Child Protection Procedure

CHILD PROTECTION PROCEDURES AT BACHLEDA LUXURY HOTEL KRAKÓW MGALLERY COLLECTION

In alignment with the United Nations' guidelines on business and human rights, and recognizing the critical role of business in upholding children’s rights—particularly the right to protection from all forms of harm—Bachleda Luxury Hotel MGallery Collection adopts this document as a guide for principles and procedures in cases where harm to a child within the hotel premises is suspected, and for preventing such risks.

The child protection policy at our Hotel will be implemented through the following principles.

Guiding Principles

• Respect for Human Rights: Bachleda Luxury Hotel MGallery Collection operates with the utmost respect for human rights, particularly the rights of children, who are especially vulnerable to harm.
• Social Responsibility: The hotel acknowledges its role in conducting socially responsible business and promoting positive social attitudes.
• Duty to Report: The hotel underscores the legal and social obligation to notify law enforcement of any suspected criminal acts involving harm to children, committing to training its staff in this regard.
• Staff Education: The hotel commits to educating staff on recognizing circumstances that may indicate a child at risk and on appropriate, swift responses to such situations.
• Identification of Children’s Relationships: As a preventive measure, identifying a child and their relationship to the accompanying adult is crucial. Staff are encouraged to take all possible steps to ascertain the identity of the child and their relationship with the adult in question.

Procedure in Case of Suspected Harm to a Child

1. Identification: Whenever possible, identify the child and their relationship with the accompanying adult.
2. Unusual or Suspicious Situations: In unusual or suspicious situations indicating potential risk to the child, reception staff must conduct identification procedures. Examples of suspicious situations are provided in Appendix 1.
3. Verification of Relationship: To identify the child and their relationship with the accompanying adult:
   • Request the child’s identity and their relationship with the adult. Staff may ask for ID or other documents confirming the adult’s guardianship. Examples of such documents are listed in the footnote.
   • If there is no document verifying the relationship, ask the adult and child about their relationship. A sample script for this conversation is provided in Appendix 2.
   • If the adult is not the child’s parent or legal guardian, ask if they possess a document with parental consent for travel with the child.
   • If no such document is available, request the parents' contact information to confirm that the child is with the adult under parental knowledge and consent.
4. Explanation for Compliance: If the adult is hesitant to present documents or clarify their relationship with the child, explain that this procedure is to ensure child safety in compliance with NGO-recommended standards.
5. Observation: If the conversation fails to dispel doubts about the adult’s intentions, discreetly notify a supervisor and, if present, security personnel.
6. Continuous Monitoring: Once suspicions arise, both the child and adult should remain under staff observation and not be left alone.
7. Supervisor Decision-Making: Upon notification, the supervisor decides on contacting law enforcement or further engaging the adult to clarify their intentions.
8. Law Enforcement Notification: If there is substantiated suspicion of a crime, the supervisor contacts the police. Further procedures apply in cases indicating harm to a child.
9. Reporting by Other Staff: If other staff (e.g., housekeeping, bar, or relaxation area staff) witness suspicious situations, they must immediately inform a supervisor, who will take appropriate action.

Procedure in Case of Circumstances Indicating Child Harm

1. Immediate Police Notification: If there is a well-founded suspicion of harm to a child on the premises, contact the police immediately by dialing 112 and describe the incident. The person witnessing the event (employee or supervisor) should make the call.
2. Definition of Suspicion: A well-founded suspicion of harm includes situations where:
   • The child discloses abuse,
   • The employee witnesses abuse,
   • Visible injuries on the child raise concern (e.g., scratches, bruises) and the child responds inconsistently or hesitantly, or if other concerning circumstances arise, such as finding child-related pornographic materials in an adult’s room.
3. Restriction of Movement: If possible, prevent the child and the suspect from leaving the premises.
4. Citizen's Detention: In justified cases, a civilian detention of the suspected individual may occur. Maintain surveillance of the individual by two staff members in a private room until the police arrive.
5. Child Safety: Ensure the child’s safety, keeping them under staff care until police arrive.
6. Evidence Preservation: If a crime involving biological material (e.g., semen, saliva, skin cells) is suspected, take steps to prevent the child from washing, eating, or drinking until police arrive.
7. Documentation and Reporting: After police take over, secure video surveillance and other relevant evidence (e.g., documents) and provide copies to the prosecutor or police upon request. Record the incident in an event log or designated document.

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Appendix 1: Examples of Suspicious Situations That May Indicate Child Harm

Reception

• The guest refuses to provide their or the child’s personal information.
• The guest immediately takes the child to the room, avoiding contact with reception staff.
• The guest claims to have no documents for themselves or the child and refuses further explanation.
• The guest invites unregistered individuals who stay briefly.
• The guest pays in cash or with a prepaid card daily or asks someone else to pay.
• The guest books a room by the hour or for an extended period.
• The guest arrives with items that might be given to children as gifts.
• The child is dressed inappropriately for the weather or inconsistently with the adult’s attire.

Restaurant and Bar

• An adult comes to the restaurant with a child who was not previously registered.
• Unregistered individuals appear to be soliciting clients or offering items.
• The guest inquires about adult services involving young people.
• Children seem uncomfortable, avoid eye contact, or exhibit signs of stress.

Housekeeping

• A "Do Not Disturb" sign remains on the door of a room with children for extended periods.
• Refusal of room cleaning for the guest’s entire stay.
• A large amount of cash is visible in the room.
• Children are left alone in the room for extended periods or do not leave the room.

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Appendix 2: Sample Script for Conversations with Adults and Children During Identification

When speaking with an adult, remain calm, polite, and patient. Begin by explaining that the hotel has child protection procedures, requiring staff to verify the child’s details or relationship with the adult.

Example Conversation with the Client: “Due to our child protection policies, we request identification for all guests at registration. Does the child have any identification?”

If the child lacks identification or if there is doubt about the adult’s guardianship, additional questions may clarify the situation:

• What is the child’s name and age?
• Are you the legal guardian? Or is the child related to you?
• Do you have a document from the child’s guardians indicating that the child is under your care?

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By making the presence of these procedures known, staff can verify guest details and child relationships when necessary.