RULES OF THE “LOT Book&Collect” LOYALTY PROGRAM
I. The General provisions
1.1. The “LOT Book&Collect” loyalty Program organiser , hereinafter referred to as the “Program”, is Polskie Linie Lotnicze “LOT” S.A., with its registered office in Warsaw, at ul. Komitetu Obrony Robotników 43, entered into the Register of Entrepreneurs maintained by the District Court for the Capital City of Warsaw, 16th Commercial Division of the National Court Register, under KRS No. 0000056844, NIP (Tax Identification Number): 5220002334, hereinafter referred to as the “Program Organiser” or “PLL LOT”.
1.2. The participants of the Program shall be hereinafter referred to as the “Participants”. Terms and conditions of joining the Program are specified in section II hereof – “Joining the Program”.
1.3.. The purpose of the Program is to reward Participants for selling PLL LOT flights tickets on behalf and on benefit of PLL LOT by awarding points to the Participant’s account in the Program, which can then be exchanged for Awards offered under the Program.
1.4. The Program Organiser is an entity promising a reward within the meaning of Article 919 of the Polish Civil Code.
1.5. The Program is available in the territory of United States of America and Canada.
II. The Participants
2.1. LOT Book&Collect Program is addressed to the booking agents working for IATA and non-IATA travel agencies in the United States of America and Canada.
2.2. In order to participate in the Program, it is necessary to register on the Program’s website (lotbookandcollect.com).
2.3. As a result of registration to the Program, the Participants receives an account number which allows checking regularly the current status of collected points and other information provided in individual accounts of the Participants. The password, login and PIN are created by each Participant. The PIN is used to contact the Program Service Centre.
2.4. After registration, each Participant shall receive an e-mail confirming the registration with a link to activate the account.
2.5. Newly registered Participants who have joined the Program for the first time shall receive 5.000 welcome points. The 5,000 points shall be added to the general (award) pool.
2.6. Participation in the Program and providing data related to the participation is completely voluntary.
2.7. Registration of participation in the Program in accordance with the point 2.2 shall mean acceptance of the Program’s rules specified herein.
2.8. The Program Organiser reserves the right to verify at any time the data provided by the Participants during the registration in terms of their completeness and authenticity and to reject a Participant’s application to the Program (refusal of participation) or to block a Participant’s account in case the information provided in the form occurred to be false.
2.9. The Program Organise reserves the right to verify at any time whether the Participants comply with the terms and conditions of Program Regulations.
2.10. The Program Organiser shall not be obliged to notify the agents whose application to the Program was questioned about the fact that the r application has been rejected.
2.11. In order to avoid the risk of using the ACCOUNT number by an unauthorized person, the Participants are obliged to ensure that the number is not disclosed to any third party. In the event of any suspicion that the ACCOUNT number might have been used by an unauthorised person, the Participant shall immediately notify of this fact the Program Service Centre by calling the phone number provided in the information materials related to the Program.
2.12. The data collected on the Individual Accounts of Program Participants, including in particular information on the number of points collected, types of point transactions and selected awards, shall be confidential. Therefore, the Program Organiser shall not disclose the indicated information to third parties and entities not being Program Participants. Entities not being Program Participants shall also be understood as Employers who employ on the basis of any form of employment the Participants of the Program
2.13. Loss, theft or disclosure to unauthorised third parties of a Participant’s ACCOUNT number in the Program and of the password should be immediately reported to the Program Service Centre.
III. Collecting points
3.1. LOT Book&Collect Program consists in collecting points for tickets sold and flown for scheduled PLL LOT flights only.
3.2. Collecting points is possible from the moment of the Participant is registered in the Program.
3.3 Conditions for awarding points for particular travel segments are stipulated in the COLLECT POINTS tab.
3.4. Flights operated under LO codes (code-share flights) but operated by aircraft belonging to another carrier shall not be eligible for the Program.
3.5. No points shall be awarded for charter flights.
3.6. PLL LOT reserves the right to exclude some destinations from the Program as well as to launch special point offers for selected routes without the need to give any prior notice to Program Participants.
3.7. PLL LOT reserves the right to organise special point offers for which the Participants shall sign up at strictly specified time frame. If the Participant does not comply with this requirement, the points under the special offer shall not be awarded to the Participant’s account.
3.8. Points for agents of IATA and non-IATA agencies shall be credited provided that the correct individual ACCOUNT number was entered in the OSI field at the moment of issuing a ticket and the passenger completing the flight
3.9. the Points shall not be awarded to Participant who issued a ticket, but failed to provide the ACCOUNT number or provide the incorrect ACCOUNT number.
3.10. Only one ACCOUNT number can be provided in the OSI field.
3.11. Furthermore, in order for points to be credited, each individual ACCOUNT number must be used exclusively by the agent to whom the ACCOUNT number has been assigned.
3.12. No points shall be awarded for flights for which tickets were sold in a special discount fares or were given as awards, as well as for flights which are taken free of charge.
3.13 The number of awarded Points shall be proportionate to the price of the ticket after excluding airport charges and additional fees. If the flight consists of two or more travel segments, the number of Points shall be awarded proportionately to the prices of individual segments. The price of a segment shall be calculated on the basis of distance.
3.13. The Organiser reserves the right to change terms and conditions of awarding Points at any time in the course of the Program.
3.14. Points are added to the Participant’s account after a booked ticket sold by the Participant has been used.
3.15. Points for a used ticket (travel) shall be credited to the Participant’s account within 7 days of the flight.
3.16. No points shall be accrued for unused, returned or illegally acquired tickets or ticket sections.
3.17. Participants of the Program can check their current point balance for their accounts in the Program at lotbookandcollect.com website in My Profile tab.
3.18. Complaints with regard to possible inconsistencies in the account balance should be lodged within 4 (four) weeks of their appearance in the Participant’s profile at lotbookandcollect.com. After this period, complaints regarding the balance shall not be considered.
3.19. The so-called Award Points or “miles” earned by Participants in other Programs cannot be exchanged for Points in the Program unless a proper agreement is concluded between the Organiser of the Program and the entity participating in another Program. Moreover, Participants cannot transfer points or their accounts in the Program to other Program Participants or persons not being Program Participants. It shall not be possible to withdraw a sum of money being equivalent to the Points accumulated in an account.
3.20. Crediting sales of tickets via websites of travel agencies (online sales) to individual accounts of Participants/Cashiers shall not be allowed under the LOT Book&Collect Program. In the event that the above breach hereof should be detected, PLL LOT reserves the right to immediately cancel the points credited for online sales of tickets and immediately block such Participant’s account.
3.21. PLL LOT reserves the right to exclude Program Participants who fail to comply with the Rules.
3.22. All news and information on special offers shall be available after and/or before logging in on the website of the Program.
IV. Redeeming points
4.1. Participants may redeem the points collected in the Program for Awards provided that the balance in their accounts indicates the value necessary to obtain the selected Award.
4.1.1. Points are valid for two years from the day the ticket was flown. If Points are not used within their validity, they will be automatically removed from your account.The Program Organiser reserves the right to change the period of validity of points after notifying the Participants thereof in advance by sending the relevant information by email to the address of a given Participant provided during registration or by providing the relevant information on the website lotbookandcollect.com. Program Participants can always check the expiry date of their Points in their individual accounts on lotbookandcollect.com.
4.1.2. Awards offered by the Program Organiser in the Program, along with the number of points required to obtain individual Awards, are announced on lotbookandcollect.com in the SPEND POINTS section.
4.1.3. The Program Organiser reserves the right to change the terms and conditions of using Awards at any time during the course of the Program.
4.1.4. Awards can be booked in the Program at lotbookandcollect.com by filling in the award form.
4.1.5. Upon placing an order for the Award, the number of Points corresponding to the ordered Award shall be blocked in the Participant’s account. Points shall be deducted from the Participant’s account after the ordered Award is accepted by an employee of the Program Service Centre. If the Award cannot be approved, the Points shall be returned to the Participant’s account, and the Participant shall be notified of the situation and the reason thereof.
4.1.6. Awards offered in the Program can be returned in accordance with the terms and conditions applicable to a given Award.
4.1.7. Certain Awards may not be always available at certain times. The availability of Flight ticket awards depends on the date, season and route.
4.1.8. Participants may not exchange Awards offered in the Program for other Awards or cash.
4.2. Awards offered in the Program shall be ordered and used in accordance with the terms and conditions applicable to a given Award, specified in the Rules of the Flight ticket Award and Rules of the Hotel Award attached as Appendices hereto.
4.3. PLL LOT reserves the right to limit the use of individual Awards offered under the LOT Book&Collect Program.
4.4. All Awards shall be taxed in line with general principles.
4.5.. Any additional cash payments to supplement missing points are excluded
4.6. Program Participants working at travel agencies which have lost the IATA license shall have 3 months after the closure date of the agency to inform t the Program Organiser about that fact and to update Participant Program IATA or non-IATA status
V. Issuing Awards
5.1. In the event that the Award ordered by a Participant is available, relevant documents shall then be prepared.
5.2. Program Participants shall be obliged to immediately verify whether they have been provided the correct documents and whether the data contained therein are accurate.
5.3. Documents connected with Flight Awards shall be valid for 12 months following the date of issuance.
5.4. The validity of Global Hotel Awards are specified in the Rules of the Global Hotel Award attached as Appendix 2 hereto.
5.5. In the event of theft, damage or loss of the documents connected with Awards in the Program, Participants shall be obliged to immediately report this fact to the Organiser.
5.6. The detailed information on handling charges can be obtained from the Program Service Centre.
5.7. Awards in the Program shall be given out in accordance with the applicable provisions of the tax law in Poland.
VI. Abuse and prohibited activities
6.1. It is not allowed to register in the Program as well as to earn and to use the points in the Program by persons who are not entitled to participate in the Program under section II hereof. It is also not allowed to use the points registered on the Participant’s Account in the Program, which have been obtained in a manner inconsistent with the provisions hereof.
6.2. It is not allowed to sell, exchange, auction or enter into any other commercial transaction relating to the awards documents with third parties. It is also not allowed to arrange the method of purchasing or selling Points or awards transferring Points, unauthorized acquisition of Points and unlawful use of awards or documents related to awards.
6.3. In the event of abuses related to obtaining the Award, the Program Organizer reserves the right to retroactively calculate the actual price of the Award and charge these costs to the Participant, who breached the provisions of section 6.1. of the Program Regulations, regardless of the Points used.
6.4. In the event that an award is ordered on the basis of illegally earned Points and the account balance after deduction of the unlawfully earned points is insufficient to cover the ordered award, the Program Organiser reserves the right to request compensation for the missing Points.
6.5. In the event that the Participant commits abuses or prohibited actions referred to in sections 6.1 and 6.2 hereof, the Program Organiser reserves the right to block or confiscate the documents related to the awards and to refuse to issue the awards or to accept the Points collected by the Participant. Furthermore, the provision above shall be without prejudice to the right to seek further claims against the Participant, including claims for damages.
6.6. It is not allowed to Credit sales of tickets via websites of on-line travel agencies (online sales) to individual accounts of Participants/Cashiers. PLL LOT reserves the right to immediately cancel the points credited for online sales of tickets and immediately block such Participant’s account.
VII. Liability of the Organiser
7.1. The Program Organiser shall not be liable for services provided by Partners of the Program, in particular for the proper performing of these services. The Partner’s terms and conditions shall apply to the services provided by that Partner.
7.2. The Program Organiser shall not be liable for for incorrect completion of the application form by the Participants and for the consequences of subsequent changes to the data and information provided in the participation application, in particular for inability to contact the Participant or provide the Participant with the Award.
7.3. Neither the Organiser nor Partners of the Program shall be liable for any damage incurred by Participants in connection with actions of persons who gained unauthorised access to the Participant’s ID number and password.
7.4. The Program Organiser shall not be liable for any errors in crediting points to a Participant’s account in the Program resulting from Participant’s use of an incorrect ID number or other data under the Program.
7.5. The Program Organiser shall not be liable for any damage caused to a Participant or a Third Party related to participation in the Program if the damage was not caused intentionally by the Organiser, its subcontractors or their employees.
7.6. The Program Organiser’s liability towards a Participant shall be limited to the value of the award due to the Participant.
VIII. Termination of participation in the Program
8.1. Participant may choose to resign from participation in the Program at any time with immediate effect by sending the Program Organiser a declaration of resignation by e-mail to Service Centre at email@example.com
8.2. Should a Participant change the place of employment to another IATA agency or non-IATA agency, shall immediately update the Participant’s data by contacting the Program Service Centre.
8.3. The Program Organiser shall exclude a Participant from the Program if no points are credited to such Participant’s account within 12 consecutive months. After this time, the Participant is required to register for the Program again.
8.4. The Program Organiser may exclude a Participants from the Program with immediate effect if the Participant fail to comply with the provisions hereof, provide false data in the application for the Program, or if the Participant or the Participant’s travel partner fail to comply with the terms of general conditions of carriage of passengers and baggage in PLL LOT. Moreover, the above clause shall apply also to abuse and prohibited actions referred to in section VI hereof, as well as to failure to comply with the instructions of the staff by the Participant or Participant’s travel partner, in particular on board of aircraft or in business lounges.
8.5. In the event that a Participant is excluded from the Program for the reasons referred to in sections VI and VIII hereof, such Participant’s account shall be closed immediately and the collected Points which have not been already redeemed for awards shall be cancelled.
8.6. In the case of doubts regarding compliance of a Participant’s actions with the provisions hereof, the Program Organiser may request the Participant to provide an explanation within 7 days, provided that the Participant’s failure to respond shall result in blocking the Participant’s account until the doubts are resolved. The Participant shall not be entitled to file any claims regarding blocked Account.
8.7. In the event that the Participant’s explanation confirm the Participant’s failure to comply with the provisions hereof, the Program Organiser shall have the right to exclude the Participant from the Program with immediate effect and close the Participant’s account.
8.8. Should the Participant be excluded from the Program by the Program Organiser, such Participant shall not be permitted to participate in it again.
IX. Complaint procedure
9.1. Complaints regarding the Program shall be submitted in the writing to the Program Organiser’s address: firstname.lastname@example.org.
9.2. Only the Participants shall have the right to submit complaints.
9.3. Complaints should include the given Participant’s ID, detailed address and contact telephone number, as well as detailed description and indication of the reason of the complaint.
9.4. Complaints shall be considered by the Program Organiser within 30 days from the date of delivery to the Program Organiser.
9.5. Participants shall be informed about the Program Organiser’s decision by email. The Program Organiser’s decision regarding complaints shall be final and binding.
XI. Duration of the Program
11.1. The Program shall continue until it is cancelled by the Program Organiser pursuant to the rules set out herein.
11.2. The Program may be suspended or terminated by the Program Organiser at any time. The Program Organiser shall inform about the end of the Program not later than 30 days before the end of the Program.
11.3. Participants shall have the right to redeem the collected Points for awards within 6 months following the day of the end of the Program. After this deadline, the Points shall be cancelled.
XII. Personal data protection
12.1. The Organiser is the controller of personal data belonging to the Program’s Participants. It is possible to contact the Organiser about the processed personal data of the Program’s Participants at the e-mail address email@example.com or at the telephone number (+48 022) 606 66 22
12.2. The Organiser processes personal data of the Participants within the Program for the purposes of:
12.2.1 Program execution – pursuant to Art. 6(1)(b) of Regulation (EU) No. 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing the Directive 95/46/EC (General Data Protection Regulation) (“GDPR”) (in order to perform the agreement);
processed personal data: full name, address, e-mail address, telephone number, PESEL no. [Personal Statistical Identification Number], date of birth, name of agency, IATA number, address of agency, NIP no. [Tax Identification Number]. REGON no. [Business Identification Number] of the agency;
12.2.2 sending by electronic means information concerning promotions and services introduced by the Organiser to the market, organised events, competitions and special offers – pursuant to Article 6(1)(f) GDPR and Article 10(2) of the Act of
18 July 2002 on provision of services by electronic means (“APSEM”) (legitimate interest of the Organiser entailing a direct marketing of own services and products; with the Participant’s consent);
processed personal data: full name, e-mail address;
12.2.3 presenting the Organiser’s offer by telephone at the provided telephone number of the Participant – pursuant to 6(1)(f) GDPR and Article 172(1) of the Act of 16 July 2004 Telecommunications Law (“TL”) (legitimate interest of the Organiser entailing a direct marketing of own services and products; with the Participant’s consent);
processed personal data: full name, telephone number;
12.2.4 sending commercial information by electronic means which concerns current offer, sending information on promotions and services introduced by the Organiser to the market, events, competitions and special offers provided by the Organiser’s business partners – pursuant to Article 6(1)(f) GDPR and Article 10(2) APSEM (legitimate interest of the Organiser entailing a direct marketing of services and products of other entities; with the Participant’s consent);
processed personal data: full name, e-mail address;
12.2.5 presenting the offer of the Organiser’s business partners via telephone contact at the provided telephone number of the Participant – pursuant to Article 6(1)(f) GDPR and Art. 172(1) TL (legally justified interest of the Organiser entailing
a direct marketing of services and products of other entities; with the Participant’s consent); processed personal data: full name, telephone number;
12.2.6 for accounting, bookkeeping, tax and others purposes, connected with the performance of legal obligations by the Organiser – pursuant to 6(1)(c) GDPR.
processed personal data: full name, address of residence, e-mail address, telephone number, PESEL no. [Personal Statistical Identification Number], date of birth;
12.2.7 undertaking actions connected with Program execution (pursuing claims, archiving of documents, internal statistics) – pursuant to Article 6(1)(f) GDPR (legitimate interest of the Organiser, i.e. the protection of its proprietary interests and day-to-day management of the enterprise); processed personal data: full name, address, e-mail address, telephone number, PESEL no. [Personal Statistical Identification Number], date of birth, name of agency, IATA number, address of agency, NIP no. [Tax Identification Number]. REGON no. [Business Identification Number] of the agency;
12.3. In order to contact the Data Protection Officer, one must write at the Controller’s address or at the following e-mail address: firstname.lastname@example.org.
12.4. Personal data of the Participants may be transferred to:
12.4.1 related entity of the Organiser, i.e. LOT Travel Sp. z o.o. with the registered office in Warsaw; LOT Team Sp. z o.o. with the registered office in Warsaw
12.4.2 business partners of the Organiser, i.e. entities providing marketing, advertising, hotel services, prize providers for the LOT Book&Collect Program;
12.5. Personal data of the Participants will be stored:
12.5.1 in order to perform rights and obligations resulting from the Program – until claims arising from the participation in the Program expire;
12.5.2 in order to send commercial information at the provided e-mail address or telephone contact at the provided telephone number – for no longer than until the consent is withdrawn/appeal is submitted;
12.5.3 for bookkeeping purposes – until the day the financial statements for the trade year are approved;
12.5.4 for tax purposes – for no longer than for a period of 5 years from the end of the calendar year during which the tax obligation originated;
12.6. The Program’s Participant has the following rights, executed by contacting the Organiser via any communication channel:
12.6.1 access to the contents of its personal data (Article 15 GDPR) by requiring sharing or sending a copy of personal data package processed by the Organiser;
12.6.2 (Article 16 GDPR) data rectification of inaccurate personal data concerning the Participant
12.6.3 require deletion of its personal data (Article 17 GDPR); the Company has the right to refuse deletion of data in cases stipulated by law;
12.6.4 require limitation of processing of its personal data (Article 18 GDPR) by indication which data shall be limited in terms of processing;
12.6.5 to object on grounds relating to the particular situation
at any moment – for the purposes of direct marketing (Article 21 GDPR)
12.6.6 to receive the personal data provided to a controller (, in a structured, commonly used format in a machine readable form to transmit those data to another controller; (Article 20 GDPR);
12.6.7 lodge a complaint to a supervisory authority, in particular in a member state of its habitual residence, workplace or place of alleged infringement, should it claim that processing of its personal data infringes provisions of GDPR (Article 71(1) GDPR).
12.7. The consents referred to in items 12.3 and 12.4 above shall be made by way of checking the appropriate fields on the application form during the process of registration for the Program or in the Participant’s account in the Program on the “Consents” tab. Consent can be revoked by the Participant in the scope it was granted. In order to do so, the Participant should log in to his or her account in the Program, open the “Consents” tab and uncheck the field for the given consent or contact the Organiser via any communication channel. The withdrawal of consent shall not affect the lawfulness of data processing which was made on the basis of the Participant’s consent before the withdrawal.
12.8. Provision of the data by the Participant is voluntary. Provision of personal data by the Participant which were indicated as obligatory is necessary only for the purposes of participation in the Program and to send to the Participant a message concerning current offer, information on promotions and services introduced into the market, organised events and competitions and special offers by the Organisers and its business partners.
XIII. Final provisions
13.1. The Organiser reserves the right to change these Rules and the rules of the Program set out in the remaining materials, but the change must not breach the rights acquired by the Participants. Information about changes hereto shall be published at lotbookandcollect.com not later than 2 weeks before the changes are to become effective.
13.2. This Program and any obligations hereunder shall be governed by provisions of the Polish law.
13.3. Any disputes resulting from performance of obligations connected with the Program shall be settled by the court competent for the Organiser’s registered office.
13.4. In the event that any of the provisions hereof should be deemed ineffective by the court, this fact shall not affect the validity of the remaining provisions.
13.5. The English version hereof shall prevail for the purposes of their interpretation.
13.6. The Organiser’s and Participants’ rights and obligations have been set out only in the Regulations and the materials to which the Rules clearly refer.
13.6.1. To the extent to which these Rules provide for it, the Partners’ and Participants’ rights and obligations have been set out in the Partners’ regulations.
13.6.2. Any marketing materials concerning the Program shall be used for information purposes only.
13.7. The Rules are available on the Program’s website at the address lotbookandcollect.com
These Rules shall enter into force as of 01.10.2022