1. Information collected

Vantara may collect information customers and users provide, information generated through configured workflows, and operational information needed to provide, secure, support, and improve the service.

2. Customer account data

We may collect customer account data, user profile details, organization settings, authentication and access records, campaign and workflow configuration, billing-plan information, support communications, and other information submitted through the service.

3. Calendar and meeting data

When customers connect or use scheduling features, we may process meeting titles, invitees, attendee details, availability, time zones, meeting links, notes, booking status, and related calendar metadata needed to coordinate meetings and workflow follow-up.

4. Call and audio data

Vantara may process meeting, call, transcript, and AI-generated content where needed to provide the service. Depending on customer configuration, this may include call metadata, audio, call status, call outcomes, and related operational details.

5. Recordings, transcripts, and summaries

Depending on customer configuration, Vantara may process recordings, transcripts, speaker text, summaries, action items, outcomes, quality signals, and support or audit information needed to provide the service.

6. AI prompts and generated outputs

We may process prompts, instructions, context, tool inputs, call scripts, conversation content, transcript excerpts, generated summaries, generated messages, classifications, recommendations, and other AI-generated outputs used to operate, troubleshoot, secure, and improve configured workflows.

7. Contact, lead, and customer data

Customers may submit or generate contact, lead, account, prospect, CRM-style workflow, and customer relationship data, such as names, roles, company details, phone numbers, email addresses, call history, dispositions, notes, reminders, and pipeline status.

8. Healthcare and PHI-related data

Vantara is healthcare-adjacent and may be used near healthcare workflows. Customers should not submit regulated health information unless the applicable written agreements, approved configuration, and operational safeguards are in place. When Vantara is configured for healthcare-regulated workflows, additional contractual terms such as a Business Associate Agreement may be required before processing HIPAA-regulated protected health information.

9. Usage, device, and security logs

We may collect usage events, page or feature interactions, IP address, browser and device information, session metadata, authentication events, error logs, audit records, security telemetry, and similar operational data to run, secure, debug, and improve the service.

10. How information is used

Information is used to provide, personalize, maintain, secure, troubleshoot, and improve the service; support AI calling and meeting workflows; coordinate scheduling; manage accounts; provide customer support; communicate service updates; enforce terms; and comply with legal, contractual, and security obligations.

11. AI processing

We use AI-related processing to support configured workflows such as calling assistance, transcription, summarization, classification, follow-up drafting, routing, and workflow recommendations. AI-generated outputs may be incomplete or inaccurate and should be reviewed by customers where appropriate.

12. Analytics and marketing

We may use account, usage, device, and interaction information for product analytics, security monitoring, service improvement, and limited marketing or lifecycle communications. Any marketing choices and opt-out rights depend on applicable law and communication type.

13. Sharing and subprocessors

We do not sell personal information. We may share information with service providers, subprocessors, integration providers, professional advisors, and authorities where needed to provide the service, support integrations, protect rights and security, or comply with law. We aim to limit information shared with AI, transcription, telephony, and infrastructure providers to what is needed to provide the service.

14. Payments

If paid features are used, payment and subscription details may be processed to administer plans, invoices, receipts, taxes, renewals, and account status. We do not intentionally collect full payment card numbers through the public legal pages.

15. User and customer rights

Depending on applicable law and contract terms, users or customers may request access, correction, deletion, export, restriction, objection, or other privacy rights. We may need to verify identity, authority, workspace ownership, and legal basis before acting on a request.

16. Data retention

We retain information for as long as needed to provide the service, meet customer instructions, maintain security and audit records, resolve disputes, enforce agreements, and satisfy legal or contractual obligations. Retention periods may vary by plan, configuration, data category, customer instructions, and applicable agreement.

17. Cross-border processing

Information may be processed in jurisdictions where Vantara, customers, and service providers operate. Cross-border processing may depend on customer location, configuration, vendor terms, and applicable law.

18. Security

We use reasonable administrative, technical, and organizational safeguards intended to protect service data and reduce unauthorized access, loss, misuse, and disclosure risks. No system can be guaranteed completely secure.

19. Customer responsibilities

Customers are responsible for lawful collection and use of data submitted to Vantara, including notices, consents, permissions, call and recording disclosures, internal access controls, user training, and confirming that their configuration is appropriate for the intended workflow.

20. Updates to this policy

We may update this policy over time. Material updates will be posted with a revised effective date, and continued use of the service after an update may be subject to the updated policy.

21. Contact details

For data access, deletion, or export requests, contact support@ai-vantara.com with the subject [Data Request].

For AI provider/data-handling questions, security reports, privacy requests, legal notices, and support inquiries, contact support@ai-vantara.com. For faster routing, use [Vendor Review], [Security], [Privacy], [Legal], or [Regulated Workflow].