Privacy Policy

This Privacy Policy describes how VantaPay LLC ("VantaPay", "we", "us") collects, uses, and protects information when you use our booking and payments platform at vantapayllc.com and related services. By using VantaPay, you agree to this Policy.

1. Information we collect

We collect: (a) account data you provide (name, email address, mobile phone number, business name and address); (b) data that businesses ("Merchants") enter about their clients (names, phone numbers, emails, appointment history); (c) payment and payout metadata processed through Stripe (we do not store full card numbers); and (d) usage, device, and log data generated when you use the service.

Audio, video and voice. Where a Merchant turns on the features that use them, we also collect: (e) recordings of inbound and outbound phone calls handled by the AI receptionist; (f) recordings of video meetings and interviews; (g) transcripts and AI-generated summariesderived from those recordings; and (h) voice samples and the voice model derived from them when someone chooses to clone a voice.

Photos and camera. Merchants and their staff can attach photos to a job, a visit or a client record, and can generate tattoo stencils from a reference photo. Those images are taken with the camera or chosen from the device, and are stored against the Merchant's account.

Location. For Merchants that run field service, the mobile app uses the device location of the technician who is signed in — never a client's. Two separate things happen, and they are not the same:

• While the route map is open, the technician's coordinates are sent to us so we can draw the road route to the next stop. We pass those two points to a routing provider (by default the public OSRM service) and keep the resulting route, not a trail.
• Arrival alerts use location in the background. When a technician marks "on my way", the app asks the Android system to watch a 120-metre circle around that stop for up to 12 hours. The system wakes the app when the phone arrives so it can show the alert, and the circle is removed when the stop is closed. Those background coordinates never leave the device and are never sent to us. The permission is asked for once, with the reason on screen, and the app works without it — the alert then only appears while the route is open.

We do not track staff location outside an assigned route, and we never collect the location of a Merchant's clients.

A voice model is a biometric identifier under the laws of several U.S. states. We create one only after the person whose voice it is has signed a written release that names what is collected, what it is used for, and how long it is kept. That release can be withdrawn at any time, and withdrawing it deletes the voice from the provider that stores it.

1b. Consent forms: health information, ID documents and signatures

Some trades cannot work without paperwork. A tattoo studio, a piercing studio or a clinic sends its client a consent form before the appointment, and that form is where the most sensitive data in this product lives. Depending on what the Merchant puts on the form, we may receive and store:

• Health information — allergies, medication, conditions, pregnancy, and anything else the Merchant asks in order to decide whether the service is safe to perform
• A photo of a government-issued identification document — used to verify identity and age
• A handwritten signature, drawn on screen
• An emergency contact — a name and a phone number
• Date of birth and the contact details on the form

Who can see it. A signed form belongs to the Merchant that sent it. It is readable by that Merchant and its staff, and by the person who signed it. It is not shared with other Merchants, it is not used to train any model, and it is never used for advertising or sold.

Where the files live. ID photos and signature images are held in a private storage bucket. They are not reachable by a public address: every view is served through a link that we sign for the specific person asking, and that link expires.

We are not a covered entity under HIPAA and this product is not a medical record system. The health information here exists only because a Merchant asked for it on its own form, and only to let that Merchant perform its service safely. If you signed a form and want it removed, ask the Merchant that sent it, or write to us through Delete your data.

2. How we use information

We use information to operate bookings and payments, verify your identity, send transactional messages (such as account verification codes) and, with your consent, appointment confirmations and reminders, prevent fraud and abuse, provide customer support, comply with legal obligations, and improve the service.

3. Sharing and service providers

We share information with service providers that help us operate the platform. As of the date above, they are:

• Stripe — payments and payouts
• Supabase — hosting and database
• Vercel — application hosting and traffic analytics
• Twilio — phone numbers, calls and SMS delivery
• Resend — email delivery
• LiveKit — live audio and video sessions
• ElevenLabs and Fish Audio — speech synthesis and voice cloning
• Google, Anthropic and OpenAI — the AI models that answer calls, write summaries and power the assistant
• fal.ai — image and video generation

Audio, video and text are sent to those AI providers so the features can work. They process it to return a result to us. We do not sell personal information. We may disclose information if required by law or to protect our rights, users, or the public.

AI assistants that you connect yourself, such as your own ChatGPT or Claude, are a different case, covered in section 4b.

4. Facebook and Instagram data

If a Merchant connects a Facebook Page or Instagram professional account, we receive from Meta: the Pages that person administers, an access token for each Page (encrypted at rest and never sent to a browser), the linked Instagram business account, and an app-scoped user ID that identifies the authorizing person to our app only. When a Page runs a Lead Ad, we receive the answers the consumer submitted and place them in that Merchant's leads. We use this data only to deliver those leads and messages to the Merchant. We do not use it for advertising, we do not sell it, and we do not combine it across Merchants. Access can be revoked at any time from Facebook, and doing so deletes the stored connections and tokens — see Delete your data.

4b. AI assistants you connect (ChatGPT, Claude)

A Merchant, or a member of its team, can connect VantaPay to an AI assistant they use under their own account, such as ChatGPT (made by OpenAI) or Claude (made by Anthropic). Once connected, the assistant can look up and act on that shop's data through our server at mcp.vantapayllc.com, within what that person's role allows, what the shop's owner allows Vanta AI (our built-in assistant) to do and, for actions, what was approved when connecting. How to connect, use and disconnect an assistant is explained at vantapayllc.com/asistentes.

How connecting works. The assistant sends you to vantapayllc.com, where you sign in with your usual VantaPay login, choose one shop and see what the assistant will be allowed to do. You can uncheck any permission; you can never grant more than your own role already has. The assistant never sees your VantaPay password. It receives an access key that works only on our assistant server, only for that shop and only with those permissions. If the owner later removes a permission from your role or from Vanta AI, turns Vanta AI off for the shop, or your team membership ends, the connection loses that access on its next request.

What the assistant can see and do. Depending on the permissions in effect, it can read, and in some cases change:

• client details — names, phone numbers, email addresses, addresses, notes and visit history
• appointments, the waitlist and blocked times
• messages and chat threads with clients, and the log of messages sent
• leads, and reviews with the reviewer's name and comment
• payment records — invoices, sales, recorded payments, gift cards (including their codes), expenses and payout summaries
• services, inventory and business reports
• calls answered by the AI phone line — the caller's number, a short summary and the full transcript
• team members — role, schedule, pay rates and earnings, time-clock punches, performance, and tax classification with only the last four digits of a tax ID
• for shops that run video interviews, the candidates' names and how to contact them

What it never receives through this connection: full card numbers (we do not hold them); what a client filled in on a form, including health information, photos of ID documents and signatures (the assistant can see which form templates exist and send a client a form link, but none of its tools return the answers); passwords or verification codes; and any data belonging to another shop. Free text is passed as written: if a client mentions something sensitive in a message, a review or a call, the assistant receives it as the client wrote it, marked as written by someone else.

Where the data goes. When the assistant uses one of our tools, we send the result back to that assistant, and it becomes part of your conversation there. From that point it is handled by the assistant's provider (OpenAI, Anthropic, or whoever makes the assistant you connected) under your own account and your agreement and privacy settings with them — not by us. We do not control how long they keep it or whether they use it to improve their models; check those settings with the provider. Here the provider is not acting as our service provider: it is a service you chose and connected. This is separate from section 3, where we send data to AI providers ourselves to run VantaPay's own features.

What we receive from the assistant. Only the request to use a specific tool and the details that tool needs — for example, the date of the appointments to list. We do not receive, request or store your conversation, its history, the assistant's memory, or files you upload to it.

What we store, and for how long.

• The connection — who connected it, for which shop, which assistant (its name and the return addresses it registered), the permissions granted, and when it was created, last used and disconnected. Disconnecting marks the record as disconnected rather than erasing it. It is deleted when the shop, or the account of the person who connected it, is deleted from our systems.
• Access keys — only a one-way fingerprint (a hash), never the key itself, so a copy of our database holds no working key. An access key expires after 1 hour and the key used to renew it after 30 days; each renewal replaces the previous one, and an old one used again cancels the whole connection. The one-time sign-in code expires after 5 minutes and an unfinished connection request after 10 minutes. Used and expired fingerprints stay with the connection record.
• Previews of actions — before anything that sends something to a client, records a payment, cancels or deletes, our server returns a preview instead of acting, and saves the exact action and details shown in it, which can include a recipient and the text of a message. The action runs only if the assistant comes back with that preview's single-use code within 10 minutes, and it runs exactly what the preview showed. These records stay with the shop's data until the shop is deleted.
• Activity history — for each tool the assistant uses: which assistant and which person, which tool, a one-line label that can name the client or item it was about, the result and the time. This is what you see under «Lo que hizo su asistente» in VantaPay. It is the shop's record of what assistants did: it stays after a connection is disconnected and is deleted with the shop. If the person's account is deleted, their entries stay without being linked to them.
• Network address — the IP address of the app or device that registers with our server or starts a connection, used to limit abusive traffic. That rate-limit record lasts up to one hour; like any request to our servers, it may also appear in our standard server logs (section 1(d)).

We use these records to run the connection, keep it secure and show you what happened. As section 3 says for everything else, we do not sell them.

Your controls.

• Choose the shop and uncheck permissions when you connect.
• Disconnect at any time in VantaPay, in the section «Usar Vanta desde su asistente» (owners and admins find it in the VantaAI tab; other team members, in «Mi perfil»), with «Desconectar». This cancels the connection and every key it holds immediately. The owner and admins of a shop can see and disconnect every assistant connected to it; other team members see and disconnect only their own.
• Removing VantaPay from the assistant's own settings stops that assistant from using it. To make sure access is also cancelled on our side at once, disconnect it in VantaPay too.
• As the owner, turn off any permission for Vanta AI across the shop, or turn Vanta AI off; every connection loses that access on its next request.
• Ask us to delete connection data or the activity history through Delete your data or at [email protected].

If you are a client of a Merchant. A Merchant decides whether to connect an assistant, and its team members may connect their own. When they do, the details that Merchant holds about you can be sent to the assistant provider of the person who connected it, under that person's account. For questions about how a Merchant uses your information, contact that Merchant; to ask for deletion, contact the Merchant or use Delete your data.

5. SMS / text messaging

With your consent, VantaPay and the businesses you book with may send you text messages, including one-time account verification codes, appointment confirmations, and reminders. You opt in by entering your mobile number and agreeing to receive texts (for example, on our signup page or a Merchant's business website), or by replying to a confirmation message. Message frequency varies based on your account and appointment activity. Message and data rates may apply. Reply HELP for help or STOP to opt out at any time.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors who provide support services, such as SMS delivery and customer service, is permitted solely to deliver the messages you requested. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

6. Data retention

We retain personal information for as long as your account is active or as needed to provide the service, comply with legal and tax obligations, resolve disputes, and enforce our agreements. When no longer needed, we delete or de-identify it.

Call and meeting recordings, and their transcripts, are kept while the Merchant's account is active. A Merchant can delete an individual recording at any time from their dashboard, and closing the account deletes them.

A cloned voice is kept only while the written release that created it stands. When the person withdraws it, we mark the release as withdrawn and delete the voice from the provider that stores it. The audio sample used to create it is deleted in the same step.

You can ask us to delete your data at any time through our data deletion page, which covers recordings and voice models as well as connected-account tokens.

7. Your rights

You may request access to, correction of, or deletion of your personal information, and you may withdraw SMS consent at any time by replying STOP. To make a request, contact us at the address below or follow the steps at Delete your data. We will respond within the timeframe required by applicable law.

8. Security

We use administrative, technical, and physical safeguards to protect information, including encryption in transit and reputable infrastructure providers. No method of transmission or storage is 100% secure, but we work to protect your data.

9. Children

VantaPay is not directed to children under 13, and we do not knowingly collect personal information from them.

10. Changes to this Policy

We may update this Policy from time to time. We will post the updated version here and revise the "Last updated" date above.

11. Contact

Questions about privacy or this Policy: [email protected]. VantaPay LLC, 8309 91st Terrace, Seminole, FL 33777, United States. Florida document number L26000177523.