Privacy Policy

Vantaro ("Vantaro," "we," "us," or "our") operates the website at vantaroai.com and provides an AI-powered CRM, automation platform, and managed Facebook & Instagram advertising services for local businesses (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website or subscribe to our Service.

By accessing our website or using our Service, you consent to the practices described in this policy. If you do not agree with these practices, please discontinue use of the Service.

Information you provide directly:

• Account & billing data: name, email address, phone number, company name, and payment information (processed securely through Stripe — we never store full card numbers on our servers).
• Business information: details about your services, pricing, hours, and availability that you share so we can configure your CRM, AI agents, and automations.
• Communications: messages, emails, and support requests you send to us.
• Marketing preferences: whether you opt in to receive promotional content.

Information collected automatically:

• Usage data: IP address, browser type, device information, pages visited, and interaction metrics collected via cookies and Google Analytics.
• Conversation data: when you use our AI chat widget, virtual receptionist, or messaging automations, the content of those conversations is processed to deliver the Service and improve AI responses.

Information processed on your behalf:

As part of delivering the Service, we process leads, contacts, appointments, and customer communications that you collect through Vantaro. You are the controller of this data; we act as a processor on your behalf.

We use the information we collect to:

• Provide, operate, and maintain the Service;
• Configure your CRM, AI agents, review automation, and marketing tools;
• Process payments and manage your subscription, including the pay-per-use AI token billing where applicable;
• Deliver managed advertising services on Facebook & Instagram, including campaign creation, monitoring, and reporting;
• Respond to support requests and provide customer service;
• Send service-related notifications, product updates, and (with your consent) promotional communications;
• Improve our platform, AI models, and service quality through aggregated, de-identified analytics;
• Detect, prevent, and address fraud, security issues, and abuse of the Service;
• Comply with our legal and regulatory obligations.

If you are located in the European Economic Area, the United Kingdom, or Switzerland, we process your personal data under the following legal bases:

• Performance of a contract: to deliver the Service you subscribed to.
• Legitimate interests: to improve security, prevent fraud, and enhance our platform.
• Consent: for marketing communications and optional analytics, which you can withdraw at any time.
• Legal obligation: to comply with applicable laws.

If you are a California resident, your rights under the California Consumer Privacy Act (CCPA) are described in Section 8 below.

We use cookies and similar technologies to operate and analyze our website. We use the following categories:

• Essential cookies: required for the website to function correctly.
• Analytics cookies: Google Analytics (GA4) to understand how visitors use our site so we can improve it.
• Marketing cookies: used with your consent to measure the effectiveness of our advertising campaigns.

You can manage your cookie preferences through our cookie banner or your browser settings. Disabling certain cookies may affect website functionality.

We do not sell your personal information. We may share information with:

• Service providers: trusted third parties that help us operate the Service, including Stripe (payment processing), Google (analytics and AI infrastructure), Meta/Facebook (advertising delivery), and cloud hosting providers. These providers are bound by confidentiality obligations and process data only as instructed.
• Legal authorities: when required by law, court order, or to protect our rights, safety, or property.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to confidentiality protections.

Our AI features — including the chat widget, virtual receptionist, voice AI, and messaging automations — process the content of conversations to deliver responses and book appointments. We use this data to:

• Provide accurate, real-time responses to your customers;
• Improve AI quality through aggregated, de-identified training data;
• Maintain conversation logs accessible to you within your account.

We do not sell conversation data to third parties. You may delete conversation history from your account at any time.

Depending on your location, you may have the following rights regarding your personal information:

• Access: request a copy of the personal data we hold about you.
• Rectification: correct inaccurate or incomplete data.
• Erasure: request deletion of your personal data ("right to be forgotten").
• Restriction & objection: limit or object to certain processing activities.
• Data portability: receive your data in a structured, machine-readable format.
• Withdraw consent: withdraw consent for consent-based processing at any time.
• Opt out of sale/share: California residents may opt out of any "sale" or "share" of personal information under the CCPA. We do not sell your personal information.

To exercise any of these rights, contact us at info@vantaroai.com. We will respond within 30 days.

We implement industry-standard technical and organizational measures to protect your data, including:

• Encryption in transit (TLS) and at rest;
• Role-based access controls with need-to-know restrictions;
• Regular security assessments and infrastructure monitoring;
• Secure payment processing through Stripe (PCI-DSS compliant).

No method of transmission or storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach, we will notify affected users and regulators as required by applicable law.

We retain your personal information for as long as your account is active or as needed to provide the Service. After account closure, we retain data for a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements, after which it is deleted or anonymized.

Our Service is intended for businesses and professionals. We do not knowingly collect personal information from children under 16. If you believe we have collected such data, please contact us and we will promptly delete it.

Your information may be transferred to and processed in countries other than your own, including the United States. We take appropriate measures to ensure such transfers comply with applicable data protection laws, including through Standard Contractual Clauses where required.

Our website and Service may contain links to third-party websites or integrate with third-party tools (e.g., Meta/Facebook, Google, WhatsApp). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: info@vantaroai.com
• Phone: (904) 917-7097