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.
• Brevo (Sendinblue SAS) — transactional email delivery (e.g., form confirmation emails, internal notifications).
• PostgreSQL hosting (Hetzner) — our database infrastructure runs on a cloud server hosted by Hetzner (Ashburn, 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.

For a full list of current sub-processors, including their locations and privacy policies, see our Sub-Processor List.

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 90 days. 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 specific rights regarding your personal information. See the California and EU/EEA sections below, and email privacy@vantaweb.io to exercise any right.

6a. California residents — CCPA / CPRA rights

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the CPRA grants you the following rights:

• Right to Know. You may request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources, the business or commercial purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete. You may request deletion of personal information we have collected from you, subject to certain exceptions (e.g., completing a transaction, security, legal obligations).
• Right to Correct. You may request that we correct inaccurate personal information we maintain about you.
• Right to Opt-Out of Sale or Sharing. VantaWeb does not sell personal information and does not share personal information for cross-context behavioral advertising. There is nothing to opt out of, but you may contact us to confirm this in writing.
• Right to Limit Use of Sensitive Personal Information. You may request that we limit the use and disclosure of sensitive personal information (such as precise geolocation or call content) to purposes necessary to provide the service.
• Right to Non-Discrimination. We will not discriminate against you for exercising any of your CCPA rights. We will not deny you services, charge different prices, or provide a different quality of service because you exercised a privacy right.

How to exercise California rights: Submit a verifiable consumer request by emailing privacy@vantaweb.io (subject: "CCPA Request") or by using our web form at vantaweb.io/contact?type=dsr (Data Subject Access Request). We will respond within 45 days. We may need to verify your identity before processing your request. You may designate an authorized agent to make a request on your behalf.

6b. EU / EEA and UK residents — GDPR rights

If you are located in the European Union, European Economic Area, or United Kingdom, the General Data Protection Regulation (GDPR) or UK GDPR grants you the following rights:

• Right of access (Art. 15). Request a copy of the personal data we hold about you and information about how we process it.
• Right to rectification (Art. 16). Ask us to correct or complete inaccurate or incomplete personal data.
• Right to erasure / "right to be forgotten" (Art. 17). Request deletion of your personal data where we no longer have a lawful basis to retain it.
• Right to restriction of processing (Art. 18). Request that we restrict how we use your data in certain circumstances (e.g., while accuracy is disputed).
• Right to data portability (Art. 20). Receive your personal data in a structured, commonly used, machine-readable format and transmit it to another controller, where technically feasible.
• Right to object (Art. 21). Object to processing of your personal data where we rely on legitimate interests as the lawful basis, or where processing is for direct marketing purposes.
• Right to lodge a complaint. You have the right to lodge a complaint with your local supervisory authority (e.g., your national Data Protection Authority within the EU/EEA, or the ICO in the UK) if you believe our processing of your personal data violates applicable law.

How to exercise GDPR rights: Email privacy@vantaweb.io (subject: "GDPR Request") or use the form at vantaweb.io/contact?type=dsr. We will respond within 30 days (extendable to 90 days for complex requests, with notice). Identity verification may be required. There is no fee for reasonable requests.

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