Privacy Policy | VAPIANO

Privacy Policy Privacy Policy
Version from 1 April 2022

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 handheld 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
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.
2. 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. Privacy Policy
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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.

4. 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
5. 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; Privacy Policy
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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.
6. 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 interests – we 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, Privacy Policy
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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.
7. How we share your Information
7.1 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.
8. 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 Privacy Policy
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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
9. 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. Privacy Policy
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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
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.
10. 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.
11. 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 Privacy Policy
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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
c. 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.
d. 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. Privacy Policy
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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:
• Mozilla Firefox:
• Google Chrome:
• Opera:
• Safari:
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:
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.
12. 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. Privacy Policy
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13. 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
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 Privacy Policy
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j) the website is readable when large size text is used in Internet Explorer
14. 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.