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Privacy Policy

Last updated: 13 September 2026

Controller

General information

Protecting your personal data matters to us. We process data solely on the basis of applicable law (GDPR, Austrian DSG, TKG 2021). This notice describes what actually happens on the website vanillanails.at and when you call the studio.

Visiting the website

Visiting a page automatically produces technical connection data (e.g. IP address, time, the address requested), the kind any web server needs for secure delivery. We also anonymously count page views and a handful of clicks (e.g. "book an appointment") — with no name, no IP address and no identifier, so we cannot recognise you as an individual visitor. Purpose: operating, securing and improving the website. Legal basis: Art. 6(1)(f) GDPR (legitimate interest); no consent is required for the anonymous visit count, because no personal data results from it.

Appointment booking

If you request or book an appointment through the website, we process the details needed for that — in particular your name, phone number and preferred time — to fulfil the treatment contract. Legal basis: Art. 6(1)(b) GDPR (contract or pre-contractual measures).

If you call the studio instead, the following also applies. Calling us

Contact form

If you write to us through the form on the contact page, we process your name, your e-mail address and the text of your message in order to answer your enquiry. The message goes to our mailbox hello@vanillanails.at and from there into the inbox of our own app, where our team reads and answers it. Legal basis: Art. 6(1)(b) GDPR where the enquiry concerns an appointment or a treatment (pre-contractual measure), otherwise Art. 6(1)(f) GDPR (legitimate interest in answering your enquiry).

To keep the form from being abused by machines, we count how many messages come from one IP address. That counter serves only to prevent abuse (Art. 6(1)(f) GDPR), not to recognise you, and it is deleted automatically after three days at the latest. For how long we keep your message, see "Retention period" below.

Chat on the website (Lena)

At the bottom right you can open a chat with Lena, an automated assistant. Before the first message is sent we ask you explicitly for permission — without your yes, nothing you write leaves your browser.

If you agree, the text of your messages is transmitted to a Google AI service (Vertex AI) whose data centre we have pinned to Frankfurt, so the processing takes place in the EU. After the conversation, the transcript is sent as an e-mail to our mailbox hello@vanillanails.at and ends up in the inbox of our own app, so that we can see what was asked and improve the site. Very short conversations are not kept. The chat is anonymous: we collect neither name nor address — unless you write them in yourself. Please do not write anything confidential in the chat.

The legal basis is your consent (Art. 6(1)(a) GDPR). You can withdraw it at any time by simply not using the chat any further; for transcripts already kept, see “Retention period” below. Lena does not book, move or cancel appointments — the calendar is there for that.

Job applications

If you apply through the form on the jobs page, we process your name, your e-mail address, your phone number if you give it, and your text — solely in order to deal with your application. If you send us documents by e-mail later, the same applies to those. Legal basis: § 4(1) of the Austrian Data Protection Act together with Art. 6(1)(b) GDPR (pre-contractual measure).

Your application is sent as an e-mail to our mailbox hello@vanillanails.at and from there into the inbox of our own app. We do not file it anywhere else. If it does not lead to a job, we delete the application at the latest seven months after the rejection — that period follows from possible claims under the Equal Treatment Act. If you would like us to keep your documents for future openings, just tell us; if you would like them deleted sooner, a message to hello@vanillanails.at is enough.

Reviews and the map (Google)

Star ratings and opening hours are displayed from our public Google Business Profile; no data about you as a visitor is sent to Google for this. The map on the contact page only loads once you actively click it — only then is data (including your IP address) sent to Google. Legal basis for the map: Art. 6(1)(a) GDPR (your consent, given by clicking).

Analytics (Google Analytics 4, Microsoft Clarity)

On your first visit we ask whether we may analyse how the site is used. Only after your explicit yes do we load Google Analytics 4 (Google Ireland Limited) and Microsoft Clarity (Microsoft Ireland Operations Limited); before that, none of it is loaded and no cookie of these services is set. What is processed: a shortened IP address, device and browser, the pages you open and how long you stay, and — with Clarity — mouse movement, clicks and scrolling as an anonymised recording of how the page was used. The legal basis is your consent (Art. 6(1)(a) GDPR); this may involve a transfer to the USA, covered by the Standard Contractual Clauses and the EU-US Data Privacy Framework. You can withdraw your consent at any time, with effect for the future, via “Cookie settings” in the footer of every page.

Recipients

Depending on how you contact us, we share data with the following processors or providers:

Retention period

We keep personal data only for as long as needed for its purpose, or until you ask us to delete it — unless a statutory retention obligation says otherwise. Purely technical connection data is deleted automatically after a short time.

Your rights

Just get in touch at hello@vanillanails.at.

Right to complain

If you believe the processing of your data breaches data-protection law, you can lodge a complaint with the Austrian Data Protection Authority (Barichgasse 40–42, 1030 Vienna). dsb.gv.at