Last updated: 2 July 2026
Trips by Vana — Privacy Policy
Trips by Vana is operated by Vana London Ltd (“Vana”, “we”, “us”), company number 16833118, England & Wales. We are the data controller for the personal data described here. Contact: hello@vanalondon.com.
This policy explains what we collect, why, our lawful basis, how long we keep it, and your rights. Trips by Vana is for adults aged 18 and over.
1. What we collect and why
• Your account: your email address, used to sign you in (magic link / one-time code) and to operate the service. Lawful basis: performance of a contract.
• Your trip inputs: the preferences, quiz answers and trips you create, used to generate and save your itineraries. Lawful basis: performance of a contract.
• Dietary, allergy and accessibility information (group trips only): this is health-related information, which is “special category data” under UK GDPR. We only collect it if you explicitly choose to add it, to personalise a group itinerary. Lawful basis: your explicit consent (Article 9(2)(a)). We never show this information in raw form to other people on your trip — it only influences the generated plan. You can withdraw this consent at any time.
• People you share with (co-travellers and safety contacts): if you invite someone, we process their email address and the trip information you choose to share with them, so they can view it. We also hold the name you give them, and may email them the secure link and updates about the trip. Lawful basis: our legitimate interests in operating a sharing feature you asked us to provide, balanced against their interests (see section 4).
• Basic technical and usage data: to keep the service secure and working. Lawful basis: legitimate interests.
2. The AI planner
Your itinerary is generated by an AI model that can only choose from Vana’s own verified list of venues — it cannot invent places. For group trips, the model blends the group’s preferences into one plan and shows which choices honour whose preference. This is a recommendation you and your group review and accept — it is not a decision that produces a legal or similarly significant effect about any individual. You can always regenerate, swap a stop, or ignore the suggestion.
3. Sharing and safety features
• Group co-travellers see the shared itinerary and trip status. They do not see each other’s private preferences before the plan is generated.
• Safety contacts (“Watchers”) receive a deliberately limited view: trip dates, day-level timings and rough area, flight times, accommodation area, and an emergency contact. They do not see your venues, bookings, costs, or accommodation room details. This is a free feature. It is not an emergency, SOS, or dispatch service, and we do not monitor your trip or respond to incidents.
• Sharing is off by default, opt-in per trip, and you can revoke any share instantly. You must have the person’s permission before sharing their email with us.
4. If someone shared a trip with you
If you received a Vana trip link, we hold your name and email and the limited trip information the traveller chose to share, because they asked us to show it to you. We did not get this from you directly. You have the right to know this, to access it, to object, and to ask us to erase it — contact hello@vanalondon.com or use the revoke/remove option on the page. We keep this data only for the duration of the trip plus a short period, then delete it. We may email you the secure link and updates about this trip. We’ll only send you marketing about Vana if you separately opt in.
5. Who we share data with
We use trusted service providers to run the app (hosting, email delivery, AI processing). They act on our instructions only. We do not sell your data. Safety and invite emails are transactional; we’ll only send you marketing emails if you have opted in. We may disclose data if legally required.
6. How long we keep it
Account data: while your account is active. Trips and shared views: for the trip plus a short retention window, then deleted. Special-category (dietary/allergy/accessibility) data: only while you keep it on a trip and consent stands; deleted on withdrawal.
7. Your rights
You can access, correct, delete, restrict or object to our use of your data, request portability, and withdraw consent at any time (as easily as you gave it). To exercise any right, email hello@vanalondon.com. You can also complain to the Information Commissioner’s Office (ico.org.uk).
8. Changes
We’ll update this policy as the service develops and note the date above.