Privacy Policy

1 Scope

This Privacy Policy applies to AsthronAI services operated by Douglas Creation Sdn Bhd, including asthronai.com, the AsthronAI web application, the website chat widget, booking pages, admin/client/staff dashboards, and related integrations. It does not replace the privacy policies of client websites using AsthronAI.

2 Our role

AsthronAI may act as a service provider or processor for client workspace data, and may also act as an independent controller for its own account, billing, security, analytics, support, and business operations data. Client businesses remain responsible for telling their own website visitors how they use submitted lead or booking data.

3 Information we collect

Depending on how the service is used, AsthronAI may collect or process:

• Account data such as name, email, role, company information, staff access, authentication events, and profile settings.
• Visitor data such as chat messages, lead answers, contact details, booking notes, preferred times, and conversation history.
• Operational data such as website identifiers, widget keys, session identifiers, IP/device metadata, timestamps, audit logs, notifications, and usage counters.
• Billing and commercial data such as plan selection, subscription status, invoices, payment events, and Stripe customer references.
• Integration data such as Google Calendar availability, webhook payloads, email delivery records, and future messaging-channel events.

4 How we use information

We use information to operate, secure, and improve AsthronAI, including to:

• Answer visitor questions, capture leads, qualify intent, create booking requests, and route follow-up to the correct workspace.
• Provide client dashboards, staff access, notifications, conversation timelines, usage visibility, billing, and support workflows.
• Prevent abuse, investigate errors, enforce platform rules, maintain audit logs, and protect accounts from unauthorized access.
• Improve product reliability, onboarding, documentation, and service quality using operational and aggregated insights.

5 AI conversations and human handoff

AsthronAI may send visitor messages and relevant workspace instructions to AI service providers to generate assistant replies, summaries, qualification prompts, or lead notes. Authorized client users may also join a conversation and send human replies. Public system events may show when a team member joins or returns the chat to the assistant.

6 Integrations and service providers

AsthronAI may use trusted providers for hosting, AI processing, payments, email, calendar sync, logging, security, analytics, and future messaging channels such as WhatsApp, Messenger, or Instagram. These providers process data only as needed to deliver, secure, troubleshoot, or improve the service.

7 Google API use

If a user connects Google Calendar, AsthronAI uses granted Google permissions only for visible booking features, such as reading busy-time availability and creating or updating calendar events. We do not sell Google user data and do not use Google Calendar data for advertising, retargeting, credit decisions, or unrelated analytics.

8 Sharing and workspace access

Data submitted through a client website is made available to the relevant client workspace and authorized users based on role permissions. We may disclose data to service providers, comply with lawful requests, protect AsthronAI and users, complete business transactions, or follow client-configured destinations such as webhooks and email routing.

9 Retention

We retain data for as long as reasonably necessary to provide the service, maintain records, comply with legal or tax obligations, prevent abuse, resolve disputes, and support security. Certain logs, billing records, and audit events may be retained longer than ordinary workspace content where necessary.

10 Security

AsthronAI uses reasonable technical and organizational measures such as role-based access, tenant-aware records, password protection, session controls, audit logging, backups, and encrypted storage for sensitive integration tokens. No online service can guarantee absolute security, but we work to reduce risk and respond to issues responsibly.

11 Choices, rights, and cookies

Client owners can manage workspace settings, staff access, connected integrations, and certain stored records inside AsthronAI. Visitors who submitted information through a client website should contact that business first. You may also contact AsthronAI for privacy questions, access or deletion requests, or concerns about cookies, sessions, or tracking.

12 Updates and contact

We may update this policy as AsthronAI, laws, integrations, or business operations change. Material updates will be reflected by the effective or reviewed date on this page.