Privacy Policy

Introduction

Vandergrace Media Group™ LLC ("we," "us," or "our") respects your privacy and is committed to handling your information responsibly. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to our website at www.vandergracemedia.com (the "Website"), our funnel pages, and our services—including AI-powered tools we build and operate for our clients.

By using our Website or services, you agree to the practices described below. If you do not agree, please do not use our services.

Information We Collect

• Information You Provide. We collect information you give us directly, such as your name, business name, email address, phone number, mailing address, payment details, login credentials, message content, files or assets you upload, and any other information you choose to share when you contact us, request a quote, sign up for a service, complete a form, opt into our SMS program, or communicate with us.
• Information Collected Automatically. When you visit our Website, we automatically collect certain technical information, including IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, time spent on pages, click activity, and approximate location based on IP. We collect this through cookies, pixels, server logs, and similar technologies.
• Information From Third Parties. We may receive information about you from advertising platforms (such as Meta and Google), analytics providers, payment processors, CRM and lead-capture tools, public databases, and partners who refer business to us.
• Information From AI Agent Interactions. If you interact with an AI chatbot, voice agent, or virtual receptionist that we have built or operate on behalf of one of our clients, we (or our client) may collect the content of your conversation, voice recordings, transcripts, your phone number or email, and metadata about the interaction. The client whose AI agent you are interacting with is generally the controller of that information; we act as a service provider to that client.

How We Use Information

We use the information we collect to:

• Provide, operate, maintain, and improve our Website and services;
• Process payments, manage subscriptions, and fulfill recurring service obligations;
• Communicate with you about your account, projects, support requests, and service updates;
• Send marketing emails, SMS messages, and promotional content (where you have opted in or where permitted by law);
• Build, train, configure, monitor, and improve AI tools and agents we deploy for clients;
• Run and optimize ad campaigns, SEO, lead capture, database reactivation, and reputation management services;
• Analyze usage patterns and measure campaign performance;
• Detect, prevent, and address fraud, abuse, security incidents, or violations of our Terms;
• Comply with legal obligations and enforce our agreements.

AI Tools, Conversation Data & Third-Party AI Providers

We use artificial intelligence ("AI") tools in the delivery of our services. This section explains how your information may be processed by AI systems.

• Use of Third-Party AI Providers. To provide our services, we share certain information with third-party AI and infrastructure providers, including but not limited to OpenAI, Anthropic, Google, ElevenLabs, telephony partners, and other model and platform providers. These providers process the information on our behalf to generate responses, transcribe audio, synthesize speech, route calls, or otherwise power the features we deliver. Each provider has its own privacy and data-handling practices, and we encourage you to review them.
• Conversation Logs. Conversations and interactions handled by AI agents we build or operate—including chat transcripts, voice recordings, and call metadata—may be logged, stored, and reviewed for service delivery, quality assurance, troubleshooting, abuse prevention, and improvement of the specific deployment. Retention periods vary based on the client engagement and are generally limited to what is reasonably necessary for these purposes.
• No Sale of Conversation Data. We do not sell client conversation data or end-user conversation data.
• Model Training. We do not use end-user personal information to train general-purpose AI models without express written consent. Where third-party providers offer enterprise or zero-retention configurations, we use those configurations for sensitive workloads where appropriate. Aggregated and de-identified performance data may be used to improve our internal services and benchmarks.
• AI Agent Recording Disclosure. Voice AI agents we build for clients may record calls. Where required by law, our clients are responsible for disclosing recording to callers and obtaining any required consent. If you are interacting with one of our voice agents and do not wish to be recorded, please end the call.

Information We Share

We do not sell your personal information. We share information only as described below.

• With Service Providers and AI Vendors. We share information with third parties who perform services on our behalf, such as hosting, payment processing, email and SMS delivery, analytics, advertising, CRM, AI model and infrastructure providers, telephony partners, and customer support tools. These providers are contractually limited to using information only to provide services to us.
• With Our Clients. If you interact with an AI agent, lead form, or marketing campaign we operate on behalf of a client, the information you provide is shared with that client, who is the party offering the underlying product or service.
• For Advertising and Analytics. We work with advertising partners (such as Meta and Google) and analytics providers who use cookies, pixels, and similar technologies to measure and optimize ad performance and to deliver targeted advertising. These partners may receive information about your interactions with our Website and ads.
• For Legal Reasons. We may disclose information when we believe in good faith that disclosure is required by law, legal process, subpoena, court order, or government request, or where necessary to protect our rights, property, safety, or that of our clients, users, or others.
• In Business Transfers. If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction. We will notify affected parties as required by law.
• Important SMS Carve-Out. We do not share, sell, or transfer SMS opt-in information, mobile phone numbers collected for SMS, or SMS consent data to third parties or affiliates for marketing or promotional purposes. SMS data is used only to deliver the messaging program you opted into and to comply with carrier and legal requirements.

Cookies & Tracking Technologies

Our Website uses cookies, pixels, web beacons, and similar tracking technologies to operate the site, remember your preferences, analyze traffic, measure ad performance, and deliver relevant advertising. This includes tools such as the Meta Pixel, Google Analytics, Google Ads conversion tracking, and similar partner technologies.

You can control cookies through your browser settings. Disabling cookies may affect the functionality of the Website. You can also opt out of certain advertising cookies through industry tools such as the Digital Advertising Alliance (optout.aboutads.info) and the Network Advertising Initiative (optout.networkadvertising.org).

We do not currently respond to "Do Not Track" browser signals, as no common industry standard has been finalized.

Data Retention

We retain personal information only as long as reasonably necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary depending on the type of data and the purpose for which it was collected. AI conversation logs and recordings are typically retained for the duration of the client engagement plus a reasonable period for backup, audit, and legal-compliance purposes, and are then deleted or de-identified.

Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we collect. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

Your Privacy Rights

Depending on where you live, you may have certain rights regarding your personal information, including the right to:

• Know or access the personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion of your personal information;
• Opt out of the sale or sharing of personal information for targeted advertising (we do not sell personal information);
• Limit the use of sensitive personal information;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at help@vandergracemedia.com. We will respond within the timeframes required by applicable law. We may need to verify your identity before fulfilling certain requests. You may also designate an authorized agent to make a request on your behalf, subject to verification.

California, Virginia, Colorado, Connecticut, Utah & Other State Residents. If you reside in a state with a comprehensive privacy law, you have the rights described above to the extent provided by your state. We do not discriminate against you for exercising your rights.

EU/UK Residents. If you are located in the European Economic Area or the United Kingdom, our legal bases for processing your information include your consent, performance of a contract, our legitimate interests in operating and improving our services, and compliance with legal obligations. International transfers of your information are made under appropriate safeguards as required by applicable law.

Children's Privacy

Our Website and services are not directed to children under the age of 13 (or under 16 in jurisdictions where that is the applicable threshold). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

Third-Party Links

Our Website and communications may contain links to third-party websites, platforms, or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The "Last Updated" date at the top will indicate when the most recent changes were made. Continued use of our Website or services after an update constitutes acceptance of the revised Privacy Policy.

Contact Us

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

Vandergrace Media Group™ LLC
Email: help@vandergracemedia.com
Website: www.vandergracemedia.com