Data protection for venues
Last updated 8 November 2026
The short version
- Your guests' data is yours. We look after it for you
- A data processing agreement with every venue
- Booking and guest records stored in the EU
- Card details never reach us
- Export everything whenever you like
- Deleted once you have your copy, if you leave
This page is for bars thinking about using Snug. It explains how we handle the personal data that comes in through your bookings, in plain English. The legal detail is in our data processing agreement, which you can ask for before you sign up.
Who's responsible for what
When a guest books a table with you, your venue is the data controller. You decide what you collect, why, and how long you keep it, and your own privacy notice tells guests about it.
Snug is your data processor. We store and handle that data only to run your bookings, and only on your instructions. We never sell it, never use it for our own marketing, and never contact your guests for our own purposes.
Snug is run by Geesc Online. For the details we hold about you as our customer, such as your billing contact and staff logins, we're the controller, and our privacy policy applies.
Our data processing agreement
Every venue gets one before going live. It's what UK GDPR requires of a processor, and it covers:
- acting only on your documented instructions
- confidentiality for everyone at Snug who can access your data
- the security measures we use (summarised below)
- the service providers we use, with notice before we add or change one and the right to object
- helping you answer guests who ask to see, correct or delete their data
- telling you without undue delay if something goes wrong, with what you need to report it to the ICO if you have to
- giving you your data back and deleting it if you leave
What we store for you
- Guests' names, email addresses and, if they give one, phone numbers
- Booking details: date, time, party size, table, area, status and notes
- Whether a deposit is due or paid, but never card details
- Marketing consent: whether a guest opted in, when, and the wording they agreed to
- Guest tags, if you're on Plus
- Logins for you and your team
Where it lives
Snug runs on Cloudflare. Booking and guest records are stored in the EU, using Cloudflare's EU data location controls. Each venue's bookings are kept in their own separate store, not mixed in with other bars'. Data is encrypted in transit and at rest, and can be recovered to any point in the last 30 days if something goes wrong.
Who else handles it
We keep the list short. The full list, with locations, is in our data processing agreement.
- Cloudflare runs the booking system, stores the data and protects it from attacks.
- Our email delivery provider sends your booking confirmations, receipts and, on Plus, the marketing emails you choose to send.
Deposits go through your own account with Stripe, Square or SumUp, under your own agreement with them. Guests enter their card details on the provider's secure page, so cards go straight to the provider. We only hear whether the payment worked.
Where a provider processes data outside the UK, the transfer is covered by safeguards recognised under UK data protection law, such as the UK Extension to the EU-US Data Privacy Framework or the UK's international data transfer agreement.
When guests ask about their data
Guests can change or cancel their own bookings from the private link in their confirmation. If a guest asks to see their data or have it deleted, you can find them, export what you hold and delete them from Snug. If they contact us instead, we pass the request to you straight away and help you answer it within the month the law allows.
Marketing emails
On Plus, guests can opt in to hear about your events. Consent works the way UK GDPR and PECR expect:
- the box starts unticked and is separate from the booking terms
- we record when and how each guest opted in, and the wording they saw
- every marketing email has an unsubscribe link, and unsubscribing takes effect straight away
- booking confirmations and receipts are never mixed with marketing
Allergies, access needs and children
Allergies and access needs count as health information, which the law treats as especially sensitive. In Snug they're notes on the booking they were made for, and they're deleted with that booking. They're never saved as permanent tags on a guest unless the guest explicitly agrees.
For children's hours, we only ask whether any under-18s are coming. We never ask for children's names or ages.
How long we keep it
You choose how long past bookings and guest details are kept, and Snug deletes them automatically after that. We'll suggest a period that suits a bar when we set you up, and you can change it whenever you like.
Keeping it safe
- Everyone on your team has their own login, and roles decide what they can see and do
- The bar tablet can run the floor and take bookings, but can't export data or send marketing
- Only owners can export guest data, and every export is logged
- We only look at your bookings to help you, for example when you ask for support. Each time, we record why
- Guests' private links expire, and rate limits stop bots guessing them
- Keys for your payment provider are stored encrypted
If you leave
Export your bookings, guest list and consent records as spreadsheets. Once you have your copy, we delete your venue's data. Backups age out within 30 days after that.
Questions, or a copy of the agreement
Email projects@geesc.online and we'll send our data processing agreement and answer anything your own data protection checks need.