Our Privacy Statement - How We Use Your Data | VAPIANO UK

Privacy policy

  1. Privacy and Your Personal Data

    1.1 UK VAP LTD (Vapiano) is committed to protecting the privacy of our users and guests. This privacy policy (“Privacy Policy”) is intended to inform you on how we gather, define, and utilise your Information (as defined below). 

    1.2 It applies to information collected by us, over our Website (including the mobile optimised version of the website accessible from your portable hand-held device), or in any other way (such as over the telephone). It is also intended to assist you in making informed decisions when using our website, and our products and services. Have a read to understand the policy. 

    1.3 All your personal Information shall be held and used in accordance with the UK General Data Protection Regulation (UK GDPR) and national laws implementing GDPR and any other legislation relating to the protection of personal data, as applicable. If you want to know what information we collect and hold about you, or to exercise any of your rights as set out in section 9 below, please write to us at the below address or via e-mail atinfo@vapiano.com 


UK VAP LTD, registered at Ampney House,  Falcon Close, Quedgeley Gloucester GL2 4LS. Company Number 12659879 is the controller of your personal data for the purposes of the GDPR. 


  1. What Information We Collect on our Website

    2.1 When you visit our website (including the mobile optimised version of the website accessible from your hand-held device) we may collect certain personal information about you and services you use. For example we could collect data on your use of our website, pages you visit and functionalities used by you.  You may provide us with information in a number of ways: 

    a) By voluntarily supplying us with the information, on an individual basis by using contact forms or subscribing to receive updates or offers from us. For example to subscribe to newsletter (“Club Vaps”) you must provide us with your email address. More details can be found next to our contact forms.

    b) Some data is collected automatically by us or by service providers performing business functions at our direction, including when you access the Website, download and use the Application, open emails we send or click certain links within them, or otherwise interact with our services. For example: data connected with your browsing history, data from connected with cookie usage which helps us provide better service via website

    c) by corresponding with us by email, in which case we may retain the content of your email messages together with your email address and our responses;

    d) by information provided when you use our mobile optimised website from your hand-held device including details of your physical location, where you have agreed to it being used

    e) We may collect information about your computer, including where available your IP address, operating system, browser type and the geographical location of your computer, for system administration purposes. We may also report aggregate information to our advertisers. This is statistical data about browsing actions and patterns and does not identify you as an individual.

  1. What information do we collect in our restaurants or elsewhere?

    4.1 When you are in one of our restaurants, we may collect the following Information when you use the Vapiano Wi-Fi service: 

    a) your name and contact details (date of birth), email address, postcode and mobile telephone number)

    b) your physical location, whilst you are in the restaurant only

  1. How we use your Information

    5.1 We will hold, use and disclose your Information for our legitimate business purposes including: 

    a) to keep you up to date about important changes to our business;

    b) to direct-market products and services advise you of news and industry updates, events, promotions and competitions and other information. Before we do so, you will be given an option to opt-out of such communications and an option to unsubscribe will also be provided with each communication;

    c) we may also use your data to apply profiling technology which analyses our customers’ engagement with our direct marketing communications, activity and interests so that we can send content that is relevant to you;

    d) to answer your queries;

    e) to provide further services to you by sharing your Information with other companies within our group of companies, as well as trusted third parties. Further details about this are set out in the section 7 below on Sharing your Personal Information; 

    f) to release Information to regulatory or law enforcement agencies, if we are required or permitted to do so.

    5.2 We may process certain sensitive personal data (known as special category data in GDPR) where you include it in information you send to us e.g. if you include information about your health in restaurant seating. We have processes in place to limit our use and disclosure of such sensitive data other than where permitted by law.

  2. The legal basis for processing your Information

    6.1 Under GDPR, the main grounds that we rely upon in order to process your Information are the following: 

    a) Necessary for compliance with a legal obligation– we are subject to certain legal requirements which may require us to process your Information.   We may also be obliged by law to disclose your Information to a regulatory body or law enforcement agency; 

    b) Our  legitimate interestswe may process your information to realise our legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your information protected. Our legitimate interests include responding to requests and enquiries from you, allowing users to access and browse the Website, communicating with you about our services, brands and products and ensuring that our operations are conducted in an appropriate and efficient manner; 

    c) Consent– in some circumstances, we may ask for your consent to process your Information in a particular way.

  3. How we share your Information

    In certain circumstances we will share your Information with other parties. Details of those parties are set out below along with the reasons for sharing it. 

    a) Other parties within our group of companies:Your information may be shared with our UK affiliates including our parent company, as certain processing functions within Vapiano are centralised. Your information will not be shared with any of our international affiliates.

    b) Trusted third parties:In order to provide certain services, we will share your information with third party service providers such as IT infrastructure companies,  website and application hosting and management providers, location mapping, fraud monitoring,  analytics services and email logistics providers, marketing agencies. We will not share your data with any third party where it is not necessary to do so to provide a service to you. 
    c)  Regulatory and law enforcement agencies. As noted above, if we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies. 

    d) New business owners. If we or our business merges with or is acquired by another business or company, we will share your personal information with the new owners of the business or company and their advisors. If this happens, you will be sent notice of such event.  


  1. How long we hold your Information

    We will only retain your Information for as long as is necessary for the purpose or purposes for which we have collected it.   The criteria that we use to determine retention periods will be determined by the nature of the data and the purposes for which it is kept. For example, if we receive your Information through a competition entry, we will retain your data for as long as is necessary to administer the competition. If we receive your Information when you apply for a job, we will retain your data for as long as is necessary to process your application, and maintain application statistics. We will directly market to you for as long as your consent for , direct marketing is active and not withdrawn. In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example, your email address), in order to comply with our obligations under GDPR or other legislation, or for fraud detection purposes.  


  1. Your rights relating to your Information

    9.1 You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request. 

    a) Right of Access. You have the right at any time to ask us for a copy of the Information about you that we hold, and to confirm the nature of the Information and how it is used. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your Information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so. 

    b) Right of Correction or Completion. If Information we hold about you is not accurate, or is out of date or incomplete, and requires amendment or correction you have a right to have the data rectified, updated or completed. You can let us know by contacting us at the address or email address set out above. 

    c) Right of Erasure. In certain circumstances, you have the right to request that Information we hold about you is erased e.g. if the Information is no longer necessary for the purposes for which it was collected or processed or our processing of the Information is based on your consent and there are no other legal grounds on which we may process the Information. 

    d) Right to Object to or Restrict Processing. In certain circumstances, you have the right to object to our processing of your Information by contacting us at the address or email address set out above. For example, if we are processing your Information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests.   You also have the right to object to use of your Information for direct marketing purposes. 

    You may also have the right to restrict our use of your Information, such as in circumstances where you have challenged the accuracy of the Information and during the period where we are verifying its accuracy. 

    e) Right of Data Portability. In certain instances, you have a right to receive any Information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that Information to you or directly to a third party organisation.  This right exists in respect of Information that: 
    – you have provided to us previously; and  is processed by us using automated means.

    While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third party organization’s systems. We are also unable to comply with requests that relate to Information of others without their consent. 

    9.2 You can exercise any of the above rights by contacting us at the address or e-mail address set out above. You can exercise your rights free of charge. 

    9.3 Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.  


  1. Consent

    To the extent that we are processing your Information based on your consent, you have the right to withdraw your consent at any time. You can do this by unsubscribing via the link provided in any direct marketing communication, or contacting us at the address or email address set out above.  


  1. Cookies

    11.1 Similar to other commercial websites, our website uses a technology called “cookies” and web server logs to collect information about how our website is used. A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit a website, that site’s computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies. 

    11.2 Information gathered through cookies and web server logs may include the date and time of visits, the pages viewed, time spent at our website, and the websites visited just before and just after our website. 

    11.3 Cookies, in conjunction with our web server’s log files, allow us to calculate the aggregate number of people visiting our website and which parts of the website are most popular. This helps us gather feedback so that we can improve our website pages and better serve our customers. Cookies do not allow us to gather any personal Information about you and we do not generally store any personal information that you provided to us in your cookies. 

    11.4 Types of cookies we use: 

    a) STRICTLY NECESSARY COOKIES – These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information

    b) PERFORMANCE COOKIES – These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

    c) FUNCTIONAL COOKIES – These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

    d) TARGETING COOKIES – These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising. 



The use of cookies to collect data through them, including access to data stored on the User’s device, requires your consent. The Website receives consent from the User via the cookie banner. This consent may be withdrawn at any time according to the rules described below.  

Consent is not required for the necessary cookies, the use of which is necessary to provide a telecommunications service on the Website (data transmission to display content). In addition, in addition to consenting to the installation of cookies via the cookie banner, you should keep the appropriate browser settings, allowing you to store cookies from the Website on your end device.  

Withdrawal of consent to the collection of cookies on the Website is possible via the cookie banner. You can return to the banner by clicking on the button called “Manage cookies”, which is available on every subpage of the Website. After the banner is displayed, you can withdraw your consent by clicking the “Manage cookies” button. Then you should move the slider next to the selected cookie category and press the “Save settings and close” button.  

Withdrawal of consent to the use of cookies is also possible through the browser settings. Detailed information on this can be found at the following links:  

  • Internet Explorer: https://support.microsoft.com/pl-pl/help/17442/windows-internet-explorer-delete-manage-cookies  
  • Mozilla Firefox: http://support.mozilla.org/pl/kb/ciasteczka  
  • Google Chrome: http://support.google.com/chrome/bin/answer.py?hl=pl&answer=95647  
  • Opera: http://help.opera.com/Windows/12.10/pl/cookies.html  
  • Safari: https://support.apple.com/kb/PH5042?locale=en-GB  

The user may at any time verify the status of his current privacy settings for the browser used using the tools available at the following links:  

  • http://www.youronlinechoices.com/pl/twojewybory  
  • http://optout.aboutads.info/?c=2&lang=EN  

Changing your browser settings may restrict the use of both essential and optional cookies. Please be advised, however, that this may significantly hinder or prevent the use of the Website.  



  1. Automated decision making

    We will not be taking any decisions about you that would be solely based on the automated processing of your data and that would create legal consequences for you or otherwise significantly affect you in a similar manner.   


  1. Website Accessibility

    13.1 Vapiano recognizes the importance of providing a website that is accessible to everyone and is easy to use. This section outlines our ongoing commitment to making our online services accessible and explains some of the accessibility features of this Website. 

    13.2 Website accessibility means that people with disabilities can use the website. More specifically, website accessibility means that people with disabilities can perceive, understand, navigate, and interact with the website, and that they can contribute. 

    13.3 This website contains the following features which should help users make the website more accessible: 

    a) providing a sitemap;

    b) every content and decorative image should have the ability to have alternative text added so if images are disabled or not appearing the user can see read what the image is displaying;

    c) tabbing through the Website is organised in a logical top down left to right order;

    d) clearly defined visible hover and focus (tab) state for each link;

    e) the ability to jump to the main content on the page by bypassing the top menu when you use the keyboard;

    f) HTML for lists, tables and quotes being coded correctly;

    g) the ability to navigate around the site and access all functionality by only using the keyboard;

    h) all fields and labels within forms including error messages, are clearly labelled and have the correct notations;

    i) the visual contrast combination of text and background colors meet the correct ratio so all text is easily read; and

    j) the website is readable when large size text is used in Internet Explorer

  1. Changes to our Privacy Policy

    This privacy policy can be changed by us at any time. If we change our privacy policy in the future, we will advise you of material changes or updates to our privacy policy by e-mail, where we are holding your e-mail address.