SOTO – Far Eastern Cultural and Sports Center

SOTO Regulations

valid from September 1, 2025

Contents

§1 GENERAL INFORMATION
§2 SUBJECT OF THE WEBSITE
§3 USE OF THE SERVICE
– GROUP TRAININGS
– INDIVIDUAL TRAININGS
– CAMPS AND SEMINARS
§4 COPYRIGHT
§5 STANDARDS FOR THE PROTECTION OF MINORS
§6 FINAL PROVISIONS

§1 GENERAL INFORMATION

These regulations (hereinafter referred to as the Regulations) govern the terms and conditions of use of the website located at soto.waw.pl (hereinafter referred to as the Website) and the rules for the provision of services by SOTO.
The owner and administrator of the Website is SOTO Sp. z o.o. with its registered office in Warsaw (00-842), ul. Łucka 15 lok. 204 (hereinafter referred to as the Administrator, SOTO Club or SOTO, whose correspondence address is: SOTO Sp. z o.o. ul. Radzymińska 10/29, 03-752 Warsaw), NIP: 1132958982, REGON: 369055015, KRS: 0000710600, tel. +48 533 450 600, +48 502 506 933, recepcja@soto.waw.pl, https://soto.waw.pl.

To use the Website, you must have standard devices and software that allow you to browse websites. An email account and the ability and skills to communicate via email may also be helpful.
For the Website to function properly, you must have web browsing software that supports cookies. If this technology is unavailable in the software used by users of the Website, or if cookies are disabled in the user's browser, not all of the Website's features may be available. Cookies are used to store files in the memory of IT systems (computers, mobile devices, smartphones, etc.) of Website visitors, containing information used to personalize the Website's services for a given user and information used to compile Website traffic statistics. The operation of cookies is described in detail at https://soto.waw.pl/regulamin/polityka-prywatnosci#cookies

§2 SUBJECT OF THE WEBSITE

The purpose of the Website is to popularize and promote information related to the culture and art of the Far East, to promote a healthy lifestyle, to improve fitness and form, as well as to bring together a community of people interested in this topic and to organize and conduct educational, cultural, sports and recreational activities and classes.

The website administrator runs the SOTO Club – Far Eastern Cultural and Sports Center. Through the website, you can register for classes, events, programs, lectures, etc., run by the SOTO Club;

§3 USE OF THE SERVICE

I. CLUB SOTO – FAR EASTERN CULTURAL AND SPORTS CENTER:

   GROUP TRAININGS

SOTO organizes educational, cultural, sports and recreational activities, including martial arts training for people aged 14 and over, recreational activities preparing for future martial arts training, as well as educational activities related to improving fitness and form, culture and art, especially the Far East.

    INDIVIDUAL TRAININGS

Individual Training is a form of training aimed at people who want to practice not only in a group during regular classes at the Club, but also develop their existing skills directly, under the supervision of Sensei or other Instructors.

This solution can be a supplement to regular training sessions at SOTO, both in the event of a restriction on the number of participants and provides greater safety for those exercising.

Instructor: Sensei Tomasz Sowiński or another Instructor agreed with the Individual Training Participants

Type of classes: Aikido, Ken-Jutsu or other type of classes agreed with the Individual Training Participants

Class Date: Any date agreed upon between Participants and the Instructor. It is necessary to check the availability of the room or other location, as well as the Instructor's availability.

Location: SOTO Dojo, ul. Zwrotnicza 6, 01-217 Warsaw or other training rooms, sports halls, parks, forests, private areas, etc.

Participants: 1 to 4 people – training reservations are made by one person with a SOTO Club account (if you don't already have one, create one in our system). This person represents and agrees on the terms and conditions of the Individual Training on behalf of all Participants (if applicable). This person may invite an additional 1 to 3 people to participate in the Individual Training. Their participation does not result in a change in the fee. Individual Training is open to SOTO Club members, as well as guest members of other Clubs. However, at least one person representing a group of 1 to 4 people for the Individual Training is required to have a SOTO Club account.

The price of Individual Training is always given in the PRICE LIST.
The price does not include the cost of renting a training room. The Individual Training price listed in the PRICE LIST applies to locations within the capital city of Warsaw and the surrounding area. For other locations, it is always negotiated individually.

In order to ensure safety in terms of epidemics, we apply similar rules as during regular classes at the SOTO Club.

To purchase a Personal (Individual) Training Pass, select the PRICE LIST >> Individual (Personal) Training tab in the customer service system on your Profile. After purchasing your Pass, or before purchasing, discuss your preferences with us regarding the training location, date, and number of participants. To do this, complete and submit the "Agree on Personal Training Details" form on the Personal Training page. You can also specify the type of training you require. Please provide your contact information so that we can coordinate all the details of the session without any delay.

If you have already purchased an Individual Training Pass, but we are unable to agree on a suitable date or location for the classes in the near future, and in a situation where you would like to cancel the Individual Training completely, SOTO will refund the amount paid to the account indicated by you, subject to and excluding situations in which SOTO has already had to incur any costs, for example those related to renting an additional room or travel.

   CAMPS AND SEMINARS

Due to the nature of the educational activities we organize, we also offer off-site or on-site training, which we entrust to our partner companies. A list of entities responsible for specific areas of activity and the implementation of services ordered from SOTO can be found at https://soto.waw.pl/regulamin/rodo-partnerzy/

   CLUB (SIGN-UP) REGISTRATION, PARTICIPATION IN CLASSES

Registration for classes is open year-round. Classes at the SOTO Club are open to individuals who:

• have read and accepted these Regulations
• declared that their health condition allows them to participate in physical activities (for minors - reported and accepted by the Parent or Legal Guardian), if the nature of the given classes requires it
• have consented to the processing of personal data in connection with the ordered service.Detailed rules for the processing of personal data are presented in the Privacy Policy (https://soto.waw.pl/regulamin/polityka-prywatnosci)
• Participants may optionally consent to receiving a newsletter and commercial information from SOTO, including current matters relating to the activities of the SOTO Club and companies cooperating with SOTO in the implementation of tasks related to the services ordered by participants.
• have paid the appropriate fee for participation in physical activity or other educational activities (in accordance with the SOTO Price List)
• registered their attendance at classes by reporting at the Reception Desk for each training or class used.

   Applications to the club can be made:

• in electronic form (via the Internet at https://soto.waw.pl – in the Club >> My Profile >> PROFILE tab). To do this, the user creates an account if they don't already have one. They must provide an email address. They confirm their creation by clicking the link in the confirmation email they receive.
  
  Please make reservations in the Schedule of Classes. Participants can make online reservations no later than 30 minutes before the class begins. After this time, reservations and entry to classes can only be made at the Club Reception, subject to availability. Participants can cancel their reservation up to 1.5 hours (90 minutes) before the class, regaining entry to the class. After this time, it will be considered a "late cancellation," meaning the participant will not be able to regain entry on their pass and will be notified accordingly. If the maximum number of available reservations for a given class is reached, the system automatically places the participant on a waiting list. If a space becomes available for a given class, the first person on the waiting list will receive an email notification stating that they have been granted "Registered for class" status. Participants themselves determine how long before the class begins they wish to wait for a space to become available.
• by completing and signing paper form printing Registration at the Club Reception Desk. The Club Reception Desk staff then creates an account for the participant in the My Profile tab, in accordance with the data and consents provided in the paper form, and grants them access to it online. Information about the account creation, first-time login, and data completion is sent to the email address provided in the registration. Please always complete this form field legibly and accurately so that we can provide the required account to the User.
  People who create an Account in the Club by filling out a paper form also make reservations for classes via electronic means. SCHEDULE OF CLASSES.

• SCHEDULE OF CLASSES and RESERVATIONS are available on the SOTO website after logging in to your PROFILE and via phone applications:

Detailed rules for the use of classes may be specified from time to time by additional regulations imposed by state authorities, for example in connection with the applicable epidemic or other state of emergency.

The maximum number of people allowed to participate in a class at any one time is the number listed for that class in the Schedule of Classes. Under normal circumstances, unless otherwise specified, a maximum of 30 people can participate, unless assistants are present and available to the instructor. In such cases, the number of participants may be higher. Eligibility for participation is determined by the order of registration and the instructor leading the training.

   PERSONAL ACCIDENT INSURANCE

The SOTO Club does not provide accident insurance for participants. Participants are responsible for their own insurance.

   FEES

Participants in activities, classes and courses should pay all fees by:

• Customer Zone and the integrated secure electronic payment system Przelewy24.pl (DISCOUNT possible – see DISCOUNTS section)
• cash, on site, at the Club Reception
• in accordance with the current Price List (https://soto.waw.pl/klub#cennik).

If payment is made to an account, please include the participant's first and last name, the PASS NAME, and the duration/period/date of the pass in the payment reference. If this information is not provided, the system will default to the pass date from the payment date. Because payment to an account requires the Reception staff to manually record and enter payment details into the Participant's Account in the Club's entry system, this data may appear in the system with a delay. This may result, for example, in the system automatically notifying the Participant of payment arrears until the payment status is updated. Please ignore such messages in such cases. We also encourage you to make all payments through your account in the Club >> My Profile >> PROFILE section. The data is updated automatically there.

If you have any questions about the fee, please contact the Reception Desk or Club Management individually. Users who wish to participate in or are already participating in SOTO Club classes should create an account in the Club >> My Profile >> PROFILE section on the soto.waw.pl website – by clicking the "Club >> My Profile >> Registration" link or by going to: https://app.fitssey.com/soto/frontoffice/login. Once you've created an account on this website, you can easily check your payments and attendance, and make reservations for regular classes, courses, and internships where registration is required, for example, due to limited space. Unused training sessions do not roll over to the next term.

   CONCLUSION OF DISTANCE CONTRACTS

A customer entering into a distance contract has the right to withdraw from the contract within 14 days of its conclusion without giving reasons, and at any time if SOTO fails to fulfill the contract. If SOTO fails to fulfill the contract terms, the customer is entitled to a refund of the funds paid up to the level of SOTO's failure. The right to withdraw from a contract concluded with SOTO does not apply to Participants (consumers) in relation to service contracts if SOTO has fully performed the service with the consumer's express consent. The Participant is hereby informed that once the Service Provider (SOTO) has fulfilled the service, they will lose the right to withdraw from the contract.

   DISCOUNTS

• P-24 DISCOUNT

The P-24 discount is possible due to the automation of the entire payment and accounting process in the customer service system. Other payment methods are charged according to the standard price list.

You will receive a 5% discount for making payments via the Club Zone -> Registration (on the website https://app.fitssey.com/soto/frontoffice/pricing/cards) – to receive the discount, enter the value "P-24" (without quotation marks) in the "Do you have a discount code?" field when purchasing the pass online and click the "Next" button if the value in the amount to be paid field has been automatically updated.

• FAMILY DISCOUNT

Family members can apply for a 5% Family Discount if at least two people from the same household exercise during the same period. To apply, please email the SOTO Club Reception with the name and surname of the individuals applying for the discount. It's important that the membership periods overlap.
The SOTO Club Reception desk reserves the right to check the validity of the discount code each time, and in the event of a violation of the specified rules, it will request additional fees.

   AGREEMENTS

By registering for a class and/or making a payment, a participant enters into a contract with the SOTO Club for the provision of a specific service. Passes are available for specific types of classes, as well as so-called OPEN Passes, for which the participant can participate in any training sessions available at the club for a single fee for a given period. The Framework Class Schedule is available at https://soto.waw.pl/klub#plan-zajec/. The current schedule, including any changes, is always available in the Fitssey app, i.e., in the user's account. On public holidays, school exam days (matura, entrance exams, additional school management orders, if applicable, etc.), and on public holidays, training sessions are not held or are held at different times and/or in a different location. If a training session overlaps with an internship, some training sessions may be canceled. These changes to the training schedule do not affect the fees.
All Discounts are calculated from the base amount and cannot be combined with other Discounts (e.g. family discount, passes, fees for individual classes).

   ENTRANCE TO THE SOTO CLUB

The entrance to the SOTO Club is located in the building at 6 Zwrotnicza Street in Warsaw (01-217). The entrance is on the gable wall of the staircase. Go down the stairs to the MUAY-THAI Kingdom Club. Access to the training rooms is only possible during SOTO class hours and approximately 20 minutes before the first training session of the day.

Just like in Japan, you should leave your shoes in the hallway on the ground floor. Outerwear (e.g., jackets, coats) can be hung on the hooks after entering the Club. The ground floor area is not fenced and is not monitored. The Club is equipped with a visual monitoring system and an alarm system to ensure safety and property protection. However, you leave your shoes, clothes, and any personal belongings at your own risk. Guests are welcome to enter the room barefoot or in flip-flops. Guests are welcome to use the room as guests, and we kindly ask that you do not touch any items in the hallway, as these belong to your host. The SOTO Club Reception is located downstairs next to the room, where you can register for the club and check in for classes. Please book your classes in advance, if possible, through the online system. If you don't already have an account, you can create one online under the Club tab.Creating an account and booking classes in advance will streamline service and shorten the registration time for classes.

It is important that the User provides a valid, monitored email address in their registration. Otherwise, the User cannot raise any complaints or other claims arising from the SOTO Club Reception's inability to provide the User with important information regarding their account, classes, payments, or other registrations. We also recommend opting in to the newsletter, as it may send the User important information regarding current matters at the Club, including changes to classes, postponements, possible training cancellations, etc.

We change in the locker room and proceed to the training room barefoot. Restrooms and showers are located in the hallway on the lower ground floor. SOTO is not responsible for items left in the locker room. Please take valuable items, especially valuables, with you to the training room.

   ATTENTION: Admission to the first, so-called "trial" class also takes place after reporting to the SOTO Club Reception.

Please arrive for classes several minutes before the start to allow time to change. For beginner training, Keikogi (Kimono) or tracksuits are recommended – pants should cover the knees. We practice barefoot on a mat or other surface. For advanced training, traditional training attire is required (e.g., Keikogi – Kimono for Aikido and Ken-Jutsu) and Hakama from 2nd Kyu level. Hakama may be worn for Ken-Jutsu training from the very beginning. Advanced groups warm up individually before their classes in a designated area, in consultation with the instructor. The SOTO Club is not responsible for items left in the locker room. The locker rooms are primarily for changing. Please bring all belongings packed in bags with you to the room, and please deposit any valuable items at the SOTO Club Reception.

We ask that those whose classes start earliest on a given day arrive early to unroll and wash the mat (if necessary) and prepare the training room. The last group on a given day will first fold the mat (if necessary) and clean the training room after completing their training. Then, after folding their hakama (if they practice a given martial art), they will proceed to the locker room. A first aid kit is available in the training room and/or at the reception desk. In case of emergency, it can be used in consultation with the instructor. If anyone comes to class with an injury, please notify the instructor before class. Please prepare your own plasters, bandages, etc.

   CHILDREN OUTSIDE CLASSES (BEFORE AND AFTER TRAINING)

The SOTO Club is not responsible for children outside the training room. Please provide supervision for your children until classes begin and immediately afterward, and ensure silence and order are maintained outside the room.

   VIEWERS AND OTHER PERSONS STAYING ON THE CLUB PREMISES DURING CLASSES

Those watching classes are bound by Dojo Etiquette, specifically prohibiting communication with participants, maintaining silence and non-disruption during classes, and maintaining a dignified posture. Anyone wishing to take souvenir photos or record a video must first obtain permission from the instructor and the participants. While watching classes, talking, walking around the room, eating, drinking, or adopting a disrespectful posture is prohibited. In Far Eastern culture, lying or sitting with the legs pointing forward can be a sign of disrespect.

   RECORDING AND PUBLICATION OF THE PARTICIPANT'S IMAGE

SOTO reserves the right to record portions of classes for substantive and marketing purposes in the form of video recordings or photos, either in a wide shot or in close-up, showing a group of people, one or two. The purpose of recording is to present the technique and the practice location, and also to serve as a souvenir of the classes, workshops, camps, etc. for participants. SOTO strives to present its classes and activities in the most positive way possible and will make every effort to ensure that the recorded content does not harm the reputation of the individuals featured.

If the Participant does not consent to such use of materials, the Participant should not check the CONSENT TO RECORDING AND PUBLICATION OF THE PARTICIPANT'S IMAGE checkbox when registering for the SOTO Club. The Participant has the opportunity to notify the SOTO Club Reception of any change of mind on this matter at any other time. From that moment on, SOTO will not present their image in a manner that clearly allows for their identification. However, an exception may be made for photos and videos in which Class Participants are part of a larger whole. These may be used, as it is expressly permitted by Article 81 paragraph 2 of the Act on Copyright and Related Rights (consolidated text: Journal of Laws of 2019, item 1231, as amended). This provision also translates into the GDPR. Copyright regulations expressly allow the use of an image of a person constituting a detail of a larger whole, such as a gathering or public event. And if so, it is considered that the SOTO Club has statutory authorization, and therefore at the same time one of the conditions of the GDPR, to process personal data.

In situations where a Participant questions the presentation of their image or participates in activities during which any video or photographic material is recorded, they should always first consult with the SOTO Club Management to clarify their needs in this regard. SOTO is committed to maintaining the best possible relationship with each Participant and protecting their image and reputation. SOTO also informs that all photo and video recordings are conducted for the purposes listed above.

   COMPLAINTS

All complaints should be submitted via email to recepcja@soto.waw.pl, specifying the specific nature of the complaint and identifying the person to whom the complaint pertains. Complaints are reviewed within 14 business days. A response will be sent via email to the address provided in the complaint.

§4 COPYRIGHT

Documents, graphics, scripts and other files that make up the soto.waw.pl website are the property of SOTO, unless otherwise indicated.
Articles and photos posted on soto.waw.pl are the property of SOTO, its creators, and the individuals depicted in them. Any use of them without the owners' consent is unlawful.
All trademarks are used for informational purposes only and belong to their respective owners, unless marked "COPY FREE" or "UNLIMITED".
You are permitted to copy documents published by SOTO on this website for private purposes only.
Copying for commercial or non-private purposes and distribution by any printing or electronic method is prohibited, unless otherwise agreed with SOTO.

§5 STANDARDS FOR THE PROTECTION OF MINORS

The SOTO Club applies the Standards for the Protection of Minors, in accordance with applicable regulations.
They are specified in detail in the document on the "Standards for the Protection of Minors" page.

§6 FINAL PROVISIONS

Despite making every effort to ensure quality and verification, the Administrator is not responsible, to the fullest extent permitted by applicable law, for the content transmitted and published on the Website by Users and other persons, for their truthfulness, reliability and authenticity of any materials not originating from the Administrator or not authorized by him.

Administrator nie odpowiada za zdarzenia i wydarzenia oraz ich skutki, jakie mogą mieć lub miały miejsce w świecie rzeczywistym w wyniku korzystania z Serwisu oraz w informacjach publikowanych na łamach Serwisu, o ile nie pochodzą one od Administratora lub innych osób działających w jego imieniu.

The Administrator will not disclose User information and data to any third parties in any way other than that required by the purpose of the Website and the scope of services ordered, consents granted, and declarations, without a legal basis requiring the Administrator to do so. The Administrator ensures that every effort is made to ensure that this information is properly protected, in particular in the manner prescribed by the Personal Data Protection Act and regulations issued thereunder. This is governed by the Privacy Policy (https://soto.waw.pl/regulamin/polityka-prywatnosci).

The Administrator, as the owner and manager of the Website, will make every effort to ensure that the Website and all services provided through it operate continuously without any disruptions, however, the Administrator shall not be liable for disruptions caused by force majeure or unauthorized interference by Users or third parties in the structures of IT systems supporting the Website.

The Administrator reserves the right to temporarily disable the Website, in whole or in part, in order to improve it, add services or carry out maintenance, without prior notice to Users.

The Administrator is not responsible for the loss of Website data collected in the Administrator's IT systems caused by equipment failure, Internet network dysfunction, or loss resulting from the actions of third parties.

The Administrator reserves the right to anonymously publish content sent by Users to the Website support team, regarding issues related to the operation of the Website (FAQ), advice provided and other matters for which the Administrator deems that the responses to such content are worth making public.

It is prohibited to copy, reproduce, or otherwise use, in whole or in part, any information, data, or other content available on or derived from the Website without the Administrator's consent, except for permitted use under the Copyright and Related Rights Act (Journal of Laws of 1994, No. 24, item 83). This is regulated by the section on Copyright.

The Administrator may amend the Regulations (Terms and Conditions) and launch a new version of the services provided on the Website. The change will become effective on the date specified by the Administrator, which may not be less than 7 days from the date the amended Regulations (Terms and Conditions) are posted on the Website, provided that Services initiated before the changes take effect will continue to be operated under the existing terms and conditions.

The User will be notified of such changes and the option to accept them via email at the address provided in the Notification. Renewal of the Service requested by the User is also considered acceptance of the changes, even if this occurs without logging in to the Website.

Refusal to accept changes is tantamount to termination of the contract with SOTO.

Changes will be published on an ongoing basis in the form of a consolidated text of the Regulations (Terms and Conditions) on the Website, along with information about them. If, for any reason, the User decides that they do not agree with and accept the provisions of the Regulations (Terms and Conditions), they should inform the Administrator. If they do not accept the changes to the Regulations (Terms and Conditions), the User should refrain from using the Website. If they are a regular User for whom the changes to the Regulations (Terms and Conditions) may be relevant, they should immediately inform the Administrator.

In matters not regulated by these Regulations, the following provisions shall apply:

– Regulations and Acts in force during the coronavirus pandemic
– Act of 18 July 2002 on the provision of services by electronic means;
– Act of 2 March 2000 on the protection of certain consumer rights and on liability for damage caused by a dangerous product;
– Act of 27 July 2002 on specific terms and conditions of consumer sales and amending the Civil Code;
– Act of 2 July 2004 on freedom of economic activity;
– Act of 29 August 1997 on the protection of personal data;
– Act of 23 August 2007 on counteracting unfair market practices;
– Act of 30 May 2014 on consumer rights

In matters regulated by the above-mentioned acts or other mandatory provisions of law, other than the Regulations, the provisions of those acts and Polish law shall prevail. In this respect, the provisions of the Regulations shall cease to be valid.

These Regulations are effective from: 1 September 2025.

SOTO Management