Privacy policy

1. Introduction

Asteri Technologies LLC ("Asteri," "we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service management platform, including our integrations with third-party services such as Meta (Facebook and Instagram), Google services, Stripe, and communication providers.

This policy applies to all users of the Asteri platform, including service business owners and their team members ("Business Users") and customers who book services through the platform ("End Customers").

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address
• Name
• Organization/business name
• Password (securely hashed — we never store plaintext passwords)

If you sign in with Google, we receive your Google account identifier, name, email address, and profile picture, and use them only to create your account and sign you in. Signing in with Google does not give Asteri access to your Google Calendar, Google Drive, Business Profile, Google Ads account, or mailbox.

2.2 Booking & Customer Information

When End Customers book a service, we collect:

• Name, email address, and phone number
• Service address
• Service selections and preferences
• Special instructions or notes

This information is collected on behalf of the Service Provider and is shared with them to fulfill your booking.

Phone contacts you choose to import

If you choose to import phone contacts, Asteri asks for your device permission and reads the names, company names, phone numbers and email addresses that permission makes available. You choose which contacts to send to Asteri for preview, duplicate checking and import into your company's customer directory. Asteri does not automatically upload your entire address book or keep it synchronized.

Imported contacts become company records and are available to authorized team members. They follow the company-record retention and deletion rules in Section 6. Importing a contact does not give permission to send marketing email or SMS; those choices remain off until separate consent is recorded. You can decline phone-contact access and use manual entry or a CSV file instead.

2.3 Payment Information

Stripe processes physical-service invoice payments and web subscriptions. For those payments, your card number, expiration date, and CVC go directly to Stripe and are never stored on Asteri’s servers. We receive only:

• A confirmation that the payment succeeded or failed
• The last four digits of the card (for display purposes)
• The card brand (e.g., Visa, Mastercard)
• Transaction amounts and timestamps

App Store and Google Play subscription purchases are processed by Apple or Google. RevenueCat helps Asteri verify purchases, restore access and process renewals, cancellations and refunds. These services process a billing identifier tied to your Asteri workspace, product and transaction identifiers, receipts or purchase tokens, purchase and expiry dates, subscription status, and relevant app, device and network information. Asteri links verified subscription records to the workspace and the owner who requested the purchase; the billing identifier is not anonymous.

Apple and Google handle the payment details used for their store purchases. Asteri does not receive your full store payment-card credentials. Subscription and transaction records follow the financial-record retention and deletion rules in Section 6. Canceling a subscription does not by itself delete those records.

2.4 Google Business Profile Data

When a Business User connects their Google Business Profile, with their explicit consent, we access and store:

• Business Locations: Name, address, phone number, website, business hours
• Reviews: Customer reviews, star ratings, reviewer display names, and your responses
• Posts: Business updates, offers, and events you create through our platform
• Performance Insights: Search views, map views, website clicks, direction requests, phone calls
• OAuth Tokens: Encrypted access and refresh tokens to maintain your connection

When a Business User asks Asteri to draft a reply to a review, or turns on automatic AI replies, Asteri sends that review’s text, star rating, reviewer display name, and the business name through Vercel AI Gateway to an AI model provider listed in Section 5, only to write the reply. Asteri requests that the provider keep no copy and does not use this data to train AI models.

2.5 Former Gmail Integration

Asteri no longer offers a Gmail mailbox integration and does not request permission to read Gmail messages or send mail through a connected Gmail account. Google Sign-In does not grant access to your mailbox.

Business records and customer-linked attachments previously imported from Gmail may remain subject to the retention and deletion rules in Section 6. Removing the integration does not automatically delete those existing organization records.

2.6 Google Calendar Data

When an authorized Business User connects Google Calendar, we access the connected account email, calendar list, and event information including event titles, descriptions, locations, attendees, organizers, availability, and start and end times. We use this data to select calendars, synchronize availability, prevent scheduling conflicts, turn an upcoming event into an Asteri job when a user chooses to, and create, update, or remove Asteri-related events according to the organization’s settings.

2.7 Google Drive Data

Asteri requests the limited Google Drive permission that applies only to files and folders a user creates with Asteri or explicitly opens or selects for use with Asteri. We access file and folder names, identifiers, types, sizes, links, modification times, and file content when needed to complete a user-requested browse, upload, download, folder-creation, link, or deletion action. File bytes may pass through Asteri to complete the requested transfer; Asteri does not copy a user’s entire Google Drive.

If an owner or administrator turns on automatic backup, Asteri copies new job photos, videos, and documents from the organization’s Asteri workspace into an “Asteri” folder, or a folder they choose, in the connected Google Drive. Asteri creates these files and can see only the files it created there.

2.8 Google Ads Data

When an authorized Business User connects Google Ads, we access the connected account email; accessible Google Ads customer accounts; campaign, ad-group, keyword, spend, performance, and conversion-action information. We use this information to report marketing performance, associate leads and revenue with campaigns, configure and verify conversion actions, and upload user-authorized conversion or event data.

2.9 Meta (Facebook and Instagram) Platform Data

When a Business User connects a Facebook Page, Instagram professional account, or Meta Ads account, with their explicit consent, Asteri may access and store:

• Meta user, Business Manager, Facebook Page, Instagram professional account, ad account, Pixel, and lead-form identifiers and display names
• Facebook Page messages, posts, comments, sender names, and profile pictures needed for the Communications inbox and authorized replies or moderation
• Instagram Direct messages and professional-account profile or media information needed for the Communications inbox and authorized feed publishing
• Meta Ads campaigns, ads, spend, performance insights, conversion events, and lead form submissions used for attribution, reporting, authorized Pixel/conversion tracking, and CRM lead creation
• Granted permissions and encrypted OAuth access tokens needed to maintain the connection

Asteri uses this data only to provide the Meta integration features selected by the Business User. We do not sell Meta Platform Data, use it to build advertising profiles for third parties, or share it with unrelated organizations.

2.10 Communications Data

When Business Users use our communication features, we process:

• SMS messages: Sent and received via Telnyx on behalf of the Business User
• Emails: Sent via Resend on behalf of the Business User (appointment confirmations, invoices, review requests, etc.)

2.11 Log & Device Data

When you access the platform, we automatically collect:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referring URL
• Date and time of access

From December 1, 2026, our monitoring and analytics provider PostHog (Section 8) also receives:

• Error and crash reports from the website, the signed-in web app, our background services and Asteri’s mobile apps: what went wrong and where, device and browser details, and, where known, your Asteri user and workspace identifiers. Error reporting needs no cookies and does not depend on your cookie choices.
• Masked screen recordings made only around errors, as described in Section 2.17.
• Product usage events: in the signed-in web app, the kind of page you open (such as a job page, never its full address), the features you use, your device and browser, and your user and workspace identifiers, collected in your browser unless you turn usage analytics off in your account settings or have declined analytics cookies in our privacy banner; in the Asteri mobile app, the kind of screen you open (never its full address), the features you use, when the app opens and closes, your device details, and your user and workspace identifiers (Asteri Admin, the mobile app only Asteri staff use, sends no usage events); and, from our servers, account milestones such as signing up, starting a trial, changing a subscription, sending a first estimate or invoice, collecting a payment or connecting an integration, with only user and workspace identifiers and never names, contact details or anything typed.
• Website visitor analytics on the getasteri.com marketing pages: the pages visited and time spent on them, the links, buttons and forms used, how quickly pages load, the referring site, campaign tags, and device and browser, only after you allow analytics cookies.
• Application logs and counts of app problems (such as dropped calls), filtered before sending to remove details such as email addresses, network addresses and passwords.

2.12 Location & Vehicle Data

When a Business User enables mobile location features (such as field-technician tracking, time-clock geofencing, dispatch, or route optimization) or connects a vehicle telemetry device, we collect:

• Precise GPS coordinates (latitude and longitude)
• Speed, heading, location accuracy, altitude, and timestamps
• Device battery level and charging status during an active tracking feature
• Trip history (start/stop points, route taken)
• For connected vehicles: telemetry such as ignition status, odometer, and device identifiers, sent to Asteri by the tracker installed in the vehicle

Asteri shares mobile location so customers can follow a technician's trip and see an arrival estimate. Sharing requires workspace eligibility, the technician's current consent, and device permission. It starts only when the technician chooses En route for a customer visit. With background permission, sharing can continue while the phone is locked or the app is not in use. It ends on arrival, cancellation, after at most two hours, consent withdrawal, sign-out, organization switching, permission revocation, or a workspace sharing disablement. Clocking in alone does not start ongoing tracking. With permission, clock-in and clock-out can record individual location checkpoints. Timekeeping and other non-location features remain available if location is declined. Detailed breadcrumbs are normally retained for 90 days and then deleted; a configured retention period may range from 30 to 730 days. Limited session summaries may remain with payroll, billing, safety, or dispute records under the applicable record-retention period. Declining location does not prevent access to non-location features, but live dispatch, customer ETAs, active job tracking, and location-based arrival verification will be unavailable.

2.13 Mobile App Operations & Notifications

The production mobile app uses Expo and EAS services for app delivery, updates, startup-performance monitoring, and bounded operational events. Those services may process the app and project identifiers, app/build/update versions, device model, operating-system version, language, persistent installation and session identifiers, startup timing, and narrowly scoped event fields. Asteri disables Expo Observe's navigation integration, so resolved screen URLs and route or query parameters are not exported.

From December 1, 2026, Asteri’s mobile apps also send error and crash reports and application logs to PostHog. The Asteri mobile app also sends usage events: the kind of screen opened (never its full address), the features used, when the app opens and closes, device details, and user and workspace identifiers. Asteri Admin, the mobile app only Asteri staff use, sends no usage events. A mobile app records your screen only if you agree after an error, as described in Section 2.17.

If you enable notifications or mobile calling, Apple Push Notification service, Firebase Cloud Messaging, Expo notification tooling, and Telnyx may process app, device, push, or VoIP registration tokens plus delivery and call-notification metadata. These identifiers are used to deliver requested notifications and incoming business calls, maintain registration security, and troubleshoot delivery. They are not used by Asteri for advertising.

The mobile app asks for device permissions only for the feature you are using, and each permission can be declined or turned off later in your device settings:microphone for in-app business calls, voice notes, and AI voice prompts or transcription (audio for AI features is routed to the AI providers described in Section 8); camera and photo library for job photos, inspection media, document scans, and barcode scans, which are stored with your workspace files and, only when you choose an AI feature, sent to an AI provider for analysis; room scanning, which uses the camera and, on supported devices, the LiDAR sensor to capture a room's dimensions and layout (such as walls, doors, windows, and a 3D model of the room) and saves the scan and any reference photos with the job; contacts so you can choose people from your phone to add to your workspace, where only the contacts you select (name, company, phone numbers, and email addresses) are uploaded and the rest of your address book stays on your device; Bluetooth solely to route call audio to a headset or car system; Face ID or fingerprintto unlock the app on your device, which never leaves the device; and location as described in Section 2.12.

Business calls may create call metadata, voicemail recordings, voicemail transcripts, and call summaries for the organization's records. Call recordings are made only when the organization enables recording and the applicable consent is obtained, and they follow the retention and deletion rules in Section 6. When an organization enables an AI receptionist, ElevenLabs processes call audio, transcripts, caller details and the workspace information needed to answer or act on the request. New receptionist agents are configured to record calls and use a 10-day provider retention setting. This is not a promise that every copy is erased after 10 days: organization records, backups and legal retention follow their own rules. On Android, map screens use the Google Maps SDK. When used, it collects device and request metadata, IP address, a Maps-specific identifier and crash information. Map interactions may also be collected. These diagnostics do not depend on enabling background location. If you enable the My Location layer, your device location may also be processed.

2.14 Marketing Performance and Benchmark Data

When a Business User connects advertising or marketing integrations, or uses Asteri’s marketing analytics tools, we may process campaign, ad account, spend, lead, booking, and attributed revenue metrics. We use this information to show your own marketing performance and, unless you opt out, to create aggregate peer benchmark snapshots.

Benchmark snapshots are designed to protect business confidentiality. We do not expose customer records, click identifiers, ad-account identifiers, raw organization totals, or named businesses in peer benchmarks. We only show percentile ranges for cohorts that meet Asteri’s minimum qualification rules, including a minimum cohort size of 10 qualified businesses and a minimum monthly ad-spend threshold.

Organization owners and authorized administrators can opt out of contributing to future aggregate benchmark snapshots, or hide benchmark comparisons in their own workspace, from Marketing Settings.

2.15 What We Do NOT Collect

• Full credit or debit card numbers (handled by Stripe)
• Social Security numbers or government-issued ID numbers
• Personal information of reviewers beyond their public display name
• Google account data outside the services and permissions you explicitly authorize
• Google Contacts or Google People data; Asteri does not request a Google Contacts permission
• Biometric identifiers (facial geometry, fingerprints, voiceprints)

2.16 AI Assistant Connections

When a Business User connects an AI assistant such as ChatGPT, Claude, Grok or Muse to their Asteri account, we keep a record of the connection: the assistant’s name, the person who connected it, the company they chose, whether it may only look things up or also suggest changes, and when it was connected and last used. Each time the assistant asks Asteri for something, we record the time, which request it was, whether it worked, and the network address it came from. When the assistant asks Asteri to prepare a change, we also keep the request, including what the assistant asked for, so a person can approve or decline it, or so the company can see what was approved automatically when it lets its assistants make changes without approval. We do not receive the person’s conversation with the assistant. Sign-in tokens are stored only in scrambled (hashed) form. Each sign-in token lasts one hour, and the assistant renews it with a renewal token that lasts up to 30 days, until the person disconnects it.

2.17 Screen Recordings Around Errors

From December 1, 2026, Asteri may record what happened on screen around an error, so we can find and fix the problem. Screens are recorded only around errors, never live or at random. Recordings are sent to PostHog (Section 8).

• Signed-in web app: recording starts for a person only after they acknowledge in writing, in the app, that their screen may be recorded this way. It depends on that acknowledgment, not on cookie choices. The browser then keeps up to about the last minute of activity in its memory and sends it only if an error happens, and recording stops about 15 seconds after the error. If no error happens, nothing is sent. A person can withdraw the acknowledgment at any time in their account settings, which stops recording for them.
• Never recorded: the public website; pages for a business’s customers, such as booking, payment, customer portal, signing, form and shared-link pages; Asteri’s internal administration site; sign-in and two-step verification pages; and any page during an Asteri administrator support session.
• Asteri’s mobile apps: nothing is recorded unless you agree. After an error, the app asks whether to send a recording. If you agree, it records the next 15 seconds and shows a recording indicator while it does. You can turn these questions off in the app’s Settings.
• What recordings hide: in the web app, all text and everything typed is masked; in the mobile apps, everything typed is masked. Images are blocked, and payment, camera and signature screens and Google data are hidden.
• Who sees them, and why: recordings are kept for 30 days. Only Asteri administrators with the highest level of access can view them, and only to troubleshoot problems. They are never used to judge anyone’s work performance and are never shown to any business that uses Asteri, including your employer.

3. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the platform and its features
• Process bookings and facilitate communication between Business Users and End Customers
• Process payments through Stripe on behalf of Service Providers
• Send transactional communications (confirmations, reminders, invoices)
• Display your business locations and performance metrics in our dashboard
• Enable you to view and respond to customer reviews
• Synchronize selected Google Calendars, avoid scheduling conflicts, and manage Asteri-related events
• Complete user-requested Google Drive file and folder operations on items authorized for use with Asteri
• Import Google Ads performance and upload user-authorized conversion or event data to Google Ads
• Generate AI-powered suggestions (review responses, floor inspection analysis, proposal and estimate drafting, smart chat replies, marketing copy generation)
• Receive and investigate in-app reports about AI-generated responses, including the selected concern category, optional details, model information when available, and a limited, sanitized response snapshot or secure internal reference
• Let AI assistants that a Business User chooses to connect look things up in their Asteri account and prepare requests that a person approves, or that take effect right away when the company turns approval off for its assistants
• Provide dispatch, routing, time-and-attendance, and vehicle-history features using device or vehicle location data, for Business Users who enable those features
• Provide analytics and insights about your business performance
• Create privacy-preserving aggregate marketing benchmarks that help Business Users understand how their marketing performance compares with qualified peer cohorts
• Measure product usage and improve the Service, including through first-party analytics of the booking flow (such as which steps customers complete or abandon). These booking-flow events are recorded by Asteri directly and are not shared with third-party advertising or marketing companies
• Monitor errors, crashes, and performance in Asteri’s mobile apps through our error-monitoring provider (Sentry), to keep the Service reliable
• From December 1, 2026, use PostHog (Section 8) to:
  • monitor errors and crashes in the website, the signed-in web app, our background services and Asteri’s mobile apps, and keep application logs, to find and fix problems;
  • troubleshoot problems with masked screen recordings made only around errors, never live or at random, and in the web app only for people who have acknowledged recording in writing (Section 2.17). Recordings are used only for troubleshooting, are never used to judge anyone’s work performance, and are never shown to any business that uses Asteri, including your employer;
  • understand how the signed-in web app and the Asteri mobile app are used, to improve them (in your browser, unless you turn usage analytics off); and
  • measure visits to the getasteri.com marketing pages (Section 2.11), only after you allow analytics cookies
• Detect and prevent fraud, abuse, and security threats
• Comply with legal obligations

4. Data Storage and Security

4.1 Encryption

All OAuth tokens are encrypted using AES-256-GCM encryption before being stored. Tokens are never stored in plaintext. All data in transit is encrypted using TLS 1.2 or higher.

4.2 Access Control

We use access controls to keep private organization data separate and limit access based on each user’s role. Authorized sharing features, connected integrations, and service providers can receive the data needed for their stated purpose, as described in Section 5.

4.3 Infrastructure

Our data is hosted on secure cloud infrastructure with industry-standard security measures, including encryption at rest and in transit. File uploads are stored on Cloudflare R2 with access-controlled URLs.

4.4 Payment Card Processing

Asteri does not store full payment-card numbers on its servers. Stripe handles payment-card processing for transactions made through Stripe and is certified as a PCI Level 1 Service Provider. Apple and Google handle the payment details for subscriptions purchased through their stores, as described in Section 2.3.

5. Data Sharing

We do not sell your data to third parties.

When a Business User enables advertising integrations, Asteri can send customer and transaction data to their connected Google Ads, Meta, and other supported advertising accounts for conversion reporting and campaign measurement. The data sent depends on the integration, its settings, and the applicable advertising consent controls. It may include customer names, email addresses, phone numbers and customer identifiers, booking or purchase details, and advertising attribution data.

Business Users can also choose to share selected information with other organizations. Publishing a Network Atlas profile makes the selected business and contact details available to eligible platform members. Owners Lounge lead-sharing features display the shared lead summary to eligible members; approving a lead-sharing request copies the approved lead and contact details to the requesting organization. Aggregate or de-identified benchmarks are described separately in Section 5.1.

For purposes of the California Consumer Privacy Act and California Privacy Rights Act (CCPA/CPRA), we do not “sell” or “share” your personal information as those terms are defined in Cal. Civ. Code § 1798.140.

We do not use Google Workspace data, such as Google Calendar or Google Drive data, for advertising, ad targeting, creditworthiness, lending, or aggregate marketing benchmarks. We do not transfer Google Workspace data to advertising platforms.

Mobile information and SMS opt-in consent are not shared with third parties or affiliates for marketing or promotional purposes. We share this information only with service providers that help deliver and support the messages you request.

We share data with the following categories of service providers:

• Service Providers you book with: Your booking details and contact information to fulfill your appointment
• Payment processor (Stripe): Transaction data necessary to process payments and prevent fraud
• Store subscriptions (Apple, Google and RevenueCat): Workspace billing identifiers, purchase evidence and subscription status used to verify purchases, restore access and maintain the correct workspace features.
• Communication providers (Telnyx, Resend): Phone numbers and email addresses necessary to deliver SMS, voice calls, and email
• Mobile delivery and reliability providers (Expo/EAS, Apple, Google/Firebase): App/build/update identifiers, device and operating-system metadata, persistent installation/session identifiers, push or VoIP tokens, startup metrics, bounded operational events, and delivery metadata needed to ship, update, secure, monitor, and notify the mobile app. Asteri disables Expo Observe's resolved-URL and route-parameter integration.
• Monitoring and analytics (PostHog, from December 1, 2026): Error and crash reports, masked screen recordings made only around errors, product usage events, website visitor analytics and application logs (Sections 2.11, 2.13 and 2.17), and AI usage records without prompts or responses (see AI routing and model providers below), used to keep the Service working and to improve it. Since October 28, 2026, Asteri staff have also used PostHog to analyze our own records of each business’s account, billing and usage, and our engineering issues. PostHog can read only those records, not the customer records businesses keep in Asteri, as described in Section 8.
• AI routing and model providers: When you use AI features (Smart Chat, Floor Inspector, proposal and estimate generation, review-response suggestions, marketing studio drafting), the content you submit to those features—including customer names, addresses, service descriptions, photos, and chat messages—is transmitted over an encrypted connection through Vercel AI Gateway to a routed model provider. Depending on the feature and current routing, that provider may be OpenAI, DeepSeek, Google, or Z.ai. Embedding requests also use the configured AI routing service. For supported text, tool, structured-output and embedding requests, Asteri requests provider zero data retention through AI Gateway. This does not cover every AI feature: speech transcription, Grok image generation and talking to Asteri AI in the chat on the web follow their applicable provider retention policies. When you talk to Asteri AI in the chat on the web, your voice and the replies read aloud to you, which can include customer names, addresses, amounts and other details from your workspace, go between your browser and OpenAI through Vercel AI Gateway. Asteri turns off the option to save a recording of the session, and asks you to read a short notice the first time. Zero data retention is not available for this feature, so OpenAI may keep your voice and the replies under its own retention terms; OpenAI’s documents list 30 days for abuse monitoring. Asteri’s servers do not receive or store the audio, but what you said and the replies are saved in the chat. Asteri may still retain saved chats, documents and results under this policy. Zero data retention does not delete those application records. We do not anonymize or pseudonymize content before transmission. These providers process submitted content under their applicable business-service terms, privacy notices, and retention controls. See Vercel’s Privacy Policy, OpenAI’s Privacy Policy, DeepSeek’s Privacy Policy, and Google’s Privacy Policy. We may add or change AI providers and will update this Section and Section 8 when that changes. Before the mobile app opens an AI feature, it asks each signed-in Business User to allow this third-party processing for the active workspace. You may decline and keep using non-AI features, allow it later, or withdraw permission in Privacy & Data. Withdrawal stops new AI requests from that user in that workspace; it does not automatically delete completed AI results or records retained for safety, audit, legal, or compliance purposes. From December 1, 2026, PostHog receives usage records for these AI requests (the AI model, the amount processed, cost and response time) but never your prompts or the AI’s responses. PostHog never processes AI content, so it is not one of the AI providers named here, and the zero data retention requests described above are unchanged.
• AI safety reports: Authenticated Business Users can report a generated response entirely inside Asteri. We use the report to investigate harmful, hateful, sexual, deceptive, privacy-sensitive, or unsafe business output. The report does not change the underlying customer record or execute an AI action. We minimize copied customer information, redact common contact and sensitive-number patterns from stored response snapshots, and normally remove those snapshots after 180 days. Limited report, assignment, resolution, and audit records may be retained longer for safety, legal, and compliance purposes.
• AI assistants you connect (for example ChatGPT, Claude, Grok, Muse): Only if a Business User connects one. See Section 5.2.
• File storage (Cloudflare R2): Files, photos, and documents you upload are stored on Cloudflare R2 with access-controlled URLs
• Legal compliance: When required by law, subpoena, or court order, or to protect the rights, property, or safety of Asteri, our users, or the public
• Business transfer: In connection with a merger, acquisition, financing, reorganization, or sale of assets

5.1 Aggregate Marketing Benchmarks

Asteri may use Business User marketing performance data to produce aggregate or de-identified benchmark statistics, such as median cost per lead or peer percentile ranges by service vertical and monthly ad-spend band. These statistics are generated as precomputed snapshots and are not designed to identify any individual customer, team member, ad click, ad account, or named business.

We suppress benchmark rows unless the cohort meets our minimum privacy thresholds. We also show only coarse sample-size labels, such as “10+ businesses,” instead of exact contributor counts. If you turn off benchmark contribution, your organization is excluded from future benchmark snapshots. Previously generated aggregate statistics may remain if they no longer identify your organization.

5.2 AI Assistants You Connect

A Business User can let an AI assistant work in their Asteri account. This is different from Asteri’s own AI features described above. Asteri does not choose the assistant, and does not send anything to it until the person connects it and asks it something.

What an assistant can read. It acts as the person who connected it, in the one company they chose, and can see only what that person’s role in Asteri already allows: customers (names, phone numbers, email addresses and service addresses), jobs and the schedule, estimates and invoices with their amounts and status, text and email conversations with customers, inventory (including costs if the person may see them), team schedules, job photos and notes the person can open, saved documents, job labels and boards, the person’s own time entries (and other people’s if their role allows, never pay), the names of connected apps and automations, and the host name of webhook addresses. It cannot reach other companies. Asteri never gives it payment card numbers, passwords, restricted files or clock-in photos.

What is sent, and to whom. Whatever the assistant asks Asteri for, and Asteri’s answer, is passed to the company that runs the assistant. For ChatGPT that is OpenAI; for Muse, Meta; for Grok, xAI; for Claude, Anthropic. That company handles the information under its own privacy policy and settings, including how long it keeps it. Those companies are not Asteri’s service providers for this purpose; the person who connects the assistant chooses them. Review their policies before connecting. Do not connect an assistant if you do not want it to see this information.

Changes need approval unless the company turns that off. If the person lets the assistant “suggest changes,” it can only file requests. Nothing changes and nothing is sent to a customer until a person at the company approves the request in Asteri. An owner or admin can instead let the company’s assistants make changes without approval: then a request the connecting person is allowed to approve and run takes effect right away, including texts and emails to customers, after Asteri’s own permission and safety checks. An owner or admin can turn assistant connections off for the whole company in Settings > Security > Developer. Approval is turned off, or back on, in the same place.

What Asteri keeps. The connection record and activity records described in Section 2.16 are kept for 13 months, then deleted. The company’s activity log shows the changes that were prepared, approved and run, and requests for changes follow the company’s normal record retention (Section 6.1). To remove an assistant, see Section 6.8.

6. Data Retention and Deletion

6.1 Active Accounts

While your account is active, we retain your data to provide our services. Booking and payment records are retained for at least 7 years for tax and legal compliance purposes.

6.2 Google Business Profile Disconnection

Disconnecting Google Business Profile immediately deletes the stored OAuth tokens and the Business Profile locations, reviews, posts, performance insights, settings, and review-request history that Asteri copied, and stops future synchronization. It does not change your Business Profile on Google, including replies already posted there.

6.3 Other Google Integration Disconnection

The former Gmail integration is no longer available. Previously imported message records and customer-linked attachments may remain as organization business records until an authorized user deletes the related data, the organization account is deleted, or a verified deletion request is completed. You can revoke any earlier Gmail grant through your Google Account connections.

Disconnecting Google Calendar removes its OAuth connection, synchronization mappings, and cached busy-time data and stops future synchronization. Disconnecting Google Drive deletes the stored connection and stops automatic backup but does not delete files from Google Drive, including backup copies Asteri already made. Disconnecting Google Ads deletes stored OAuth tokens and connection configuration and stops future imports and uploads; previously imported campaign and conversion records may remain as organization business records until account deletion or a verified deletion request. Asteri also removes its access from the Google Account, unless another Asteri connection, such as Google Calendar, uses the same Google account, because Google would end that connection too.

Disconnecting Google Calendar, Google Drive, or Google Business Profile deletes the tokens Asteri stored. To also remove Asteri from your Google Account, open Google Account connections and remove Asteri.

6.4 Meta Platform Data Disconnection and Deletion

To disconnect Meta and stop Asteri’s access:

1. Sign in to Asteri.
2. For Facebook or Instagram, open Settings > Integrations and select Disconnect for the connected account. For Meta Ads, open Marketing > Settings and disconnect Meta Ads.
3. You may also revoke Asteri from Facebook’s Business Integrations settings.

Disconnecting deletes Asteri’s stored OAuth token and connection configuration and stops future Meta data collection. Historical business records, such as messages, published-post history, leads, and campaign reporting already imported into the organization’s workspace, remain subject to the organization’s normal retention settings.

To request deletion of stored Meta Platform Data, email privacy@getasteri.com from the email address associated with your Asteri account and include your organization name and the connected Facebook, Instagram, or Meta Ads account. After verifying authority and scope, we delete or de-identify applicable Meta Platform Data that is not subject to legal, security, fraud-prevention, financial-compliance, or backup-retention requirements. Completion time depends on the request and those constraints.

6.5 Account Deletion

Canceling a paid subscription does not delete the account or its data. You can request deletion in the mobile app under Settings > Privacy & Data or from our public Delete Account page. The public page works without installing the app and supports a verified email request or an authenticated handoff. You do not need to telephone or email support.

A verified request enters a 7-day grace period. You can cancel from the same mobile or web deletion screen until processing begins. We expect final completion within 30 days and send a completion confirmation. Deactivation, signing out, or uninstalling Asteri is not account deletion.

Personal-account deletion removes the Asteri login, linked authentication methods, passkeys, MFA secrets, sessions and refresh credentials, push and VoIP tokens, remembered devices, preferences, user-only notifications, and every organization membership. Sign in with Apple authorization is revoked where applicable. Shared organizations and records belonging to other workspace members are not silently deleted. A sole organization owner must transfer ownership or deliberately use the approved organization-closure path first.

We delete or anonymize personal identifiers in accordance with the approved data map. We preserve only narrowly required tax and financial records, fraud-prevention and security evidence, dispute or legal-hold records, payroll and employment records, and shared-workspace history. Processing of retained records is restricted to the legal, financial, security, employment, or dispute purpose for the applicable retention period.

6.6 Benchmark Opt-Out Retention

If you opt out of contributing to aggregate marketing benchmarks, we stop using your organization’s marketing performance data in future benchmark snapshot generation. Historical aggregate or de-identified snapshots may remain in the Service when they cannot reasonably be used to identify your organization or any person.

6.7 End Customer Data

End Customer data is retained by the Business User’s organization, which is the data controller. End Customers who wish to have their data deleted should contact the Service Provider directly using the contact information on their booking confirmation.

Backstop: If a Service Provider does not respond to a deletion request, the End Customer may contact us at privacy@getasteri.com with a copy of the original request. After verifying authority and scope, we delete or de-identify the End Customer’s personal data that is not subject to legal, security, fraud-prevention, financial-compliance, dispute, or backup-retention requirements. Completion time depends on the request and those constraints.

6.8 Disconnecting an AI Assistant

An owner or admin can disconnect any assistant in Asteri under Settings > Security > Developer > Connected assistants. The assistant stops working with that company right away, and its sign-in tokens for that company are deleted. The person can also stop it from the assistant’s own settings. Disconnecting does not delete what the assistant’s company already received; ask that company directly. Requests the assistant already filed stay in Asteri until a person approves or declines them. Removing a person from a company ends their assistants’ access to that company.

6.9 Monitoring and Analytics Data

From December 1, 2026, PostHog keeps screen recordings for 30 days and application logs for 14 days, after which they are deleted. It keeps error reports, usage events and AI usage records for up to 7 years; that period is set by PostHog, and Asteri cannot shorten it.

7. Your Rights

You have the right to:

• Access: Request a copy of all data we hold about you
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Request a copy of your data in a portable, machine-readable format
• Disconnect: Remove any third-party integration at any time from Settings, including any AI assistant you connected
• Revoke: Revoke Asteri's access to Google directly through your Google Account connections
• Opt-out: Opt out of non-essential communications at any time
• Usage analytics: Turn off usage analytics for the signed-in web app in your account settings

To delete an Asteri account, use the self-service deletion page. For other rights or privacy questions, contact privacy@getasteri.com. We will respond within the applicable legal period.

8. Third-Party Services

Our platform integrates with the following third-party services:

• AI assistants you connect (OpenAI, Anthropic, xAI, Meta and others): Receive what a connected assistant reads on your behalf. Their own privacy policies apply. See Section 5.2.
• Stripe: Payment processing. Stripe Privacy Policy
• Google APIs: Optional Google Sign-In, Calendar, Drive, Business Profile, and Google Ads integrations, plus Firebase Cloud Messaging for Android push delivery. Google Privacy Policy
• Expo / EAS: Mobile app build and update delivery, startup-performance monitoring, bounded operational events, and optional push-notification routing. Asteri does not enable Expo Observe's route URL or route-parameter integration. Expo Privacy Policy
• RevenueCat: App Store and Google Play purchase verification and subscription lifecycle processing. It receives workspace billing identifiers, purchase evidence, subscription status and related SDK data described in Section 2.3. RevenueCat Privacy Policy
• Apple platform services: Sign in with Apple, APNs/PushKit delivery, WeatherKit, Apple Pay, and Tap to Pay platform services where enabled. Apple may process the Apple account identifier and relay email the user chooses to share, device or push-registration identifiers, weather request location, and payment authorization or eligibility signals under Apple's policies. Asteri does not receive full Apple Pay card credentials. Apple Privacy Policy
• Meta Platforms (Facebook, Instagram, and Marketing API): Business messaging, Page and Instagram publishing, lead retrieval, advertising management, and campaign reporting. Meta Privacy Policy
• Telnyx: SMS messaging and voice calling. Telnyx Privacy Policy
• ElevenLabs: AI receptionist calls. When this feature is used, ElevenLabs receives phone numbers, call audio, transcripts, and the workspace information needed to handle the call. Provider recording and retention settings are described in Section 2.13. ElevenLabs Privacy Policy
• Resend: Email delivery. Resend Privacy Policy
• Cloudflare R2: File storage. Cloudflare Privacy Policy
• Vercel AI Gateway and routed model providers: AI inference for Smart Chat, Floor Inspector, proposal and estimate generation, review-response suggestions, marketing studio drafting, embeddings, and other AI features. Current routing may use OpenAI, DeepSeek, Google, or Z.ai models. Address lookup may use Radar, and backend services may run on Fly.io. Our Sub-Processors page lists the data handled by each provider. See Vercel Privacy Policy, OpenAI Privacy Policy, DeepSeek Privacy Policy, and Google Privacy Policy
• Sentry: Application error and performance monitoring. Sentry receives error stack traces and a sample of performance traces from Asteri’s mobile apps, but no screen recordings. Our Sentry configuration is set to omit personally identifying request data by default. Sentry Privacy Policy
• PostHog: hosted in the United States. Since October 28, 2026, Asteri has connected PostHog to its own systems so our staff can analyze our records there. PostHog can read only:
  • our records of each business’s account, through a read-only connection to our production database (hosted by PlanetScale): the business’s name and contact details; its plan, subscription and billing details; its workspace settings; its sign-up, trial and setup dates; daily account health checks; usage counts, such as team size, texts sent and call minutes; and which user accounts belong to the business, with their roles, by Asteri user identifier rather than name;
  • our own billing records in Stripe; and
  • our engineering issues in Linear.
  PostHog cannot read the customer records businesses keep in Asteri, saved AI conversations or call transcripts, Google user data, or passwords and other secrets. From December 1, 2026, PostHog is also our provider for error and crash monitoring, masked screen recordings made only around errors (Section 2.17), product usage analytics for the signed-in web app and the Asteri mobile app, website visitor analytics on the getasteri.com marketing pages, AI usage records, and application logs. Before any of that is sent, Asteri:
  • identifies people only by Asteri user and workspace identifiers, never by name, email address or phone number;
  • removes the private part of shared links (such as payment, signing and proposal links) and everything after “?” from the page addresses it sends;
  • leaves your cookies, sign-in details and the other information your browser or our app adds to each request (such as which browser you use and the page you came from) out of error reports from our servers;
  • masks everything typed in screen recordings, and all other text in the web app, blocks images, and hides payment, camera and signature screens and Google data;
  • sends AI usage records without prompts or responses; and
  • filters application logs to remove details such as email addresses, network addresses and passwords, and, when a log records a database error, sends only the error’s short code, not its details.
  PostHog Privacy Policy

9. Cookies and Tracking

We use essential cookies to maintain your session and preferences. From December 1, 2026, if you allow analytics cookies in our privacy banner, PostHog, our analytics provider, sets an analytics cookie and matching browser storage to measure visits to the getasteri.com marketing pages. In the signed-in web app, which does not show the banner, PostHog sets them to measure how the app is used unless you turn usage analytics off in your account settings or have declined analytics cookies in our privacy banner in that browser. When analytics is off for you, PostHog stores nothing in cookies or browser storage, and error reporting never needs cookies. We do not load advertising cookies in the signed-in web app. For full details, see our Cookie Policy.

10. Children's Privacy

Asteri is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

11. Our Role as Data Processor

When Service Providers use the Asteri platform to collect and manage End Customer data, the Service Provider is the "data controller" and Asteri acts as a "data processor" on their behalf.

• The Service Provider determines why and how End Customer data is collected and used
• Asteri processes this data only as necessary to provide the platform’s features
• End Customers with questions about how their data is used should contact the Service Provider directly
• Service Providers are responsible for ensuring they have a lawful basis to collect and process their customers’ data

12. California Consumer Privacy Act (CCPA)

If you are a California resident, you have additional rights under the CCPA:

• Right to Know: Request disclosure of what personal information we have collected about you
• Right to Delete: Request deletion of your personal information, subject to legal exceptions
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out of Sale: We do not sell your personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To exercise your CCPA rights, contact us at privacy@getasteri.com. We will respond within 45 days.

13. European Economic Area & United Kingdom (GDPR)

If you are located in the European Economic Area (EEA) or the United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR):

• Lawful Basis: We process your data based on contractual necessity (to provide the Service), legitimate interests (to improve the platform and prevent fraud), and your consent (where explicitly given)
• Right to Restriction: Request that we restrict processing of your personal data under certain conditions
• Right to Object: Object to processing of your personal data based on our legitimate interests
• Benchmark Opt-Out: Business Users can turn off contribution to future aggregate marketing benchmarks from Marketing Settings
• Right to Data Portability: Receive your personal data in a structured, commonly used, machine-readable format
• Right to Lodge a Complaint: File a complaint with your local supervisory authority (data protection authority)
• Automated Decision-Making: Our AI-powered features (review response suggestions, floor inspection analysis, proposal generation) produce recommendations only. No solely automated decisions with legal or similarly significant effects are made without human review and approval

For GDPR-related inquiries, contact us at privacy@getasteri.com. We will respond within 30 days.

14. Do Not Track Signals

We do not currently respond to DNT browser signals. Analytics cookies, including PostHog’s from December 1, 2026, are set on the marketing pages only after you allow them in our privacy banner, and in the signed-in web app unless you turn usage analytics off in your account settings. We do not load advertising cookies in the signed-in web app.

15. Security Breach Notification

In the event of a data breach that affects your personal information, we will:

• Notify affected users via email within 72 hours of confirming the breach
• Provide details about what information was affected and what steps we are taking
• Notify relevant regulatory authorities as required by applicable law
• Offer guidance on steps you can take to protect yourself

16. International Data Transfers & Hosting Locations

Our services are hosted in the United States. If you access the platform from outside the United States, your data will be transferred to and processed in the United States.

17. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes (for example, new categories of data collected, new sub-processors that process your personal information, or new purposes of processing), we will post the revised Policy with an updated “Last updated” date, provide a short summary of what changed, and notify registered Business Users by email at least 30 days’ in advance of the change taking effect. For non-material changes (clarifications, typos, formatting), the revised Policy takes effect when posted.

18. Sub-processor Changes

The current list of sub-processors that process personal information on our behalf is in Section 8. We may engage new sub-processors as we add features or change vendors. We will update Section 8 when we make material changes to that list and treat the change as a material change under Section 17.

19. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: privacy@getasteri.com

Address: 4503 Forge Road, Perry Hall, MD 21128

20. Google API Services User Data Policy

Asteri's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Google user data is used only to provide or improve the user-facing integration the user selected. It is not sold, used for personalized advertising, transferred for advertising purposes, or used to train generalized artificial intelligence or machine-learning models. Human access is limited to actions the user requests, security and abuse investigation, legal obligations, or support performed with the user’s consent.

Google user data is sent to an AI model provider only when a user asks for an AI-drafted Business Profile review reply or turns on automatic AI replies, and only to write that reply, as described in Section 2.4.

Google user data is hidden in the screen recordings described in Section 2.17, so it is not sent to PostHog in them.

A service-by-service description of the permissions, use, and disconnection behavior is available on our Google Integrations and Data Use page.