Privacy policy
Who we are
Vantai Logic is a marketing and software service for cash-pay clinics (dental, chiropractic, med spa and physical therapy). We run Meta ads, build landing pages and online booking, and provide a clinic CRM with texting, reminders and AI assistants. This policy explains what personal information we collect, why, who we share it with, and the choices you have.
It covers vantailogic.com, our booking form at forms.vantailogic.com, our staff app at app.vantailogic.com, the landing pages we host for clinics, and our use of the Meta (Facebook and Instagram) platform and its APIs. Questions go to hello@vantailogic.com.
Two roles: our business and our clients
For our own business (this website, booking a call with us, our own ads), Vantai Logic decides how your information is used.
For the clinics we work for (their landing pages, forms, booking, CRM, texts, reminders and their Meta ads), the clinic decides how its patients' and leads' information is used, and we process it on the clinic's behalf, under our agreement with that clinic. If you filled in a clinic's form or are a clinic's patient, the clinic's own privacy policy applies too, and requests about that information are best sent to the clinic. We will help the clinic answer them.
What we collect
When you visit vantailogic.com
We measure visits with our own analytics, not Google Analytics or any third-party tracker, and we set no cookies. For each visit we record the pages viewed, time on page, the referring site or campaign (for example a UTM tag), the device type, and an approximate location (city or region) worked out from your IP address at the moment of the visit. We do not store your IP address. A random visit id lives only in your browser tab (session storage) and is gone when you close it. We keep these visit records for 90 days.
The site loads its fonts from Google Fonts, so Google receives your IP address and browser details when the page loads (see Google's privacy policy).
When you book a call with us
Our booking form asks for your name, email, phone number and a few questions about your clinic (such as practice type, number of locations and how you handle leads today), and the time you choose. We use them to schedule the call, send you the confirmation, the calendar invitation and the video meeting link, remind you, and follow up about our services.
When a clinic uses our services
On a clinic's behalf we may process its leads' and patients' names, phone numbers, emails, preferred language, the answers they give on the clinic's forms (including the consent boxes they tick and the exact wording they agreed to), appointment details, messages exchanged with the clinic by text, notes the clinic's staff add, and which ad or page the person came from. Some clinics' information can relate to health care (for example the service someone is interested in). We use it only to provide the clinic's services.
Through Meta (Facebook and Instagram)
With a clinic's permission, and our own for our own ads, we connect to Meta through its official APIs to create and run ads and read their results (reach, clicks, costs and similar statistics), and, where a clinic uses Meta Lead Ads, to receive the details people submit in those lead forms so they reach the clinic's CRM. We receive only what the ad account owner authorizes and what the person chose to submit. See How we use Meta platform data.
When you email or call us
We keep what you send us and our replies, to answer you and keep a record of the conversation.
How we use it
- To provide and run our services: booking calls, running ads, hosting pages and forms, the CRM, texts, reminders and AI assistants, as each clinic chooses.
- To contact you about your booking or your account, and to follow up about our services after you have asked us to.
- To measure and improve our website, ads and services, mostly as totals (how many visits, which campaigns bring booked calls).
- To keep our services secure, prevent abuse, and keep records we must keep.
We do not sell personal information, and we do not use a clinic's patient or lead information for our own marketing or for any other clinic.
Text messages
If you give a phone number and agree to receive texts (from us or from a clinic through our system), we use it only to send the texts you agreed to, such as appointment confirmations, reminders and replies to your questions. Message frequency varies. Message and data rates may apply. Reply STOP to stop and HELP for help.
Mobile information (your phone number and your consent to receive texts) is never shared with or sold to third parties or affiliates for their marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties, except the service providers that deliver the messages for us.
AI assistants
When a clinic turns on our AI assistant, messages from its leads and patients, and the clinic-approved facts the assistant uses, are sent to an AI provider to write replies and offer appointment times. The provider processes them to return an answer for us and does not use them to train its models under our agreement. Clinics can see and take over every AI conversation.
Who we share it with
We share personal information only with:
- The clinic whose form, page or service you used.
- Service providers that run parts of our service for us, under contracts that limit their use of the data: our hosting provider, Zoom (meeting links), Google (calendar invitations and email), our email and text-message delivery providers, Meta (ads and Lead Ads), and an AI provider (only where a clinic uses the AI assistant). Approximate location is worked out on our own servers from a MaxMind database; your IP address is not sent to MaxMind.
- Authorities, when the law requires it, or to protect the rights, property or safety of our clients, the public or us.
- A buyer or successor, if our business is sold or merged, under this same policy.
How we use Meta platform data
Data we receive from Meta's APIs (ad account and campaign information, ad results, and Lead Ads submissions) is used only to run and report on the ads of the account it came from and to deliver that account's leads to its own CRM. We do not sell it, do not use it to build profiles for other purposes, do not share it with other clients, and keep it only as long as needed for that purpose or as the account owner directs. We follow Meta's Platform Terms and Developer Policies. When an account owner disconnects us, we stop receiving data and delete or return what we hold for that account, except what we must keep by law.
How long we keep it
- Website visit records: kept for our analytics until deleted; they are not deleted automatically after a set time. Contact us to request deletion. Because we do not identify every visitor, we may need information that lets us locate the relevant records.
- Booking and enquiry records for our own business: for as long as we have a business relationship or a reason to follow up, and then deleted or kept only as the law requires.
- A clinic's data: for as long as the clinic uses our services, then returned or deleted as our agreement with the clinic says. Clinics can delete a lead and its history at any time.
- Backups: encrypted off-machine backups of our production systems are scheduled hourly. Most are automatically deleted after approximately 4 to 16 days; selected backups are retained for up to about 13 months. They cannot be altered or deleted during their protection period.
Security
Data travels encrypted (HTTPS), access is limited to the people who need it, each clinic's data is kept separate from every other clinic's, signing keys and credentials are stored encrypted, and changes are logged. No system is perfectly secure, but we work to protect your information and will tell you and the affected clinic if a breach affects you, as the law requires.
Your choices and rights
You can ask us to tell you what personal information we hold about you, correct it, delete it, or stop using it for follow-up, by emailing hello@vantailogic.com. Depending on where you live (for example California, other US states, the EU or the UK, or Mexico), you may have further rights, such as getting a copy in a portable format or complaining to a data protection authority. We will not treat you differently for using these rights. If your request is about a clinic's information, we will pass it to the clinic or help it answer.
Deleting your data
To delete the information we hold about you, including anything we received through Facebook, Instagram or Meta Lead Ads:
- Email hello@vantailogic.com with the subject "Delete my data", and tell us the name, email and phone number you used (and the clinic, if it was a clinic's form or ad).
- We confirm we found you, delete your records and their history within 30 days, and reply when it is done. Existing encrypted off-machine backups age out automatically, generally within about 13 months. If we restore one, we reapply recorded deletion requests before returning the restored system to use. We keep only a note that a deletion happened (without your details) and anything the law requires us to keep.
- You can also remove our access in your Facebook settings under Settings & privacy → Settings → Apps and websites.
Children
Our services are for businesses and adults. We do not knowingly collect information from children under 13 (or under 16 where that is the age that applies) through our own website or forms.
Changes and contact
When we change this policy we update the date at the top, and for important changes we tell our clients directly. Questions or requests: hello@vantailogic.com.