Privacy Policy

1. Who we are

VantaWeb ("we," "us," "our") provides AI-powered websites, chatbots, and AI receptionist services for home service businesses. Our principal place of business is in Florida, United States.

This Privacy Policy describes how we handle information collected through our marketing website at vantaweb.io, our contact and demo request forms, and our AI receptionist platform used by business customers and their callers.

If you are a business using VantaWeb's AI receptionist service and you have questions about how call recordings or caller data are handled on your behalf, the terms of your service agreement govern that relationship. This policy primarily covers our own marketing and operations.

2. Information we collect

We collect information in the following ways:

• Contact and demo forms. When you submit a contact or demo request form on our site, we collect your name, email address, phone number (optional), and any details you include in the message field.
• Chat widget interactions. Our site chat widget (Anna) is powered by VantaWeb's own chatbot infrastructure. Conversations with the chat widget may be stored to improve the service. No third-party chat analytics platform processes these conversations.
• Usage data. We collect standard server logs including your IP address, browser type, referring URL, and pages visited. This data is retained for security and troubleshooting purposes.
• Cookies and analytics. See the Cookies section below for details.
• AI receptionist calls (business customers only). If you call a business that uses VantaWeb's AI receptionist service, the call may be answered by an AI. Calls may be recorded and transcribed. Where required by applicable law, recording notices are provided to callers either by our customer's outbound greeting or by our AI agent. Customers are responsible for ensuring their use of the service complies with their jurisdiction's two-party / one-party consent laws. VantaWeb processes this data as a service provider on behalf of the business customer.

3. How we use your information

• Responding to inquiries. We use your contact information to respond to demo requests, answer questions, and follow up on sales conversations.
• Service delivery. For business customers, we use account information to provision, operate, and support VantaWeb's platform.
• Product improvement. We review anonymized usage patterns and conversation logs to improve the quality of the AI and the website experience. We do not use individual contact form submissions for AI training without consent.
• Security and fraud prevention. We use logs and usage data to detect abuse, unauthorized access, and other security issues.
• Legal obligations. We retain and disclose data when required by law, subpoena, or to protect the rights and safety of VantaWeb, our customers, or the public.

We do not use your personal information for automated decision-making that produces legal or similarly significant effects on you.

4. Sharing and subprocessors

We do not sell personal information to third parties.

We share data with the following categories of service providers (subprocessors) who process data on our behalf under confidentiality obligations:

• Cloudflare — network, DNS, DDoS protection, and content delivery. All traffic to vantaweb.io passes through Cloudflare's edge network.
• Resend — transactional email delivery (e.g., form confirmation emails, internal notifications).
• PostgreSQL hosting (Netcup) — our database infrastructure runs on a VPS hosted by Netcup (Manassas, Virginia, US).
• LiveKit — real-time audio infrastructure (AI receptionist calls; US-based servers).
• Deepgram — speech processing (AI receptionist calls; audio data).
• Cartesia — voice synthesis (AI receptionist responses; text data).
• Anthropic — AI inference (AI receptionist conversational processing; text data).
• Telnyx — telephony carrier (AI receptionist inbound/outbound calls; call metadata).

We may also disclose information to professional advisors (attorneys, accountants) under confidentiality, or as required by law.

5. Data retention

We retain contact form submissions and associated correspondence for as long as there is an active business relationship, or for up to 3 years after last contact, whichever is shorter, unless a longer period is required by law.

Server logs are retained for 90 days. Call recordings and transcripts are retained according to the retention schedule agreed with each business customer, defaulting to 12 months. Anonymized aggregate analytics are retained indefinitely.

You may request deletion of your personal data at any time (see Your Rights below).

6. Your rights

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.
• Correction. Ask us to correct inaccurate or incomplete data.
• Deletion. Request erasure of your personal data where we have no legal basis to retain it.
• Portability. Receive your data in a structured, machine-readable format (where technically feasible).
• Objection / opt-out. California residents have the right to opt out of the sale of personal information. We do not sell personal information, so this opt-out is not applicable — but you may contact us to confirm.
• Withdrawal of consent. Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, email us at privacy@vantaweb.io. We will respond within 30 days. We may need to verify your identity before fulfilling a request.

7. Cookies and analytics

Our marketing site currently uses only essential functional cookies (e.g., for form state). We do not deploy third-party advertising trackers or behavioral ad networks on vantaweb.io.

If we add analytics or tracking tools in the future, we will update this policy and, where required by law, obtain your consent before deploying them.

You can configure your browser to block or delete cookies at any time. Blocking cookies will not prevent the site from loading but may affect form functionality.

8. Security

We use industry-standard security measures including TLS encryption in transit, access controls on production systems, and regular security reviews. Our VPS infrastructure is hardened and monitored for unauthorized access.

No method of transmission over the internet is 100% secure. If you believe your data has been compromised, contact us immediately at privacy@vantaweb.io.

9. Children

VantaWeb is a B2B service platform. We do not knowingly collect personal information from individuals under 13 years of age. If we learn we have inadvertently collected such information, we will delete it promptly.

10. International transfers

VantaWeb is based in the United States. If you are accessing our services from outside the US, please be aware that your information will be transferred to, stored, and processed in the United States. By using our services, you consent to this transfer.

We rely on our subprocessors' own data transfer mechanisms (e.g., Standard Contractual Clauses where applicable) for any international data flows through their infrastructure.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. For significant changes, we will notify active business customers by email.

Your continued use of VantaWeb after a policy update constitutes acceptance of the revised policy.

12. Contact us

Questions, requests, or concerns about this Privacy Policy should be directed to:

• Email: privacy@vantaweb.io
• General inquiries: sales@vantaweb.io
• Website: vantaweb.io/contact