy)
Changing/cancelling a Reservation is done via the “Manage/Modify reservation” link in the confirmation e-mail or according to the instructions in the System.
Unless the selected rate provides otherwise, the following rules apply:
a) cancellation no later than 14 days before the start of the stay – free of charge,
b) cancellation later than 14 days before the start of the stay – no refund,
c) no-show (failure to arrive) – charged the full Reservation amount.
Refunds (if applicable) are made to the same payment instrument used for payment, promptly after confirming eligibility; the posting time may depend on the payment operator/bank.
If a given rate has different change/cancellation rules (e.g., “non-refundable”), the rate terms displayed at booking and in the confirmation take precedence.
7. Right of withdrawal (consumer)
A Client who is a Consumer generally has 14 days to withdraw from a distance contract; however, this right does not apply, among others, to contracts for the provision of accommodation services where the contract provides for performance on a specific day or within a specific period.
Therefore, accommodation Reservations for a specified date/period are not subject to the statutory right of withdrawal; the cancellation rules in section 6 or the applicable rate terms apply.
8. Client obligations and security rules
The Client undertakes to use the System in accordance with the law and good practice and to refrain from actions that could disrupt its operation.
The Service Provider may block access (e.g., an e-mail address) in the event of breaches of the Terms or security rules.
9. Liability
The Service Provider exercises due care to ensure that the System operates correctly but does not guarantee uninterrupted availability.
The Service Provider’s liability for non-performance/improper performance of the electronic Service is limited to actual damage, excluding lost profits, unless mandatory law provides otherwise.
Limitations of liability do not apply to damage caused intentionally or to Consumer rights arising from mandatory law.
10. Complaints regarding the electronic Service
Complaints regarding the System operation and the booking process (the electronic Service) may be submitted:
a) by e-mail: office@mainsquareapartments.pl, or
b) by post: BMI Property Group Sp. z o.o., Rynek Główny 24/2, 31-008 Krakow, Poland.
A complaint should include: name/company name, e-mail used for booking, description of the issue, and the request.
A response will be provided within 14 business days of receiving a complete submission.
11. Out-of-court dispute resolution (consumer)
A Consumer may use out-of-court methods for handling complaints and pursuing claims (ADR) in accordance with applicable laws.
The Service Provider informs that the EU ODR platform was discontinued in 2025 and is therefore no longer a channel for submitting complaints.
12. Personal data
The rules for processing personal data are described in the Privacy Policy, which forms an integral part of the documents made available to the Client in the System.
13. Final provisions
Polish law shall apply.
Disputes shall be resolved by a court with jurisdiction under generally applicable laws; for Consumers—according to consumer protection rules.
The Service Provider may amend the Terms for valid reasons (change of law, change of System functionality, change of the booking process). Amendments apply to Reservations made after publication of the new version.
