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; you can opt out any time. Communications: messages you send us. Cookies: small files for security and 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: legitimate interests, used in aggregate; you can opt out 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) and Google reCAPTCHA (spam protection); and, for confirmed guests later, Stripe (payments) and an identity-verification provider. Google Analytics is used in aggregate where enabled. 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.
Your rights
Access, correction, deletion, restriction, objection, and withdrawing consent. Complain to the ICO (ico.org.uk). Contact: hello@vanalondon.com. Last updated: 6 July 2026.