PRIVACY POLICY

Vantarix Systems LLC

vantarixai.com

Effective Date: June 5, 2026

1. Introduction

Vantarix Systems LLC (“Vantarix,” “we,” “us,” or “our”) is an AI automation agency headquartered in Greensboro, North Carolina. We provide AI-powered lead generation, backend automation, and business development services to local service businesses and enterprises nationwide.

This Privacy Policy describes how we collect, use, disclose, and protect information when you visit vantarixai.com (the “Site”), engage our services, or otherwise interact with us. By accessing the Site or engaging our services, you agree to the practices described in this policy.

If you have questions, please contact us at the address provided in Section 13.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when you:

Fill out a contact, inquiry, or onboarding form
Schedule a consultation or discovery call
Enter into a service agreement with us
Communicate with us by email, phone, or other means

This may include: your name, business name, email address, phone number, mailing address, payment information, and details about your business needs and goals.

2.2 Information Collected Automatically

When you visit the Site, we and our third-party service providers may automatically collect:

IP address and approximate geographic location
Browser type, version, and operating system
Pages visited, time spent on pages, and referring URLs
Device identifiers and cookie data
Clickstream and interaction data

This information is collected via cookies, web beacons, pixels, and similar tracking technologies (see Section 7).

2.3 Information from Third Parties

We may receive information about you from third-party sources, including:

CRM platforms and lead generation tools used in our service delivery
Publicly available business directories and data sources
Advertising platforms (e.g., Google, Meta) when you interact with our ads
Referral partners and integration platforms

3. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and improve our services
To respond to inquiries, process agreements, and deliver client work
To send service-related communications, invoices, and updates
To send marketing communications (where you have opted in or where permitted by law)
To analyze usage and optimize the performance of the Site
To detect, investigate, and prevent fraud or unauthorized activity
To comply with applicable legal obligations
To enforce our terms, agreements, and policies

We will not use your personal information for purposes incompatible with those stated above without first obtaining your consent.

4. Legal Basis for Processing (Where Applicable)

Where required by applicable law (e.g., GDPR for EEA residents), our legal bases for processing personal information include:

Contract performance – processing necessary to deliver services you have engaged us for
Legitimate interests – operating and improving our business, marketing to prospective clients, and preventing fraud
Legal obligation – compliance with applicable laws and regulations
Consent – where you have given express consent, which you may withdraw at any time

5. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

5.1 Service Providers

We engage trusted third-party vendors to help operate our business, including CRM platforms, payment processors, cloud hosting providers, email service providers, analytics tools, and automation software. These vendors are contractually bound to use your information only as directed by us and in accordance with applicable law.

5.2 Business Operations

We may share information within any affiliated entities of Vantarix Systems, or in connection with a merger, acquisition, asset sale, or reorganization, provided the successor entity agrees to be bound by this Privacy Policy.

5.3 Legal Requirements

We may disclose information when required to do so by law, regulation, court order, or governmental authority, or when we believe disclosure is necessary to protect the rights, property, or safety of Vantarix, our clients, or the public.

5.4 With Your Consent

We may share information for any other purpose with your prior consent.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, to provide services, and to comply with our legal obligations. Retention periods vary by data type and context:

Client and contract records: typically 7 years following the end of the engagement, consistent with NC business records and tax requirements
Marketing and inquiry records: up to 3 years from last interaction, unless you opt out sooner
Website analytics data: typically 26 months in aggregated or pseudonymized form

When personal information is no longer needed, we securely delete or anonymize it.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to recognize your browser, store preferences, and analyze usage. Types of cookies we use include:

Essential cookies – required for the Site to function
Analytics cookies – help us understand how visitors use the Site (e.g., Google Analytics)
Marketing cookies – used to deliver relevant advertising (e.g., Google Ads, Meta Pixel)

You may manage cookie preferences through your browser settings or, where a cookie consent tool is present, through that interface. Note that disabling certain cookies may affect the functionality of the Site.

8. Data Security

We implement commercially reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These include encrypted data transmission (TLS/HTTPS), access controls, and vendor security assessments.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your rights, we will notify affected individuals as required by applicable law.

9. Your Privacy Rights

Depending on your location, you may have the following rights with respect to your personal information:

Access – request a copy of the personal information we hold about you
Correction – request correction of inaccurate or incomplete information
Deletion – request deletion of your personal information, subject to legal retention requirements
Portability – receive your data in a structured, machine-readable format
Objection / Restriction – object to or restrict certain processing activities
Opt-out of marketing – unsubscribe from marketing communications at any time

To exercise any of these rights, please contact us using the information in Section 13. We will respond within the timeframe required by applicable law. We may need to verify your identity before processing requests.

9.1 North Carolina Residents

North Carolina does not currently have a comprehensive consumer privacy statute equivalent to the CCPA. We nonetheless extend the rights described above to NC residents as a matter of policy.

9.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to know, delete, correct, and opt out of the sale or sharing of personal information. We do not sell or share personal information as defined under California law. To submit a verifiable consumer request, contact us at the address in Section 13.

9.3 EEA / UK Residents

If you are located in the European Economic Area or United Kingdom, you may have rights under the GDPR or UK GDPR, including the right to lodge a complaint with your local supervisory authority. Our legal bases for processing are described in Section 4.

10. Third-Party Links and Integrations

The Site may contain links to third-party websites or integrate with third-party platforms (e.g., scheduling tools, payment processors, CRM systems). This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you interact with through our Site or services.

11. Children’s Privacy

Our Site and services are directed to businesses and adults aged 18 and older. We do not knowingly collect personal information from individuals under 18. If we become aware that a minor has provided personal information, we will promptly delete it. If you believe we have inadvertently collected such information, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the “Effective Date” at the top of this policy and, where appropriate, provide additional notice (such as an email notification or a banner on the Site).

Your continued use of the Site or our services after any update constitutes your acceptance of the revised policy. We encourage you to review this policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Vantarix Systems LLC

Greensboro, North Carolina

Email: adam@vantarixai.com

Website: vantarixai.com

We aim to respond to all privacy-related inquiries within 30 days.