Minor Registration Policy

Definitions

For the purposes of this Policy, the following definitions shall apply:

• Minor: Any person who has not yet reached the age of eighteen (18) years.
• Responsible Accompanying Adult: Parent, legal guardian, or an authorized adult who assumes responsibility for the care and well-being of the minor during their stay at the hotel.
• Registration: The check-in process at the hotel includes the presentation of the required documentation and acceptance of the hotel’s rules.

Applicable Legislation

This Policy is based on the following Colombian laws and regulations:

• Colombian Constitution: Article 44.
• Law 1098 of 2006: Which amends the Colombian Civil Code regarding filiation and parental responsibility and establishes other provisions.
• Law 1336 of 2009: Which creates the National System for the Comprehensive Protection of Early Childhood and Adolescence and establishes other provisions.
• Decree 1420 of 2017: Which regulates Article 18 of Law 1804 of 2016 and establishes other provisions.

Requirements for the Registration of Minors

To register a minor at the hotel, the responsible accompanying adult must present the following documentation:

• Minor’s Identity Document: Civil birth certificate or identity card.
• Responsible Accompanying Adult’s Identity Document: National ID card, foreign ID card, or passport.
• Travel Authorization: If the minor is traveling with only one parent or a third party, a travel authorization signed by the absent parent must be presented, authenticated by a notary or Colombian consul abroad.

Hotel Responsibilities

The hotel has the following responsibilities regarding the registration and accommodation of minors:

• Verify the required documentation for the minor’s registration.
• Inform the responsible accompanying adult about the hotel’s rules related to the safety and well-being of minors.
• Protect the physical and psychological integrity of minors during their stay at the hotel.
• Do not allow minors to participate in activities unsuitable for their age.
• Report any suspicion of child abuse or sexual exploitation to the competent authorities.

Responsibilities of the Responsible Accompanying Adult

The responsible accompanying adult has the following responsibilities:

• Ensure the well-being and safety of the minor during their stay at the hotel.
• Comply with the hotel’s rules related to the safety and well-being of minors.
• Supervise the minor at all times, especially in the hotel’s common areas.
• Inform the hotel of any situation that may endanger the minor’s safety or well-being.

Additional Provisions

• The hotel may request additional information about the minor from the responsible accompanying adult, such as their cell phone number or residence address.
• The hotel reserves the right to deny the registration or accommodation of a minor if the requirements established in this Policy are not met.

Conclusion

Hotel Emuná Bioresort is committed to protecting the rights of children and adolescents and ensuring their well-being during their stay at our facilities. This Minor Registration Policy aims to establish clear and transparent guidelines for the registration and accommodation of minors, in compliance with applicable Colombian laws and regulations.

PERSONAL DATA OR INFORMATION POLICY

At Hotel Emuná Bioresort, we value and respect the privacy of our guests. This personal data processing policy has been designed in compliance with Law 1581 of 2012 and Decree 1377 of 2013 of Colombia, ensuring the proper and secure handling of the personal information collected.

Definitions

• Personal Data: Information linked to an identified or identifiable natural person.
• Processing: Any operation or set of operations on personal data, such as collection, storage, use, circulation, or deletion.
• Data Subject: A natural person whose personal data is subject to processing.
• Data Controller: The person or entity that decides on the database and/or the processing of personal data.

Guiding Principles

The processing of personal data at Hotel Emuná Bioresort will be governed by the following principles:

• Legality: Processing will be carried out in accordance with current legal provisions.
• Purpose: Processing will have a legitimate purpose and will be informed to the data subject.
• Freedom: Processing will be carried out with the prior, express, and informed consent of the data subject.
• Accuracy and Quality: Personal data will be accurate, complete, and up-to-date.
• Transparency: The data subject will have the right to obtain information about the processing of their data.
• Restricted Access and Circulation: Personal data will be processed in accordance with legal and constitutional limits.
• Security: Appropriate security measures will be adopted to protect personal data.
• Confidentiality: Staff involved in the processing of personal data must maintain the confidentiality of the information.

Rights of Data Subjects

The holders of personal data have the right to:

• Know, update, and correct their personal data.
• Request proof of the authorization granted for the processing of their data.
• Be informed about the use of their personal data.
• File complaints with the Superintendence of Industry and Commerce for violations of the law.
• Revoke authorization and/or request the deletion of their data when the principles, rights, and legal guarantees are not respected.
• Access their personal data being processed for free.

Purposes of Personal Data Processing

Hotel Emuná Bioresort will use personal data for:

• Management of reservations and hotel services.
• Sending information about promotions, events, and services.
• Compliance with legal and contractual obligations.
• Improving the quality of our services and personalizing the guest experience.
• Conducting market research and statistical analysis.

Procedure for Exercising Rights

Data subjects may exercise their rights by sending a request to our email: datospersonales.emunabioresort@gmail.com or at the hotel reception. The request must include:

• Full name of the data subject.
• Clear description of the request.
• Contact information (phone, email).
• Documents proving the identity of the data subject or their representative.

Security Measures

Hotel Emuná Bioresort implements technical, human, and administrative measures to protect personal data against loss, misuse, unauthorized access, alteration, and destruction.

Policy Updates

We reserve the right to modify this policy at any time. Changes will be published on our website and available at our facilities.

Contact

For queries or additional information about our personal data policy, you can contact us at:

Email: datospersonales.emunabioresort@gmail.com
Phone: +57 302 464 2737
Address: Vereda Mesa de Jeridas, 681012 Piedecuesta, Santander

HABEAS DATA

I authorize Hotel Emuná Bioresort to collect, store, clean, use, analyze, circulate, update, and cross-reference my contact information with its own data or that of third parties for the purpose of sending commercial and accounting information.

The processing of my personal data will be subject to the protection established in Law 1581 of 2012 and its Regulatory Decree 1377 of 2013, as well as the Personal Data Processing Policy published on the hotel’s website.

At any time, I may exercise the rights established by these regulations, particularly the right to revoke the authorization granted or request the deletion of my personal data. Such a request may be made by sending a communication to the email address: datospersonales.emunabioresort@gmail.com, or by calling +57 302 464 2737.

If 30 business days after receiving this communication I do not exercise my right to withdraw the data, it will be understood that Hotel Emuná Bioresort may continue processing the data for the purposes indicated in this authorization.

RESERVATION POLICIES

Check-In and Check-Out Policy

To guarantee your stay at our hotel:

• A 50% initial payment is required of the total reservation for it to be confirmed. The remaining balance, as well as charges incurred during your stay, can be paid at the hotel reception in the following ways:
  • ✔ Cash
  • ✔ Debit and credit cards
  • ✔ Electronic payment via the link provided by the hotel.
• Comfort is our priority:
  • Check-in: Check-in is from 3:00 p.m. on the day your reservation begins.
  • Check-out: Check-out must be done before noon (12:00 p.m.) on the day of your departure.
  • Late check-out: If you need to check out after the check-out time, please check with reception to verify availability and any additional charges that may apply.

Important Information:

All times mentioned correspond to Colombia’s official time.

Cancellation and Reservation Modification Policy

Reservation Cancellation:

• Guests may cancel their reservation at least 7 days before the arrival date. To do so, a written request must be sent to the following email address: reservas@emunabioresort.com
• In the event of a cancellation, Hotel Emuná Bioresort will refund 50% of the total reservation within 15 business days of receiving the request. The remaining 50% will be retained for administrative fees.
• If the cancellation is made less than 7 days before the arrival date, Hotel Emuná Bioresort is entitled to retain the total reservation amount.

Reservation Modifications:

• Guests may modify their reservation without penalty, provided the request is made at least 7 days before the arrival date. Any modification is subject to availability.
• To modify your reservation, guests must send a written request to the following email address: reservas@emunabioresort.com

Important Information:

All cancellation or reservation modification requests must be made in writing and sent to the indicated email address.

Foreign Guest Reservation Policy

We are pleased to welcome guests from around the world to Hotel Emuná Bioresort. To ensure a smooth and pleasant reservation experience for our foreign visitors, we have established the following reservation policy:

Reservation Requirements:

• Valid passport: All foreign guests over the age of 18 must present a valid passport at check-in.
• Visa (if applicable): Guests from countries that require a visa to enter Colombia must present a valid visa along with their passport.
• Credit card: A valid credit card is required to guarantee the reservation.
• Contact information: A valid email address and phone number are required for communication.

Payment Methods:

• Credit cards: We accept major international credit cards such as Visa, Mastercard, and American Express.
• Bank transfers: Bank transfers can be made to our bank account as indicated in the reservation confirmation.
• Online payments: We offer the option of making secure online payments through our web portal.

Additional Information:

• Taxes: The prices of our accommodations do not include the 19% value-added tax (VAT), which will be applied to all guests.
• Travel insurance: We recommend that foreign guests obtain travel insurance that covers medical expenses, flight cancellations, and other unforeseen events.

Early Check-In Policy

At Hotel Emuná Bioresort, we understand that your time is valuable, so we offer the option of Early Check-In to maximize your stay.

What is Early Check-In?

Early Check-In allows guests to check in at the hotel before the usual check-in time of 3:00 p.m. on the day of arrival.

How can I request Early Check-In?

To request Early Check-In, please contact our reception team in advance of your arrival. You can do so by email at reservas@emunabiresort.com or by phone at +57 302 464 2737.

Availability and Fees:

Early Check-In is subject to availability. Please note that Early Check-In may incur an additional fee, depending on the time of arrival.

Important Information:

• Early Check-In confirmation depends on the availability of accommodations at the time of your request.
• If your Early Check-In request is not confirmed, check-in will be from 3:00 p.m. on the day of arrival..
• The Early Check-In fee will be charged at the time of check-in..

Early Departure Policy

At Hotel Emuná Bioresort, we strive to provide our guests with an exceptional experience during their stay. However, we understand that unforeseen events may arise that require changes to your travel plans.

If you need to shorten your stay and make an early departure, we inform you of our Early Departure policy:

Penalties:

• Early departure without notice: You will be charged 100% of the rate corresponding to the first night of your reservation.
• Early departure with notice:
  • More than 48 hours before the departure date: No penalty will be applied.
  • Between 48 and 24 hours before the departure date: You will be charged 50% of the rate corresponding to the first night of your reservation.
  • Less than 24 hours before the departure date: You will be charged 100% of the rate corresponding to the first night of your reservation.

Procedure:

To make an early departure, we kindly request that you inform the hotel reception as far in advance as possible.

Exceptions:

In the case of force majeure or unforeseeable circumstances duly proven, the hotel may evaluate the possibility of waiving or reducing the early departure penalty.

Additional Information:

• This Early Departure policy is effective as of June 25, 2024, and may be subject to change without prior notice.
• For any additional inquiries or clarifications, please do not hesitate to contact the hotel reception.

Late Check-Out Policy

At Hotel Emuná Bioresort, we strive to provide our guests with an exceptional experience during their stay. However, we understand that unforeseen events may arise that require changes to your travel plans.

If you need to shorten your stay and make an early departure, we inform you of our Early Departure policy:

Penalties:

• Early departure without notice: You will be charged 100% of the rate corresponding to the first night of your reservation.
• Early departure with notice:
  • More than 48 hours before the departure date: No penalty will be applied.
  • Between 48 and 24 hours before the departure date: You will be charged 50% of the rate corresponding to the first night of your reservation.
  • Less than 24 hours before the departure date: You will be charged 100% of the rate corresponding to the first night of your reservation.

Procedure:

To make an early departure, we kindly request that you inform the hotel reception as far in advance as possible.

Exceptions:

In the case of force majeure or unforeseeable circumstances duly proven, the hotel may evaluate the possibility of waiving or reducing the early departure penalty.

Additional Information:

• This Early Departure Policy is effective as of June 25, 2024, and may be subject to change without prior notice.
• For any additional inquiries or clarifications, please do not hesitate to contact the hotel reception.

Additional Reservation Policies

Hotel Emuná Bioresort is committed to providing guests with an exceptional experience during their stay. However, it is important to note that certain circumstances may prevent us from fulfilling our contractual obligations. In such cases, the hotel will not be held liable:

Force Majeure or Unforeseeable Circumstances:

• Natural events such as earthquakes, floods, hurricanes, fires, etc.
• Social disturbances, strikes, wars, or any other event beyond our control.
• Unforeseen or insurmountable actions by third parties, such as vandalism, theft, or sabotage.
• Unavailability of the Internet network due to technical failures or external providers.
• Inability to access the hotel’s website due to technical or force majeure reasons.
• Intrusion of computer viruses or malware into our systems.

Booking or Payment Errors:

• Reservations or payments considered irregular, ineffective, incomplete, or fraudulent for any reason attributable to the client.
• Errors in the information provided by the client at the time of booking, such as personal data, stay dates, room type, etc. These errors may result in additional charges or reservation cancellation.
• Payments made with invalid or insufficient credit or debit cards.
• Failed transactions due to errors from the client’s credit or debit card issuing bank.

Incorrect Information Provided by the Guest:

The hotel is not responsible for the consequences of incorrect or incomplete information provided by the guest, such as:

• Errors in full name, identification number, or contact details.
• False information about the number of people staying in the room.
• Requesting services or amenities not included in the reservation.
• False statements regarding the guest’s medical condition or special needs.

It is important that the guest carefully reviews the information provided at the time of booking and contacts the hotel in case of any errors. The hotel reserves the right to modify or cancel the reservation if false or misleading information is detected.

In the event of any of the above situations, Hotel Emuná Bioresort will not be held responsible for any type of damage, loss, or harm caused to the guest.

ENVIRONMENTAL, FLORA, AND FAUNA POLICIES

Sustainability Policy

At Hotel Emuná Bioresort, we are committed to creating a unique hospitality experience that harmonizes with nature and the environment. We believe that sustainable tourism is the path to a more responsible and prosperous future for our planet.

Vision:

We aspire to be a leader in sustainable tourism in the region by implementing practices that minimize our environmental impact and promote the conservation of natural resources.

Values:

• Respect for the environment: We are committed to protecting the environment and biodiversity.
• Social responsibility: We care about the well-being of local communities and promote the sustainable development of the region.
• Energy efficiency: We implement technologies and practices that reduce our energy consumption.
• Water conservation: We promote responsible water use and the implementation of measures to reduce its consumption.
• Responsible waste management: We generate as little waste as possible and manage it responsibly.
• Circular economy: We seek to implement a circular economy model in which waste is revalued and reintegrated into the production cycle.

Commitments:

• Carbon footprint reduction: We will gradually reduce our greenhouse gas emissions through measures such as the use of renewable energy, improved energy efficiency, and the implementation of sustainable transportation practices.
• Sustainable water management: We will implement measures to reduce water consumption, such as installing low-flow faucets and showers, collecting rainwater, and using recycled water.
• Responsible waste management: We will implement a waste sorting and recycling system, promote composting of organic waste, and reduce the use of disposable materials.
• Responsible sourcing: We will prioritize the purchase of local and sustainable products and work with suppliers who share our environmental values.
• Environmental awareness: We will educate our guests, employees, and suppliers about the importance of sustainability and responsible practices.

Implementation Measures:

• Solar panels: We have installed solar panels to generate part of our own electricity.
• Water-saving devices: We have installed low-flow faucets and showers in all rooms to reduce water consumption.
• Composting: We have implemented a composting system to turn organic waste into natural fertilizer.
• Recycling: We have implemented a waste sorting and recycling system to reduce the amount of waste sent to landfills.
• Use of sustainable products: We use biodegradable cleaning products and recycled paper items.
• Sustainable transportation: We encourage the use of public transportation and bicycles among our guests and employees.
• Environmental education programs: We offer environmental education programs for our guests and employees to raise awareness of the importance of sustainability.
• Call to action: We invite our guests, employees, suppliers, and the community to join us in our commitment to sustainability. Together, we can build a greener and more prosperous future for our planet.

Flora and Fauna Policy

At Hotel Emuná Bioresort, we are committed to the protection and respect of local flora and fauna. We recognize the importance of biodiversity and ecological balance for the well-being of the planet and communities.

Scope:

This policy applies to all hotel operations, including the activities of our guests, employees, suppliers, and business partners.

Principles:

• Biodiversity conservation: We will promote the conservation of local flora and fauna through responsible and sustainable practices.
• Habitat protection: We will respect the natural habitats of local species and avoid any activity that could damage or fragment them.
• Impact minimization: We will implement measures to minimize the impact of our operations on local flora and fauna.
• Environmental education: We will educate our guests, employees, and suppliers about the importance of flora and fauna conservation.

Commitments:

• No commercialization of wildlife species: We will not commercialize or offer for sale products derived from wildlife, and all practices that harm flora and fauna are prohibited, in compliance with Law 1333 of 2009.
• Responsible waste management: We will properly manage solid and liquid waste to prevent environmental pollution and harm to flora and fauna.
• Pest control: We will implement environmentally friendly pest control methods.
• Protection of endangered species: We will take special measures to protect endangered flora and fauna species within the hotel’s area of influence.

Implementation Measures:

• Creation of green areas: We create and maintain green areas within the hotel to provide habitat for local species.
• Use of sustainable products: We use biodegradable cleaning products and gardening supplies that are not harmful to the environment.
• Staff training: We train our staff on the importance of flora and fauna conservation and on responsible practices to follow.
• Awareness campaigns: We conduct awareness campaigns among our guests to promote the protection of local flora and fauna.
• Environmental monitoring: We periodically monitor the impact of our operations on local flora and fauna to implement corrective measures when necessary.

Call to action:

We invite our guests, employees, suppliers, and the community to join us in our commitment to protecting local flora and fauna. Together, we can contribute to biodiversity conservation and the well-being of the planet.

Smoke-Free Policy

At Hotel Emuná Bioresort, we are committed to the health and well-being of our guests, employees, and visitors. In compliance with Law 1335 of 2009 and by our own conviction, we have established a smoke-free policy throughout our facilities.

Scope:

This policy applies to all individuals within the hotel, including guests, employees, suppliers, contractors, and visitors.

Smoke-Free Areas

Hotel Emuná Bioresort has been declared a 100% smoke-free zone. This means that smoking is prohibited in any indoor or outdoor area of the hotel, including:

• Rooms
• Hallways
• Bathrooms
• Common areas
• Recreational areas
• Gardens
• Terraces

Designated Smoking Area:

The hotel has a designated smoking area located in an open space away from common areas. This area will be properly marked and equipped for safe and responsible smoking.

Non-Compliance Penalties:

Failure to comply with this policy by any person will result in a penalty of 500,000 Colombian pesos or its equivalent in U.S. dollars. The hotel reserves the right to ask any guest who violates this policy to leave the premises immediately.

Reasons for the Policy:

The implementation of this policy is based on the following reasons:

• Protecting people’s health: Tobacco smoke is a risk factor for a large number of serious diseases, such as lung cancer, heart disease, and respiratory diseases.
• Providing a pleasant environment for everyone:s Tobacco smoke can be bothersome and unpleasant for non-smokers.
• Complying with the law: Law 1335 of 2009 prohibits smoking in public and private spaces in Colombia.

Request for Cooperation:

We invite all our guests, employees, suppliers, contractors, and visitors to cooperate with the implementation of this policy. Your commitment to a smoke-free environment will help create a healthier and more pleasant space for everyone.

SPECIAL LEGAL POLICIES AND CONDITIONS

1.1. Anti-Corruption and Anti-Fraud Policy

Hotel Emuná Bioresort is committed to the highest ethics and transparency in all its operations. In this regard, we have established an Anti-Corruption and Anti-Fraud Policy aimed at preventing, detecting, and sanctioning any act of corruption or fraud that could affect our company.

Scope:

This policy applies to all employees, contractors, suppliers, and business partners of Hotel Emuná Bioresort, regardless of their position or hierarchical level.

Definitions:

• Corruption: This refers to any act or attempt to obtain an undue advantage through dishonest means, such as bribery, extortion, fraud, or influence peddling.
• Fraud: This refers to any act or attempt to deceive or defraud the company or third parties to gain an economic or other benefit.

Basic Principles:

• Integrity: All employees, contractors, suppliers, and business partners of the hotel must act with integrity, honesty, and responsibility in all their interactions.
• Transparency: All hotel operations must be conducted transparently and documented, following established procedures.
• Accountability: All employees, contractors, suppliers, and business partners of the hotel are accountable for their actions and must take responsibility for them.

Preventive Measures:

• Code of Ethics: The hotel has a Code of Ethics that outlines the principles and values that should guide the behavior of all members of the organization.
• Training: The hotel provides regular training to its employees on corruption and fraud topics to raise awareness of the risks and responsibilities of each person.
• Reporting Channels: The hotel has established anonymous and confidential reporting channels for anyone to report acts of corruption or fraud.
• Internal Controls: The hotel has adequate internal controls to prevent and detect acts of corruption or fraud.

Investigation and Sanction:

• The hotel will diligently report any complaint or suspicion of corruption or fraud to the relevant authorities.
• If an act of corruption or fraud is proven, the hotel will apply the corresponding disciplinary sanctions according to the severity of the offense.
• Sanctions may include verbal or written warnings, suspensions, dismissals, and even legal actions.

Commitment:

The management of Hotel Emuná Bioresort reaffirms its absolute commitment to the fight against corruption and fraud. We urge all members of the organization to act with ethics, transparency, and responsibility, and to report any act that may affect the integrity of our company.

1.2. Anti-Money Laundering and Counter-Terrorist Financing Policy

Hotel Emuná Bioresort is firmly committed to combating Money Laundering and Terrorist Financing (ML/TF). In this regard, we have established a robust policy aimed at preventing, detecting, and reporting any suspicious activity that may be related to these crimes.

Scope:

This policy applies to all clients, guests, suppliers, employees, and business partners of Hotel Emuná Bioresort.

Commitment:

Hotel Emuná Bioresort declares its absolute commitment to:

• Comply with all applicable laws, rules, and regulations related to ML/TF.
• Implement a comprehensive ML/TF prevention program that includes risk identification, internal control measures, training, and reporting of suspicious transactions.
• Cooperate with competent authorities in the investigation and prosecution of ML/TF crimes.

Client Obligations:

By making a reservation or using the services of Hotel Emuná Bioresort, the client agrees to:

• Provide truthful and complete information about their identity and the source of their funds.
• Refrain from engaging in any transaction that may be related to ML/TF.
• Report any suspicious activity observed during their stay to the hotel.

Prevention Measures:

Hotel Emuná Bioresort has implemented the following ML/TF prevention measures:

• Client Identification: Basic information is requested from clients at the time of booking, such as full name, identification number, address, and contact details.
• Identity Verification: The identity of clients is verified by requesting valid identification documents.
• Suspicious Transaction Reports (STRs): Any transaction suspected of being related to ML/TF is reported to the competent authorities.
• Training: Periodic training is provided to employees on ML/TF topics.

Consequences of Non-Compliance:

Hotel Emuná Bioresort reserves the right to:

• Deny service to any client who refuses to provide information or is suspected of being involved in ML/TF activities.
• Cancel the reservations of clients who fail to comply with this policy.
• Report any suspicious activity detected to the competent authorities.