Plain-language summary: VantageScale collects only the information necessary to deliver our services and respond to your inquiries. We do not sell your personal data. You have clear rights over your information and can exercise them at any time by contacting us.
1. Who We Are
VantageScale ("VantageScale," "we," "us," or "our") is an AI consulting agency that provides artificial intelligence automation, lead generation systems, search engine optimization, voice agent deployment, and related revenue-growth services to small and mid-sized businesses ("SMBs").
This Privacy Policy applies to personal data processed through:
- The VantageScale website at vantagescale.co (the "Site");
- Our consultation booking system;
- Contact and inquiry forms;
- Email communications; and
- Any services we provide to clients.
For the purposes of applicable data-protection law, VantageScale is the data controller with respect to the personal data described in this Policy.
Definitions
| Term | Meaning |
|---|---|
| Personal Data | Any information that identifies or can reasonably identify a living individual, directly or indirectly. |
| Processing | Any operation performed on personal data, including collection, storage, use, transfer, or deletion. |
| Data Subject | The individual whose personal data is being processed. |
| Service | The AI consulting, automation, and revenue-growth services offered by VantageScale. |
2. Information We Collect
We collect information in three ways: information you provide directly, information collected automatically, and information obtained from third parties.
2.1 Information You Provide
- Contact and inquiry data: Name, email address, telephone number, company name, job title, and the content of any message you send through our contact form or by email.
- Consultation booking data: Name, email address, time-zone, and scheduling preferences submitted through our Calendly booking form. Calendly's privacy policy governs their processing of this data.
- Newsletter and blog subscription data: Email address and, where provided, your first name.
- Client onboarding data: Business information, access credentials, and operational data provided during the delivery of services. This data is governed primarily by our client service agreement and applicable data processing agreements.
2.2 Information Collected Automatically
When you visit the Site, our hosting infrastructure and analytics tools may automatically collect:
- Log data: IP address (truncated where technically feasible), browser type and version, operating system, referring URL, pages visited, and timestamps.
- Device data: Device type, screen resolution, and language settings.
- Cookie and tracking data: See Section 6 (Cookies and Tracking) for full details.
2.3 Information From Third Parties
We may receive limited information from referral partners, social media platforms (where you interact with our content), or publicly available business directories for the purpose of understanding our audience. We do not purchase contact lists or acquire personal data from data brokers.
3. How We Use Your Information
We use personal data only for the following purposes:
- Responding to inquiries. To reply to messages submitted through our contact form or sent directly by email.
- Scheduling consultations. To confirm, manage, and follow up on strategy calls booked via our calendar system.
- Providing services. To deliver, manage, and improve the AI automation, lead generation, and related services agreed upon with clients.
- Marketing communications. To send blog updates, newsletters, or information about new services, where you have given consent or where we have a legitimate interest and you have not opted out.
- Site operation and improvement. To monitor site performance, diagnose technical issues, and improve the user experience through aggregated analytics.
- Legal compliance. To meet our obligations under applicable law, respond to lawful requests from authorities, and enforce our agreements.
- Fraud prevention and security. To detect and prevent malicious activity, spam, and unauthorized access.
We do not use personal data for automated decision-making that produces legal or similarly significant effects on individuals without human review.
4. Legal Bases for Processing
Where the General Data Protection Regulation (GDPR) or equivalent legislation applies, our processing is carried out on the following legal bases:
| Processing Activity | Legal Basis |
|---|---|
| Responding to contact inquiries | Legitimate interests (responding to a communication you initiated) |
| Scheduling and conducting consultation calls | Performance of a pre-contractual step or contract |
| Delivering services to clients | Performance of a contract |
| Sending marketing communications | Consent; or legitimate interests where a prior relationship exists and you have not opted out |
| Site analytics (aggregated) | Legitimate interests (improving our service) |
| Compliance with legal obligations | Legal obligation |
| Fraud prevention | Legitimate interests (protecting our business and users) |
You may withdraw consent at any time where consent is the legal basis. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
7. Data Retention
We retain personal data only for as long as necessary for the purpose for which it was collected, or as required by applicable law. Our general retention periods are:
| Data Type | Retention Period |
|---|---|
| Contact form submissions (no engagement) | 24 months from submission |
| Consultation booking records | 36 months from the date of the call |
| Active client data | Duration of engagement plus 7 years (for legal and financial record-keeping) |
| Marketing email list | Until you unsubscribe, plus 30 days for processing |
| Website analytics (aggregated) | 26 months, then deleted or fully anonymised |
| Legal compliance records | As required by applicable law (typically 5 to 10 years) |
When data is no longer required we will securely delete or irreversibly anonymise it.
8. Your Rights
Depending on your jurisdiction, you may have the following rights over your personal data. To exercise any of these rights, please contact us using the details in Section 14.
Right of Access
Request a copy of the personal data we hold about you and information about how we process it.
Right to Rectification
Request correction of inaccurate or incomplete personal data.
Right to Erasure
Request deletion of your personal data where it is no longer necessary for the purpose for which it was collected, or where you withdraw consent.
Right to Restrict Processing
Request that we limit how we use your data in certain circumstances, such as while an accuracy dispute is resolved.
Right to Data Portability
Receive your personal data in a structured, commonly used, machine-readable format and transmit it to another controller.
Right to Object
Object to processing based on legitimate interests or for direct marketing at any time. We will cease that processing unless we demonstrate compelling grounds.
Right to Withdraw Consent
Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
Right to Lodge a Complaint
Lodge a complaint with the supervisory authority in your country of residence if you believe we have processed your data unlawfully.
We will respond to all verifiable requests within 30 days. Where requests are complex or numerous, we may extend this period by a further 60 days, notifying you accordingly.
California Residents (CCPA / CPRA)
California residents have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including the right to know, the right to delete, the right to correct, the right to opt out of the sale or sharing of personal information, and the right to limit the use of sensitive personal information. VantageScale does not sell or share personal information within the meaning of the CCPA. To exercise your California rights, submit a request using the contact details in Section 14. We will not discriminate against you for exercising any of these rights.
9. International Data Transfers
VantageScale is based in the United States. If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, your personal data may be transferred to and processed in the United States or other countries that may not provide the same level of data-protection as your home country.
Where such transfers occur, we rely on appropriate safeguards, including:
- Standard Contractual Clauses (SCCs) approved by the European Commission;
- The UK International Data Transfer Agreement (IDTA) where applicable; or
- Any adequacy decision issued by the relevant authority.
You may request a copy of the relevant safeguards by contacting us.
10. Children's Privacy
Our Site and services are directed exclusively to businesses and business professionals. We do not knowingly collect personal data from individuals under the age of 16. If you are a parent or guardian and believe that your child has provided personal data to us, please contact us immediately. We will take prompt steps to delete that information.
11. Third-Party Links
The Site may contain hyperlinks to third-party websites (including our scheduling tool, social media platforms, and references cited in blog content). This Privacy Policy applies solely to VantageScale's own processing. We have no control over and assume no responsibility for the privacy practices of linked third-party sites. We encourage you to review the privacy policies of any external site you visit.
12. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures include secure protocols for data transmission, access controls, and regular security reviews.
However, no method of transmission over the internet or electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security. In the event of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you without undue delay in accordance with applicable law.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will revise the "Last reviewed" date at the top of this page and, where appropriate, provide more prominent notice (for example, by displaying a notice on the Site homepage or by emailing existing subscribers).
Your continued use of the Site or our services after the effective date of any update constitutes your acknowledgment of the revised Policy. We encourage you to review this page periodically.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data, please contact us by any of the following means:
VantageScale
Privacy Inquiries
Email: contact@vantagescale.co
Alternatively, use our contact form. Please mark your message "Privacy Request" in the subject or body.
We commit to acknowledging all privacy-related inquiries within 72 hours and resolving them within 30 days.