Privacy Policy

This Privacy Policy explains how Exclusive Recipe Unipessoal Lda ("Vandale Solutions", "we", "us") collects, uses, and protects your personal data when you use our website and services. We are the data controller responsible for your personal data. If you have questions, contact us at info@vandalesolutions.com.

1. Information we collect

We collect the following personal data:

• Call bookings. When you book a call through the calendar on our site: your name, email address, phone number, and, if you provide them, your company name and a note. The calendar is provided by Cal.com (see Section 3). After you book, Cal.com sends you to our confirmation page with your booking details (name, email, phone, time, meeting link, booking reference) in the page address so we can show them to you; we do not store them from that page, and our hosting provider's request logs hold the address briefly.
• Client records. If you become a client: the business and contact details needed to deliver the service under our written agreement with you, and billing details processed by our payment provider.
• Job Line call data. If you are a client of The 24/7 Job Line: recordings, transcripts, and extracted lead details of calls your AI receptionist answers. We process this data on your behalf to deliver and improve your service, as described in our Service Terms.
• Prospect contact details. If we identified your business as a potential fit for our services: your business name and publicly listed contact details (contact name, role, business phone number, and email), plus notes about the public source we found them in, all collected from public sources such as job boards, your business website, business directories, and public contractor licensing registries. We also keep a record of our contact history with you: dates, outcomes, and any do-not-contact request, which we honor permanently.
• Demo-line calls. If you call our demo phone number, the call is answered by our demo AI receptionist on a recorded line: the recording, transcript, and the number you called from are kept for up to 30 days and then deleted.
• Discovery-call recordings. If you book a call with us, an AI note taker joins the video call to record and transcribe it for our notes and sales training. We say so at the start of the call and remove it if you prefer. This covers the recording, the transcript, and a written summary.
• Technical data. Limited request metadata (such as your IP address) used transiently to rate-limit abuse and keep the service secure.

This website sets no cookies and runs no analytics or tracking, so browsing it leaves no personal data with us. We only receive data you actively send, through the booking calendar or by email. The demo call recordings playable on the site are our own recordings of our demo agent; playing them collects nothing from you.

2. How and why we use it (legal bases)

• To respond to your enquiry and provide our services: performance of a contract or steps taken at your request prior to a contract.
• To schedule and manage consultations and send related notifications: performance of a contract.
• To contact businesses that may benefit from our services (B2B outreach by phone or email using publicly available business contact details): our legitimate interest in marketing our services to businesses. You can object at any time: one reply or one sentence on a call ("stop", "unsubscribe", "take me off your list") and we add you to our internal do-not-contact list and stop.
• To secure the service and prevent abuse (e.g. rate limiting): our legitimate interests.
• To comply with legal obligations where applicable: legal obligation.

We do not sell your personal data, and we do not use it for advertising profiling.

3. Who we share it with

We share data only with service providers ("processors") that help us run the service, under appropriate data-processing terms:

• n8n (self-hosted): workflow automation that receives the booking notification from Cal.com, stores your enquiry in our internal client-relationship database (hosted on the same self-hosted infrastructure), and triggers our notification and reminder emails.
• Hostinger: the server provider hosting our self-hosted automation and database infrastructure, on servers located in the EU.
• Google Workspace: our business email (including outreach, confirmation, and notification emails), calendar invitations, and the spreadsheets where we keep prospect and lead records.
• Vercel: hosting of this website.
• Cold-email delivery platforms (currently Instantly and the email-verification service Reoon): used to send our business-outreach emails and to verify that a publicly listed business email address is deliverable before we write to it.
• Cal.com: scheduling. The booking calendar on our site is Cal.com's; the details you enter there (name, email, phone, company, and any note) are processed by Cal.com under its own privacy policy, and it sends the confirmation with the Google Meet link.
• Fathom: the AI note taker on booked discovery calls. It records, transcribes, and summarises the call under a data processing agreement, with model training on our data switched off; servers in the US, covered by its Data Privacy Framework certification.
• Stripe: payment processing for client subscriptions. Stripe processes billing details under its own privacy policy.
• The AI phone platform (for Job Line clients): client receptionists run on a phone-AI platform account owned by the client; call recordings, transcripts, and post-call data are stored there with the retention window set out in our Service Terms (90 days by default), and in our self-hosted lead database above.

Some providers (including Google, Vercel, and Cal.com) are headquartered outside the EEA. Where personal data is transferred outside the EEA, transfers are protected by the EU-U.S. Data Privacy Framework, Standard Contractual Clauses (SCCs) approved by the European Commission, or another appropriate safeguard under GDPR, as applicable to each provider.

4. How long we keep it

We keep enquiries from visitors who did not become clients for up to 2 years from the date of submission, then delete or anonymise them. Prospect/outreach data is kept for up to 12 months after our last interaction, or removed immediately if you object. Demo-line call recordings are kept for up to 30 days. Discovery-call recordings and transcripts are deleted within 90 days; the written summary is kept with your prospect record for the same 12 months. Client account and project data is retained for 10 years from the end of our engagement, in line with Portuguese commercial and tax record-keeping obligations. You may request earlier deletion of your data at any time (see Your Rights below) unless retention is required by law.

5. Your rights

Under the GDPR you have the right to access, correct, delete, or port your data, to object to or restrict processing, and to withdraw consent where processing is based on consent. We extend these rights to everyone whose data we hold, wherever you live, including visitors from the United States. To exercise any of these rights, email info@vandalesolutions.com. We will respond within one month. You also have the right to lodge a complaint with the Portuguese supervisory authority, the CNPD (Comissão Nacional de Proteção de Dados) at www.cnpd.pt.

6. Cookies

This website does not set any cookies. See our Cookie Policy for details.

7. Data security

We protect your data with measures including encryption in transit (HTTPS), access controls, and rate limiting. No method of transmission or storage is 100% secure, but we work to protect your data and review our practices regularly.

8. Children and age

Our services are intended for businesses and professionals. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently done so, please contact us and we will delete the data promptly.

9. Changes to this policy

We may update this policy from time to time. We will post the new version here and update the "Last updated" date above.

10. Contact

Exclusive Recipe Unipessoal Lda
Beco da Areia, nº 25, Birre, 2750-053 Birre, Portugal
info@vandalesolutions.com