VANTRA
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Effective Date: 21 September 2026
This policy is a general public notice. Deployment-specific processing terms and the applicable signed agreement should be reviewed with qualified counsel.
Welcome to Vantra Technologies Ltd (“Vantra”, “we”, “our”, or “us”).
Vantra provides governed operations software for customer communications, clinician-reviewed documentation, internal knowledge, clinical monitoring and hospital workflows, with deployment-specific integrations to communication, scheduling and clinical systems.
This Privacy Policy explains how we collect, use, store, process, and protect personal data.
This policy explains our processing practices; it does not replace consent where consent is required.
Vantra is the controller for its public website chat. We process your messages, conversation history and any name, email address or booking details you provide to answer enquiries, maintain continuity, arrange discovery calls and let our team assist. Please do not submit patient records, passwords, payment-card details or other sensitive information through public chat.
The chat stores a conversation identifier in your browser's local storage. The vantra_site_vid first-party cookie identifies returning visitors and lasts up to 180 days. Starting a new chat changes the conversation identifier; it does not erase existing transcripts, cancel a booking or delete the visitor profile. Clearing browser storage removes local identifiers; contact info@vantra.xyz to request deletion of server-held data.
We also process a keyed IP fingerprint, approximate IP-derived location, browser/device information, language, timezone, viewport size and limited page/referrer information for continuity, security and sales support. The chat profile excludes raw IP addresses, precise GPS coordinates, URL fragments and non-allowlisted query parameters. Our hosting providers may separately process request and security logs.
Relevant conversation content and public reference material are processed by our AI service provider, OpenAI, to generate replies. Authorised Vantra staff may review chats and take over a conversation. Discovery bookings use Google Calendar and email services; your submitted contact details and selected time are shared as needed to arrange and confirm the call. Website usage and performance measurement use Vercel Analytics and Speed Insights.
Website-chat records and visitor profiles have a default 180-day retention period, subject to configured retention and applicable legal obligations. Calendar invitations, correspondence and records in other services may have separate retention periods. We use the applicable contract or pre-contract basis to respond to requested services, legitimate interests where recognised for continuity and security, and consent where legally required. Where consent is the basis, you may withdraw it. You may also complain to the data protection authority in your jurisdiction, including Kenya's Office of the Data Protection Commissioner or the UK's Information Commissioner's Office. Contact info@vantra.xyz for requests or details of service providers and transfer safeguards.
Vantra is a business and healthcare operations platform. Depending on the products enabled for a deployment, it may provide:
AI-assisted messaging
Customer support automation
Appointment scheduling
Voice call handling
Human agent escalation
CRM and inbox management
Clinician-reviewed consultation-note and referral-letter drafts
FHIR vital-sign ingestion, NEWS2 scoring, clinical alerts and orders
Hospital registration, outpatient, diagnostic, medicines, theatre, finance and integration workflows
Internal knowledge assistance for authorised staff
If you have privacy-related questions, contact: info@vantra.xyz (Email), info@vantra.xyz (Support).
We may collect the following information:
A. Business Customer Information
If you are a Vantra customer, we may collect:
Name
Business name
Email address
Phone number
Billing details
Business address
Account credentials
B. End Customer Communication Data
When our business customers connect communication channels to Vantra, we may process communications between the business and its customers, including:
Phone numbers
Names
Message content
Voice recordings or transcripts
Appointment requests
Booking information
Customer support inquiries
This may include communications received through:
Meta Platforms
Voice telephony providers
SMS providers
Website chat widgets
Email integrations
C. Clinical and Hospital Data
When a business customer enables healthcare products, we may process health and other special-category data on its behalf, including:
Consultation audio or transcripts, draft clinical notes, summaries and referral letters
Patient identifiers, encounters, vital signs, NEWS2 assessments, alerts, acknowledgements and clinical orders
Hospital registration, outpatient notes and orders, diagnostic results, pharmacy, theatre, billing, insurance and integration records
The exact data categories depend on the enabled product, module and connection. The business customer remains responsible for the applicable legal basis, notices and clinical-record obligations.
When you use Vantra's own website chat, we process an opaque first-party visitor ID, a one-way IP fingerprint, IP-estimated city/region/country, browser and device type, language/timezone, and the page/referrer. The raw IP address is not stored in the chat profile.
For Vantra's own website chat, Vantra acts as controller and uses this data for conversation continuity, security, abuse prevention, and sales support. For chat widgets operated for our business customers, Vantra processes communication data on their behalf.
We use information to:
Deliver and operate our services
Route and process communications
Power AI-based customer interactions
Book, modify, or cancel appointments
Enable human agent takeover
Prepare clinical-documentation drafts for clinician review and sign-off
Ingest and score vital-sign observations and support governed alert, acknowledgement and order workflows
Operate configured hospital clinical, diagnostic, medicines, theatre, finance and integration workflows
Generate analytics and conversation insights
Detect fraud, abuse, or security incidents
Improve service quality and performance
Vantra uses AI and automated systems across communications, documentation, knowledge retrieval and configured clinical workflows.
This may include:
Understanding customer inquiries
Generating suggested or automated replies
Routing conversations
Scheduling appointments
Summarising conversations
Preparing draft clinical notes and letters for clinician review
Retrieving source material for staff knowledge answers and clearly separating sourced content from inference
Applying deterministic clinical scoring and workflow rules to support human-led alerts, acknowledgements and orders
Clinical drafts, alerts and orders remain subject to the review and authority configured for the healthcare professional or customer team.
Automated decisions made by our systems may be reviewed or overridden by human business users.
Where applicable, we process personal data under one or more of the following legal bases:
Performance of a contract
Legitimate business interests
Legal compliance obligations
User consent where required
We may share data with trusted third-party providers necessary to deliver our services, including:
Meta Platforms
Cloud hosting providers
Telephony and messaging providers
Payment processors
Security and monitoring providers
We do not sell personal data.
When our customers connect their communication channels to Vantra:
The business customer remains the owner/controller of its customer data.
Vantra acts as a service provider or data processor on behalf of the business customer.
We retain personal data only as long as necessary to:
Provide services
Meet legal obligations
Resolve disputes
Enforce agreements
Retention periods may vary depending on the service and customer configuration.
We implement commercially reasonable technical and organizational safeguards to protect personal data, including:
Access controls
Encryption in transit where applicable
Authentication controls
Activity logging
Infrastructure monitoring
No system can guarantee absolute security.
Your information may be processed in countries outside your country of residence where our infrastructure or service providers operate.
Where required, we implement appropriate safeguards for international transfers.
Depending on your jurisdiction, you may have rights including:
Access to your personal data
Correction of inaccurate data
Deletion of personal data
Restriction of processing
Objection to processing
Data portability
To exercise these rights, contact: info@vantra.xyz
Our website may use cookies, analytics tools, and similar technologies to:
Improve user experience
Measure platform usage
Monitor service performance
Vantra's website chat sets a functional first-party visitor cookie after you send a message. It is used for conversation continuity, security, and abuse prevention, expires after 180 days, and its server-side visitor profile and website-chat records follow the same default retention period.
Users may manage cookies through their browser settings.
Vantra is not intended for children under 13 (or the applicable minimum age in your jurisdiction).
We may update this Privacy Policy periodically.
Updated versions will be posted on our website with the revised effective date.
For privacy inquiries, contact:
Vantra Technologies Ltd
Email: info@vantra.xyz
Website: vantra.xyz