Guide

GDPR for Restaurants

The General Data Protection Regulation affects every restaurant. From reservation data to newsletters to video surveillance — what do you need to consider?

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What Does the GDPR Mean for Restaurants?

The General Data Protection Regulation (GDPR) has been in effect across the EU since May 25, 2018. It regulates how personal data may be collected, processed, and stored. In gastronomy, this primarily concerns: guest data from orders and reservations, customer data for newsletters and loyalty programs, employee data, and video surveillance.

Note: This guide is for general information only and does not constitute legal advice.

Sources: GDPR — Full Text (EU), BDSG — Federal Data Protection Act

GDPR Obligations for Restaurant Owners

These data protection obligations apply to every restaurant:

  1. Legal Basis for Data Processing

    Every processing of personal data requires a legal basis — e.g., contract fulfillment (order) or consent (newsletter).

  2. Information Duty

    Guests must know what data you collect and why. A privacy policy on your website and app is mandatory.

  3. Consent for Marketing

    Newsletters, push notifications, and marketing emails require explicit, verifiable consent (opt-in).

  4. Data Processing Agreement

    When using external service providers, you need data processing agreements.

  5. Deletion Concept

    Personal data may only be stored as long as necessary. You need a deletion concept with clear timelines.

  6. Data Subject Rights

    Guests and employees have the right to access, rectification, deletion, and data portability.

Penalties for GDPR Violations

The GDPR imposes significant fines — even for small businesses:

EUR 20M

Maximum Fine

Serious violations can result in fines up to EUR 20 million or 4% of global annual turnover.

Warning

Competition Law

Missing privacy policies or unlawful newsletters can lead to costly cease-and-desist letters.

Reputation

Trust Damage

Data breaches damage reputation — especially in local gastronomy where trust is essential.

GDPR-Compliant with GastroSystem

GastroSystem helps you comply with the GDPR:

Hosting in Germany

All data is stored on servers in Germany — GDPR-compliant without third-country transfers.

Data Processing Agreement

We provide a ready-to-sign DPA for your records.

Consent Management

Newsletter, push notifications, and marketing with proper opt-in and easy opt-out.

Deletion on Request

Customer data can be fully deleted on request — with just a few clicks in the dashboard.

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FAQ About GDPR in Gastronomy

Do I need a Data Protection Officer?

Usually not if fewer than 20 employees regularly process personal data.

Can I use guest data for newsletters?

Only with explicit consent (opt-in). The consent must be voluntary, informed, and verifiable.

What about video surveillance?

Video surveillance is only permitted under strict conditions — e.g., theft prevention. Signs, documentation, and proportionality are required.

How long may I store order data?

As long as needed for contract fulfillment. Tax-relevant data must be kept for 10 years.

Is GastroSystem GDPR-compliant?

Yes. German hosting, DPA, consent management, and deletion capabilities — all GDPR-compliant.

Data Protection Your Guests Can Trust

GastroSystem helps you comply with the GDPR — without legal jargon. Not legal advice — consult your DPO or attorney for specific questions.