Terms of use | Polonia Medica

TERMS AND CONDITIONS FOR THE USE OF THE POLONIA MEDICA WEBSITE

1. General Provisions

1.1. These Terms and Conditions define the rules for using the Polonia Medica website, available at www.poloniamedica.com, operated by Full company name, address, NIP/KRS.

1.2. The purpose of the Portal is to connect patients (both from Poland and the Polish diaspora abroad) with Polish medical clinics, health resorts, wellness centers, and addiction therapy facilities, as well as to enable teleconsultation bookings.

1.3. The terms used in the Terms and Conditions mean:

Portal / Polonia Medica – the website available at www.poloniamedica.com.
Service Provider – Full company name, address, NIP/KRS, operating the Portal.
User / Patient – a natural person using the Portal to search for, book, or purchase medical, health resort, wellness, or addiction therapy services.
Partner Facility – a clinic, health resort, wellness & SPA center, addiction therapy center, medical or psychological office cooperating with the Service Provider and offering its services via the Portal.
Service – a medical procedure, health resort stay, wellness package, addiction therapy, or teleconsultation offered by Partner Facilities via the Portal.

1.4. Using the Portal means acceptance of these Terms and Conditions.

2. Rules for Using the Portal

2.1. The Portal is used to search for, book, and purchase Services offered by Partner Facilities.

2.2. The Service Provider makes every effort to ensure that the information presented on the Portal is up-to-date and accurate, but reserves the right for errors to occur.

2.3. Using the Portal is free for Users in terms of searching for offers. Fees are charged for booking or purchasing Services, in accordance with the price list presented on the Portal.

2.4. The User is obliged to use the Portal in accordance with the law, these Terms and Conditions, and good practices.

3. Registration and User Account

3.1. Using some functions of the Portal (e.g. booking Services, access to personalized offers) requires registration and creating a User account.

3.2. Registration is voluntary and free of charge. The User provides the data necessary to create an account, which must be true.

3.3. The User is responsible for the security of their account and password.

4. Booking and Purchasing Services

4.1. Teleconsultation Booking Process (Doctor/Psychologist):

a) The User selects a specialist and preferred meeting date. b) Fills in the booking form with their data. c) A Polonia Medica consultant verifies availability and confirms the booking in the User's client panel (email/SMS notification). d) The User makes payment for the consultation within the specified time.

4.2. Medical Procedure Booking Process:

a) Searching for and selecting an offer. b) Mandatory teleconsultation with a Polish Service Provider doctor to assess health and match the treatment plan. c) Receiving a personalized offer in the client account. d) Confirmation of the booking by the User and payment for the Service.

4.3. Other Services Booking Process (Health Resort, Wellness & SPA, Addiction Therapies):

a) The User searches for and selects an offer. b) Fills in the booking form (preferred stay date, travel information: from Poland/abroad). c) Receives a personalized offer in the client account. d) Confirmation of the booking and payment for the Service.

4.4. The Service Provider is an intermediary in booking Services. The contract for the provision of the Service is concluded directly between the User and the Partner Facility.

4.5. Detailed terms of the provision of individual Services (including cancellation policy, date changes, refunds) are specified by the Partner Facilities and are available in the offer descriptions.

5. Prices and Payments

5.1. The prices of Services provided on the Portal are gross prices and include applicable taxes.

5.2. Payments for Services are made via secure electronic payment systems.

6. Liability

6.1. The Service Provider is not responsible for the quality, course, or effects of the Services provided by Partner Facilities. Responsibility in this respect lies with the Partner Facilities.

6.2. The Service Provider makes every effort to ensure the continuous and failure-free operation of the Portal, but does not guarantee its uninterrupted operation.

6.3. The Service Provider is not responsible for damages resulting from improper use of the Portal by the User.

7. Health Tourism – Additional Support for Patients from Abroad

7.1. Polonia Medica offers additional support services in the field of health tourism for patients from abroad (including the Polish diaspora).

7.2. The scope of support includes, among others: assistance in organizing travel (flights, transfers), booking accommodation, medical translator support, coordination of visit schedules, assistance with formalities and insurance matters.

7.3. Detailed terms and costs of health tourism services are determined individually.

8. Personal Data Protection and Privacy Policy

8.1. The administrator of Users' personal data is the Service Provider.

8.2. Detailed rules for the processing of personal data and the cookie policy are specified in the Portal's Privacy Policy, available at Privacy Policy.

8.3. The Service Provider ensures the highest standards of personal data protection, in accordance with applicable regulations (GDPR).

9. Complaints

9.1. Complaints regarding the operation of the Portal should be submitted to the Service Provider electronically at reklamacje@poloniamedica.com

9.2. Complaints regarding the quality or performance of Services provided by Partner Facilities should be submitted directly to the relevant Partner Facility. The Service Provider may, at the User's request, mediate contact.

10. Final Provisions

10.1. The Service Provider reserves the right to change these Terms and Conditions at any time. Changes come into force on the day they are published on the Portal.

10.2. In matters not regulated by these Terms and Conditions, the provisions of Polish law shall apply.

10.3. Any disputes arising from the use of the Portal will be resolved by the competent common courts in Poland.

TERMS AND CONDITIONS FOR THE SALE OF SERVICES BY ELECTRONIC MEANS

1. Subject of the Terms and Conditions

1.1. These Terms and Conditions define the rules for the sale of services offered by Cargo & Travel Agency Jan Korsak, operating under the brand name Polonia Medica, hereinafter referred to as the “Services”

1.2. The seller of the Services is:

Cargo & Travel Agency Jan Korsak operating under the brand name Polonia Medica Address: ul. Św. Rocha 31, 42-202 Częstochowa, Poland NIP (Tax ID): 573-020-53-78 REGON: 002762783 E-mail: contact@poloniamedica.com Phone: +48 601 525 111 hereinafter referred to as Polonia Medica.

1.3. Sales agreements are concluded:

a) via the website, b) by e-mail, c) by telephone.

1.4. These Terms and Conditions specify in particular:

the rules for booking services,
payment terms,
rights and obligations of the parties,
complaint procedure,
rules for withdrawal from the agreement.

2. Definitions

2.1. Seller / Organizer – Cargo & Travel Agency Jan Korsak operating under the brand name Polonia Medica.

2.2. Buyer – a natural person, legal person, or organizational unit entering into an agreement.

2.3. Consumer – a Buyer who is a natural person making a purchase not directly related to their business activity.

2.4. Service – medical, rehabilitation, tourism, or organizational services offered through the Polonia Medica portal.

2.5. Sales Agreement – a distance contract concerning the provision of services.

2.6. System – the online booking system.

2.7. Booking – the process of ordering a Service by the Buyer.

3. Inquiry and Availability of Services

3.1. The Buyer may submit an inquiry about a Service:

a) by e-mail, b) by telephone, c) through the contact form on the Website.

3.2. The inquiry should include:

a) the type of Service, b) the date, c) the number of participants.

3.3. After availability has been confirmed, a Booking may be made.

4. Booking and Conclusion of the Agreement

4.1. A Booking is made after:

providing contact details,
selecting the Service,
accepting these Terms and Conditions.

4.2. Confirmation of the Booking is conditional upon payment of the Service price.

4.3. The Agreement is concluded when the amount corresponding to the Service price has been credited.

4.4. Failure to make payment shall result in cancellation of the Booking.

5. Payments

5.1. Payments may be made:

by bank transfer,
through online payments,
by card or BLIK, if available.

5.2. Payment details are provided to the Buyer during the Booking process.

5.3. The Seller shall not be liable for technical problems on the part of payment operators.

5.4. In the case of international payments:

payments may be made in EUR or USD,
additional bank fees may apply,
exchange rates are determined as at the transaction date.

6. Rights and Obligations of the Parties

6.1. The Buyer undertakes to:

provide truthful data,
comply with these Terms and Conditions.

6.2. The Seller undertakes to:

perform the Services in accordance with the offer,
ensure an appropriate organizational quality of the Services.

6.3. The Buyer has the right to submit complaints regarding the Services.

7. Complaints

7.1. Complaints may be submitted:

by e-mail,
in writing.

7.2. A complaint should include:

the Buyer’s details,
a description of the issue,
the Booking number.

7.3. The Seller shall consider the complaint within 14 days of receiving it.

8. Withdrawal from the Agreement

8.1. The Consumer has the right to withdraw from the Agreement within 14 days of its conclusion.

8.2. This right may not apply in the case of Services:

fully performed,
related to a specific date of performance, for example treatment stays or other stays.

8.3. Refunds shall be made within 14 days of receiving the withdrawal notification.

9. Cancellation of the Service

9.1. In the event of cancellation:

up to 14 days before the Service – a partial refund may be possible,
less than 14 days before the Service – up to 100% of the payment may be retained.

9.2. Detailed conditions may depend on the specific offer, for example non refundable offers.

9.3. In the event of cancellation due to circumstances beyond the Buyer’s control, for example health reasons, the matter may be considered individually.

10.1. The controller of personal data is Cargo & Travel Agency Jan Korsak.

10.2. Personal data are processed for the purposes of:

performance of the Agreement,
payment processing,
communication with the client.

10.3. Personal data may be transferred to third countries, for example the USA, only to the extent necessary for the performance of the Services, while maintaining appropriate safeguards in accordance with GDPR, including standard contractual clauses.

10.4. The Buyer has the right to:

access their data,
rectify their data,
erase their data,
restrict the processing of their data,
lodge a complaint with the President of the Personal Data Protection Office (UODO).

11. Final Provisions

11.1. Matters not regulated herein shall be governed by Polish law, in particular the Civil Code and the Consumer Rights Act.

11.2. These Terms and Conditions are available on the Polonia Medica website: www.poloniamedica.com.

11.3. The Seller reserves the right to amend these Terms and Conditions.

11.4. Amendments shall apply to agreements concluded after their publication.

12. Rules for Using Medical Services and Accommodation

12.1. The Services offered by Polonia Medica include in particular:

organization of medical treatment and medical procedures,
medical consultations,
rehabilitation and spa services,
organization of patients’ accommodation and transport.

12.2. Polonia Medica acts as an organizational intermediary, while medical services are provided by cooperating medical entities.

12.3. The Patient is obliged to:

provide truthful information about their health condition,
comply with the recommendations of doctors and medical staff,
possess the required medical documentation.

12.4. The Organizer shall not be liable for:

medical decisions made by doctors,
the effects of medical procedures,
refusal to perform a service for medical reasons.

12.5. In the case of medical contraindications:

the service may be refused,
the cancellation rules specified in these Terms and Conditions shall apply.

12.6. The Patient shall be liable for:

damage caused at the place of stay,
failure to comply with the regulations of medical facilities.

13. Services for International Clients

13.1. Polonia Medica provides services to clients from Poland, the European Union, and other countries.

13.2. Agreements may be concluded in Polish or English.

13.3. In the event of discrepancies in interpretation, the Polish version shall prevail, unless the Agreement provides otherwise.

13.4. A foreign client is obliged to:

possess valid travel documents,
obtain the required visas, if applicable,
possess appropriate health insurance.

13.5. The Organizer may facilitate:

transport arrangements,
translations,
residence-related formalities.

13.6. The Organizer shall not be liable for:

decisions of state authorities, for example refusal of entry,
transport delays beyond the Organizer’s control.

14. Nature of the Business Activity

14.1. Polonia Medica operates as:

an organizer of tourism and logistics services,
an intermediary in the organization of medical services.

14.2. The Organizer is not a medical entity.

14.3. Responsibility for medical services rests with medical entities and medical personnel.

14.4. The Organizer shall be liable only for:

the proper organization of services,
the compliance of services with the offer.

15. Entry into Force

These Terms and Conditions enter into force on the date of their publication on the Polonia Medica website: www.poloniamedica.com.

TERMS AND CONDITIONS FOR THE SALE OF ELECTRONIC VOUCHERS

1. General Provisions

1.1. These Terms and Conditions define the rules for the sale of vouchers by electronic means in accordance with applicable law, in particular:

the Consumer Rights Act,
the Act on the Provision of Services by Electronic Means,
GDPR (Regulation (EU) 2016/679),
the PSD2 Directive with regard to payments.

1.2. The Seller is Cargo & Travel Agency Jan Korsak operating under the brand name Polonia Medica.

1.3. These Terms and Conditions define the rules for concluding distance contracts and using vouchers.

2. Definitions

2.1. Voucher – an electronic document constituting a prepayment for services.

2.2. Electronic Service – a service provided by electronic means without the simultaneous presence of the parties.

2.3. Payment Operator – an entity intermediating in the processing of payments, for example Stripe or Przelewy24.

2.4. Contract – a distance contract.

3. Conclusion of the Contract

3.1. The Contract is concluded by:

selecting a voucher,
entering the required data,
accepting these Terms and Conditions and the Privacy Policy,
making the payment.

3.2. The Contract is concluded at the moment the payment is confirmed by the Payment Operator.

3.3. The Buyer receives confirmation that the Contract has been concluded on a durable medium, namely by e-mail.

4. Information Required by Consumer Law (UOKiK)

4.1. Before concluding the Contract, the Buyer receives information about:

the main characteristics of the service,
the gross price,
the duration of the Contract,
the method of performance,
the complaint procedure.

4.2. The purchase button is clearly marked as “order with obligation to pay.”

5. Payments (PSD2)

5.1. Payments are processed through payment operators compliant with PSD2.

5.2. Transactions may be subject to Strong Customer Authentication (SCA).

5.3. Payment data are not stored by the Seller.

5.4. The Seller shall not be liable for errors made by payment operators.

6. Delivery of the Voucher

6.1. The Voucher is delivered in electronic form (PDF) to the e-mail address provided.

6.2. Delivery takes place immediately after the payment has been credited.

6.3. The Buyer is obliged to verify the correctness of the data.

7. Right of Withdrawal from the Contract

7.1. The Consumer has the right to withdraw from the Contract within 14 days.

7.2. The right of withdrawal does not apply if:

the Voucher has been used,
performance of the service has begun with the Consumer’s consent.

7.3. In the event of withdrawal, the refund shall be made using the same payment method.

8. Rules for Using Vouchers

8.1. The Voucher cannot be exchanged for cash.

8.2. The Voucher may be transferred to another person.

8.3. The validity period is 3 months.

9. Complaints

9.1. Complaints may be submitted by e-mail.

9.2. Complaints shall be considered within 14 days.

9.3. The Consumer may use out-of-court dispute resolution methods (ODR).

10.1. The data controller is Polonia Medica.

10.2. Data are processed on the basis of:

Article 6(1)(b) GDPR, namely performance of the Contract,
Article 6(1)(f) GDPR, namely legitimate interest.

10.3. Data may be transferred to payment operators.

10.4. The User has the right to:

access their data,
rectify their data,
erase their data,
restrict the processing of their data,
object to the processing of their data.

11. Security

11.1. The Website uses SSL encryption.

11.2. The System meets payment security requirements.

12.1. The Website uses cookies for the following purposes:

ensuring the proper operation of the Website,
traffic analysis through Google Analytics,
marketing activities through Meta/Facebook Pixel.

12.2. The User can manage their consents through the cookie banner.

12.3. A Consent Mode mechanism (Google) has been implemented, which adjusts the operation of scripts according to the User’s consents.

12.4. Marketing cookies are activated only after the User’s consent has been obtained.

12.5. Details are provided in the Privacy Policy.

13. Chargeback / Fraud / AML

13.1. The Seller applies measures to prevent financial fraud.

13.2. In the event of suspected fraud:

the transaction may be suspended,
the Voucher may be blocked.

13.3. In the event of a chargeback procedure, the Seller has the right to:

suspend the performance of the Voucher,
pursue claims.

13.4. The Seller may request additional identity verification.

13.5. Transactions may be monitored in accordance with AML regulations.

14. International Sales (VAT OSS)

14.1. Sales may be made to customers from the EU and from outside the EU.

14.2. Tax settlements may be carried out under the VAT OSS scheme.

14.3. Prices may be displayed in different currencies.

14.4. The Buyer is responsible for any tax obligations in their country.

14.5. In the event of disputes, Polish law shall apply unless otherwise provided by applicable law.

15. Final Provisions

15.1. These Terms and Conditions are available on the Website.

15.2. The Seller may amend these Terms and Conditions.

15.3. Matters not regulated herein shall be governed by Polish law.

15.4. These Terms and Conditions enter into force on the date of publication.