Privacy Policy

Effective date: September 21, 2026

Important notice regarding text messaging data. VanilloLeads does not share customer opt-in information, including phone numbers and consent records, with any affiliates or third parties for marketing, promotional, or any other purposes unrelated to providing our direct services. Text messaging originator opt-in data and consent will not be shared with any third parties. All such data is kept confidential.

VanilloLeads is a trade name of Matthew D. Villano Jr., based in Doylestown, Pennsylvania ("VanilloLeads," "we," "us," or "our"). We provide an AI voice receptionist service for home service businesses such as plumbers. This policy explains what information we collect, how we use it, and the choices you have.

1. Information we collect

We collect information you give us directly, through the chat widget on our website, by email or phone, and through your use of our services.

Personal information: your name, email address, phone number, business name, the content of any message you send us, your text message opt-in preference, and records and timestamps of your opt-in and opt-out actions.
Appointment information: the date and time of a call or demo you book with us.
Business information a client gives us so we can configure the service, such as business hours, service area, and services offered.
Call information for our clients' businesses. When a caller phones a client's business, our AI receptionist may collect the caller's name, phone number, and reason for calling, and the call may be recorded. Callers are told at the start of the call that they are speaking with an AI assistant and that the call is recorded.
Non-personal information: IP address, browser type, device information, and the pages visited on our website, collected through server logs, cookies, and similar technologies.
Records of communication: inquiries and service requests, and related history and feedback.

2. How we use your information

To respond to your inquiries and provide the services you ask for, including answering calls and booking appointments.
To send text messages: replies to your inquiry, appointment confirmations and reminders, and promotional messages about our services, only if you explicitly opted in.
To create billing records and process payments.
To improve our website and services, and to monitor quality and fix problems.
To keep records of your communication preferences and consent, for security and fraud prevention, and to meet legal obligations.

3. Text messaging and compliance

Program. By opting in to our text messaging, you agree to receive text messages from us about your inquiry or an appointment you arrange, and, because you agreed, promotional messages about our services. See our SMS Terms and Terms of Service for the full program terms.

Opt-in and consent. You receive messages only if you opted in by entering your mobile number in the chat widget on our website and checking the consent box, which is not pre-selected. Consent is optional. You are not required to opt in to use our services or to contact us. We keep timestamped records of opt-in actions and comply with the Telephone Consumer Protection Act (TCPA) and other applicable laws.

Opt-out. Reply STOP to any message at any time. You will receive a final confirmation, and no further messages will be sent unless you opt in again. Opt-out requests are processed promptly.

Frequency and content. Message frequency varies with your inquiry, any appointment you arrange, and the promotional messages you agreed to receive.

Help. Reply HELP, email matt@vanilloleads.com, or call (267) 314-6182.

Carriers. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. Supported carriers include AT&T, Verizon, T-Mobile, and most regional carriers.

SMS data protection statement. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent, and this information will not be shared with any third parties.

4. Information sharing and disclosure

We do not sell, rent, or trade personal information. We may share information with:

Service providers that help us run our business, such as providers of telephony, text message delivery, scheduling and customer-relationship software, payment processing, and website hosting. This includes text message aggregators and carriers, solely to deliver messages you agreed to receive. Providers may process information only to perform services for us and may not use it for their own marketing.
Legal compliance: when required by law, regulation, or legal process, or to protect the rights, safety, or property of the Company or others.
Business transfers: if the business is merged, acquired, or sold, in which case your data stays protected under this policy.

None of the above categories includes text messaging originator opt-in data and consent, which will not be shared with any third parties other than the aggregators and providers that deliver the text messages themselves.

5. Call recordings and AI disclosure

Our AI receptionist identifies itself as an AI assistant at the start of every call and tells the caller that the call is recorded. Recordings and related call information belong to the client whose business the caller phoned. We do not sell recordings or share them with third parties for marketing. If a caller objects to being recorded, the AI is set up to transfer them to a person.

6. Data security

We use reasonable technical and organizational measures to protect your information, including access controls and reputable service providers. No method of transmission over the Internet or electronic storage is perfectly secure, so we cannot guarantee absolute security.

7. Cookies and tracking technologies

Our website and chat widget may use cookies and similar technologies to remember your preferences, understand site traffic, and keep the website working. You can control cookies through your browser settings. Disabling cookies may limit some features of the website.

8. Your rights and choices

Ask what personal information we hold about you, and ask us to correct or delete it.
Opt out of text messages by replying STOP.
Opt out of emails from us by asking us to stop, or using an unsubscribe link where provided.
Withdraw consent for future communications at any time.

To use these rights, contact us using the details in section 11. If a caller to one of our clients wants their call information corrected or deleted, contact the business they called, or contact us and we will pass the request along.

9. Data retention

We keep information for as long as needed to provide the service and meet legal, tax, and accounting obligations. When a client relationship ends, we return the client's customer and call data on request and delete our copies within a reasonable period after handoff is confirmed. When data is no longer needed, we securely delete or anonymize it.

10. Children and third-party links

Our services are for businesses and are not directed to children under 13, and we do not knowingly collect information from children. Our website may link to third-party websites, and we are not responsible for their privacy practices. This policy applies only to information collected by VanilloLeads.

11. Contact us

Questions about this policy or how your information is handled:

VanilloLeads | Phone: (267) 314-6182 | Email: matt@vanilloleads.com

We may update this policy from time to time. The effective date at the top shows when it was last changed. Also see our Terms of Service for more about our text messaging program and services.

By using our website and services, you consent to this Privacy Policy.