Privacy Policy
This policy explains how Vanclaro OÜ handles personal data when you visit vanclaro.com, contact us, use the live assistant, request a case summary, or book a meeting.
Last updated: 7 August 2026
Who controls your data
Vanclaro OÜ (registry code 17394244) is the controller for the personal data covered by this policy. Our registered address is Ahtri tn 12, Kesklinna linnaosa, Tallinn, Harju maakond, 15551, Estonia. You can contact us at info@vanclaro.com.
Contact form and email
When you send the contact form, we receive your name and email, plus any company, phone number, message, preferred contact method, page language, or enquiry context you provide. We use these details to understand your request and reply. The form is delivered to Vanclaro through Resend. If you select the page's “Email me” control, or if the live assistant successfully emails the case summary to you, your email address and the case details shown on the page are sent to Vanclaro's server and Resend for that delivery. We do not sell this data.
Live assistant conversations
The live assistant starts only after you accept the voice notice and allow microphone access. While it is active, your microphone audio, transcripts or messages, the assistant's replies, and conversation context are sent to ElevenLabs and its processors to understand you, generate replies, update the case shown on the page, and carry out actions you request. That context can include your name, email, preferred language, business and case details, meeting status, browser and device class, and time zone. After the conversation, ElevenLabs uses an analysis model configured on its platform to assess whether the assistant understood your business case, proposed a relevant framework, defined next steps, and explained Vanclaro's value. It also extracts your company name, primary business challenge, proposed solution type, integration needs, and follow-up action. Vanclaro uses this analysis to understand your enquiry, improve handoff and follow-up, and evaluate assistant performance. ElevenLabs currently retains voice audio, transcripts, and related conversation data without a configured automatic deletion period. Do not use the assistant if you do not want your voice, messages, and conversation data processed this way.
Details stored on your device
The site stores a visitor profile in your browser's local storage so the page can remember you. It can include your name, email, preferred language, business details, situation and case notes, and the details of one booked meeting. Choosing “Forget me” removes this profile from that browser and device. It cannot retract profile or context already transmitted to ElevenLabs, including during an active or completed conversation. It also does not erase a contact message or emailed case summary, and it does not cancel a Cal.com meeting. Use the manage link in Cal.com's confirmation email to change or cancel a booking. Clearing your browser's site data also removes the local profile, but does not cancel a meeting.
Local storage, cookies, and technical data
The site uses local storage for the visitor profile and for a timestamp showing that you accepted the voice notice. When you request a case-summary email, we use a strictly scoped cookie and your IP address to limit misuse of that email feature. Our hosting and service providers may also process connection data such as IP address, request time, browser information, and error or security logs to deliver, protect, and troubleshoot the site. You can remove browser-held data through your browser settings, although doing so may reset site features.
Meeting bookings
If you ask the assistant to book a meeting, ElevenLabs sends the chosen time, your confirmed name and email, and your time zone to Cal.com. Cal.com creates the booking and sends the invitation, joining details, and manage links. If you open a Cal.com booking link yourself, you provide information directly to Cal.com. Cal.com's own privacy notice also applies to its service. Removing meeting details from this device does not remove or cancel the booking held by Cal.com.
Why we process data
We process contact and case-summary data to respond to your request and take steps toward a possible business relationship. We process recorded voice and related conversation data with your consent, including the post-call analysis described above, to provide the assistant, understand your enquiry, improve handoff and follow-up, and evaluate assistant performance. We rely on our legitimate interests for service quality and follow-up on business enquiries where those interests are not overridden by your rights. We process limited technical and security data for our legitimate interests in running a reliable and secure site and preventing misuse. We may also process data when needed to meet a legal obligation or protect legal claims. You can withdraw voice consent for future processing by ending the conversation and revoking microphone permission; this does not undo processing that already took place.
Service providers and sharing
We share personal data only when needed for the purposes above: ElevenLabs runs the live voice and conversational assistant, records and stores conversation data under Vanclaro's current settings, and performs the provider-hosted post-call analysis described above; Resend delivers contact and case-summary emails; Cal.com provides meeting scheduling; and Vercel provides website hosting and server infrastructure. These providers may use their own subprocessors. Depending on the service and activity, a provider may process data for us or handle data under its own terms and privacy notice. We may also disclose data when required by law, to protect people or the service, or as part of a business reorganisation with appropriate safeguards.
International transfers
Some providers or their subprocessors may process personal data outside Estonia, your country, or the European Economic Area. Their terms and applicable transfer safeguards apply to that processing. Contact Vanclaro for current information about processing locations and transfer safeguards for a particular provider or service.
How long we keep data
We keep personal data only as long as needed for the purpose described here, for security and dispute handling, or to meet legal obligations. Contact messages and related emails may remain in our business records while we handle the enquiry and any follow-up. The visitor profile remains on your device until you use “Forget me,” clear the site's browser data, or the browser removes it. Voice audio, transcripts, and related conversation data are currently retained by ElevenLabs without a configured automatic deletion period. This means the provider does not automatically delete them after a set number of days. You can contact Vanclaro to request deletion, subject to applicable legal, technical, and provider constraints. Booking data is retained by Cal.com and Vanclaro as needed to manage the meeting and related records.
Your rights
Where GDPR applies, you may ask us for access, correction, deletion, restriction, or portability of your personal data, and you may object to processing or withdraw consent. These rights can depend on the circumstances and legal exceptions. For data held only in your browser, use “Forget me” or clear the site's data; Vanclaro cannot retrieve device-only profile data from its systems. You may also complain to the data protection authority where you live or work, or where you believe a breach occurred. We may need to verify your identity before acting on a request.
Security
We use reasonable technical and organisational measures to protect personal data and limit access to people and providers that need it. No website, transmission, or storage system is completely secure. Please avoid sharing confidential or sensitive information with the live assistant unless it is needed for your enquiry.
Children
This business website and its live assistant are not directed to children under 16. We do not knowingly collect personal data from children under 16. If you believe a child has provided personal data, contact us so we can take appropriate action.
Changes to this policy
We may update this policy when the site, our providers, or legal requirements change. We will publish the revised policy here and update the date at the top. If a change materially affects how we use data already collected, we will provide any additional notice required by law.
Contact
For privacy questions or requests, contact Vanclaro OÜ at info@vanclaro.com or write to Ahtri tn 12, Kesklinna linnaosa, Tallinn, Harju maakond, 15551, Estonia.