Legal
Privacy Policy
Who we are
Vana ("we", "us") curates small weekend escapes. Vana London Ltd is the data controller. This notice explains how we handle your personal data and how to exercise your rights. Contact: hello@vanalondon.com.
Data we collect
Form submissions: name, email, date of birth, London borough, Instagram handle, how you found us, what draws you to a Vana weekend, optional self-reported demographic answers. Applications: when you apply for a weekend we also collect your availability, what you’d hope to get from it, and any dietary or access needs you choose to share (which can include health information). Confirmed guests: later, identity-verification details and payment information, and notes from a short video call. Website usage: pages viewed, approximate location, device and browser, collected as aggregate statistics, and only if you accept analytics cookies. Communications: messages you send us. Cookies: small files for security and, if you accept, traffic measurement.
Guide by Vana, Trips by Vana and Vana weekends are for people aged 18 and over. We don’t knowingly collect data from anyone under 18.
Why we use it
Manage the waitlist and keep you updated about Vana weekends. Lawful basis: consent, given when you join; withdraw any time. Review applications and bookings. Lawful basis: contract / pre-contract steps. Keep the site secure. Lawful basis: legitimate interests. Analytics (Google Analytics 4). Lawful basis: consent — GA4 runs only after you accept analytics cookies on our banner, and then sets _ga and _gid; until you accept, Google receives only anonymous, cookieless signals (Consent Mode v2). Withdraw any time on the cookies page.
Sensitive data
We may ask optional, self-reported demographic questions (gender, ethnicity and sexual orientation) to help us build a balanced group; these are voluntary, clearly marked optional, and used only in aggregate. If you choose to share dietary or access needs in an application, those can reveal health or religious information (special-category data); we use them only to look after you on the weekend. We never infer special-category data. Lawful basis for all of the above: explicit consent, which you can withdraw at any time.
We use these answers only to understand the balance of our applicant pool and to put a group together thoughtfully. We never use them to reject an application or to exclude anyone — whether you share them or leave them blank makes no difference to whether you're accepted, and we don't use them for marketing or advertising.
These fields sit in our access-controlled database (Supabase, hosted in the EU, with row-level security) and are seen only by the few people who need them. We delete or anonymise them within six months of a decision on your application, or sooner if you withdraw consent — just email hello@vanalondon.com.
Retention
We keep your details until you unsubscribe or ask us to delete them, or while they remain relevant to planning weekends. Application answers are kept only as long as needed to consider you; if a weekend isn't the right fit and we keep you warm for a future one, we delete or anonymise those answers once they are no longer needed.
Sharing & transfers
We never sell your data. We use a small number of processors acting on our instructions: Supabase (database hosting), MailerLite (email), Make (automation), Zoho (business email and complaint acknowledgements, EU), PostHog (product analytics, EU), Framer (website hosting and website analytics) and Google — both for reCAPTCHA, which our forms use to prevent spam and abuse, and for Google Analytics 4; Google acts as our data processor for both (since 2 Apr 2026). For confirmed guests later: Stripe (payments) and an identity-verification provider. GA4 runs only if you accept analytics cookies, and is used in aggregate. Some may process data outside the UK under appropriate safeguards.
Guide by Vana app
The Guide app has its own privacy policy covering sign-in, saved places, community features, the AI concierge and account deletion. See the Guide by Vana Privacy Policy at vanalondon.com/guide/privacy.
How we understand usage of Vana
To run and improve Vana we collect limited technical and usage information when you visit our website or use the app. This includes: the pages and screens you view and actions you take (such as searches, saves and taps); your device type, operating system, app version and language; an approximate location (typically your city or region) estimated from your IP address — we do not collect precise GPS location for analytics; and how you arrived at Vana (for example, the campaign, link or channel that referred you). We use this to measure how many people use Vana, which features are used, how our marketing performs, and to fix problems.
If you have allowed notifications, we record whether a notification was delivered and opened, so we can judge whether they are useful and reduce those that are not. If you receive our emails, our email provider records opens and clicks for the same purpose.
This analytics information is processed on the basis of our legitimate interest in operating and improving Vana. We do not use it to advertise to you across other apps or websites, and we do not sell it. You can object or ask us to stop — see “Your rights” below.
Your rights
Access, correction, deletion, restriction, objection, and withdrawing consent. Complain to us (privacy@vanalondon.com or vanalondon.com/privacy-complaint) or to the ICO (ico.org.uk). Contact: hello@vanalondon.com. Last updated: 16 July 2026.