Lokanda Privacy Policy
Effective from: 6 November 2026
1. Who is responsible for the data
The controller of data processed on the website lokanda.pl, in correspondence with us, in Panel accounts and in billing is Michał Fox, trading under the brand "Lokanda" ("Lokanda", the "Operator", "we", "us"), based in Kraków, email: hello@lokanda.pl.
It is different for the data a food service venue keeps in the Panel: guests, staff and suppliers. The venue is the controller of that data, and we process it on the venue's behalf, as a processor, under the Data Processing Agreement. Section 7 describes it, and section 8 explains it from a guest's point of view.
For anything about personal data, write to hello@lokanda.pl. We reply without undue delay and within one month at the latest.
Capitalised terms have the meaning given in the Terms of Service.
2. The website
The Website uses no analytics, advertising tools or social media plugins, sets no cookies and loads no files from other domains. Details are in the Cookie Policy.
The server logs technical details of requests: IP address, date and time, page address, response code and browser identifier. We use them only to keep the service secure and to diagnose errors, on the basis of our legitimate interest (Article 6(1)(f) GDPR), and keep them for up to 30 days.
3. The Panel account
When an account is opened we collect a name and an email address. We store the password only as a salted bcrypt hash. We also record the date the account was opened and the venues the account belongs to, with its role and permissions.
At each sign-in we record a session identifier, the IP address, the browser identifier and the session start and expiry dates. Users see this in the Panel settings and can end the session on each device. A session expires after 30 days, and we keep its record for 30 days.
To protect sign-in, registration and public forms from abuse, the server keeps the IP address in memory for the length of the rate limit window, at most 15 minutes. It is not written to the database at that point.
We process account data to perform the Agreement (Article 6(1)(b) GDPR). We process the data of Users added to a venue on the basis of the Client's and our legitimate interest in letting the venue's team work in the Panel, and session records on the basis of the legitimate interest in account security (Article 6(1)(f) GDPR).
4. Venue data and billing
About a venue we store its name, type, address, phone, time zone, currency, opening hours, reservation settings, and the Plan with its expiry date. The name, address, phone and opening hours are publicly visible on the Guest pages.
For invoices we process the company name, tax ID, address and invoice email address that the Client enters in the Billing tab.
We process billing data to perform the Agreement and meet tax obligations (Article 6(1)(b) and (c) GDPR) and keep it for the period required by tax law.
The Panel does not store payment card numbers. If we make card payments available, they are handled by the payment operator named in the Panel.
5. Tickets and correspondence
In the Support section we process the subject, category, priority and status of the matter, the text of the messages and the author's name. Do not put data we do not need for the matter into Tickets, in particular guest data.
We process email correspondence to reply to the message and handle the matter.
The basis is performing the Agreement or acting at your request before it is made (Article 6(1)(b) GDPR), for complaints also a legal obligation (Article 6(1)(c) GDPR), and for other correspondence our legitimate interest (Article 6(1)(f) GDPR).
6. Security
We apply measures suited to the risk: encrypted connections, passwords stored as a hash, a session cookie not readable by page scripts, roles and permissions in the Panel, separation of each venue's data and limits on sign-in attempts. Details are in the Data Processing Agreement.
If a data breach may put you at high risk, we will tell you without undue delay.
7. What we store on a venue's behalf
Here the venue is the controller and is fully responsible for the purpose and scope of processing. We store:
| Who it concerns | What we store | Where it comes from |
|---|---|---|
| Guests | name, phone, email if given; reservations: party size, date and time, table, event, status (including no-show), remarks, reservation source; guest card: notes, VIP mark, number of reservations, visits and no-shows counted from the history | the guest through the reservation form or the venue's staff in the Panel |
| Venue staff | name, position, phone, email, hourly rate, active status; shifts with notes; time-off requests with reason and status; bills served | the venue |
| Venue suppliers | name, contact person, email, phone, notes; purchase orders | the venue |
| People shown in the activity log | who did what in the Panel and when; an event description may include the name of a guest or staff member | recorded automatically |
| Bills | table, label, items, remarks on items, discount, tip, payment method, serving staff member; no guest data | the venue's staff |
The menu, floor plan, inventory, promotions and events do not normally contain personal data.
The Panel does not delete this data automatically during the Agreement. It stays until the venue deletes it or instructs us to delete it, and at the latest until the data is deleted after the Agreement ends (section 11).
Questions about this processing can go to the venue. If you write to us, we pass them to the venue concerned.
8. If you book a table at a venue
Who is responsible for your data. The controller is the venue where you book or that recorded your reservation. You can see its name and contact details on the reservation page. We provide the venue with the Panel and process data only on its instructions, as a processor. You do not open an account with us.
What data. Your name, phone, email if you give it, party size, date and time, table, reservation status and your remarks. The venue's staff may add notes to your guest card and mark you as a VIP. The Panel shows staff the number of your reservations, visits and no-shows at that venue, and recognises a returning guest by phone number. We do not store the IP address with the reservation.
Where it comes from. From you, through the reservation form, or from the venue's staff, who recorded the reservation, for example after a phone call.
Why and on what basis. To take and handle the reservation you ask for (Article 6(1)(b) GDPR). The venue keeps the reservation history and notes on the basis of its legitimate interest in serving regular guests and planning the floor (Article 6(1)(f) GDPR). You may object to this.
Messages. To the email address you give we send, on the venue's behalf, only messages about your reservation: confirmation, change, reminder and cancellation. We send no marketing.
Remarks. The remarks field is optional. If you enter health information in it, such as an allergy, the venue uses it only to take it into account during your visit. Enter only what is needed.
Reservation link. After booking you get a link for viewing and cancelling the reservation. Anyone who has it can see the reservation and cancel it, so do not share it.
Who sees your data. The venue's staff, the Operator and the people it authorises, and server and email providers on the Operator's instructions. Other venues using the Panel do not see your data.
How long. The Panel does not delete this data automatically. It stays until the venue deletes it, and at the latest until the data is deleted after the venue's agreement with us ends (section 11). The venue decides on any shorter period.
Your rights. You have the right to access your data, to have it rectified, erased or restricted, to data portability, to object, and to complain to the President of the Polish Personal Data Protection Office (section 12). Send requests to the venue. If you write to hello@lokanda.pl, we pass them to the venue.
Do you have to give the data. Your name and phone number are needed to take an online reservation. Email and remarks are optional.
9. Recipients of data
Data may go only to the following categories of recipients:
- the server provider running the Website and the Panel;
- the email provider through which we send email;
- a payment operator, if we make card payments available and you use them;
- the venue, for data we process on its behalf;
- public authorities, only where the law requires it.
We do not sell personal data or share it for advertising.
10. Transfers outside the EEA
Server location: in Poland.
If a provider in section 9.1 processes data outside the European Economic Area, we base the transfer on a European Commission adequacy decision or on standard contractual clauses. On request we tell you where and on what basis data is transferred.
11. Retention periods
| Data | How long |
|---|---|
| Server logs | up to 30 days |
| Sign-in session records | 30 days |
| IP address in attempt limits | up to 15 minutes, only in server memory |
| Account, venue data and Tickets | for the term of the Agreement, 30 days read-only after it ends and up to 30 days for deletion |
| Data stored on a venue's behalf (sections 7 and 8) | until the venue deletes it, at the latest as above |
| Invoices and billing data | for the period required by tax law |
| Email correspondence | until the matter is closed and, if it may be needed for claims, until they become time-barred |
| Data needed to establish or defend claims | until the claims become time-barred |
12. Your rights
Where we are the controller, you have the right to access your data, to have it rectified, erased or restricted, to data portability, and to object to processing based on legitimate interest.
You may complain to the President of the Polish Personal Data Protection Office (ul. Stawki 2, 00-193 Warsaw) or to the supervisory authority in the country where you live or work.
Giving data when opening an account is voluntary, but without it we cannot make the Agreement. We make no decisions based solely on automated processing that would have legal effects on you.
13. Changes to this policy
We announce material changes on the Website, and to Clients also by email and in the Panel. Previous versions are available on request.
This Privacy Policy is effective from 6 November 2026.