Privacy Policy

Astralis AI Solutions (“Astralis,” “we,” “our,” or “us”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you access or use our website, software, AI tools, automation systems, voice/chat agents, CRM platforms, or any related services provided by Astralis (collectively, the "Services").

By using our Services, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect

We collect information in the following categories:

1.1 Personal Information You Provide

Name

Email address

Phone number

Business name

Billing information

Login credentials you supply for third-party platforms (e.g., Google Business Profile, GoHighLevel, domain hosting, etc.)

Any information you submit through forms, scheduling tools, or onboarding documents

1.2 Automatically Collected Information

When you interact with our website or Services, we may collect:

IP address

Browser type and version

Device type

Cookies and tracking data

Pages visited

Time spent on pages

Referral sources

1.3 Information Collected Through AI & Automation Systems

Our AI chat agents, voice bots, and CRM automations may collect:

Message content

Call logs

Audio transcripts

Lead data

Customer inquiries

Appointment details

1.4 Third-Party Data

We may receive information from:

GoHighLevel

Google (GMB, Analytics, Ads)

Twilio

OpenAI

Stripe or other payment processors

Meta (Facebook/Instagram)

Other integrations you authorize

This can include analytics, usage details, performance metrics, and customer engagement data.

2. How We Use Your Information

We use your information to:

2.1 Provide and Improve Services

Build and configure your CRM, website, automations, and AI agents

Improve functionality of AI responses and workflows

Enhance user experience

2.2 Communication

Respond to support requests

Send service updates

Deliver onboarding instructions

Send billing notifications

Conduct strategy and reporting communication

2.3 Marketing

Send promotions (with your consent)

Provide educational or informational content

Improve targeting and messaging

2.4 Security & Compliance

Detect fraudulent or unauthorized activity

Enforce Terms of Service

Maintain system integrity

We do not sell, rent, or trade personal data.

3. Legal Basis for Processing (For Applicable Regions)

We process data under the following lawful bases:

Contract necessity: To provide you the Services you purchased

Consent: When you submit forms or opt-in to communication

Legitimate interests: For analytics, service improvements, and fraud prevention

Legal compliance: As required by law

4. How We Share Your Information

We may share data with trusted third parties solely to deliver the Services, including:

GoHighLevel (CRM platform)

Twilio (SMS & phone service)

OpenAI (AI processing)

Stripe (billing & payments)

Mailgun or similar email delivery systems

Google (Analytics, GMB, Ads)

Meta (Facebook/Instagram integrations)

Web hosting or domain providers

Contractors or employees working on your account

We do not share your information with parties unrelated to service delivery.

Third-party vendors are required to maintain confidentiality and follow data protection best practices.

5. AI, Voice, and Chat Data Usage

By using Astralis AI tools, you acknowledge that:

AI responses may be processed through third-party AI systems (e.g., OpenAI)

Chat, text, and voice data may be stored for training, optimization, and quality control

Transcripts may be reviewed by our team to improve AI accuracy and workflow functionality

We do not use AI data to personally profile users beyond operational requirements.

6. Cookies & Tracking Technologies

We use cookies and tracking tools to:

Analyze website traffic

Improve user experience

Determine the effectiveness of marketing campaigns

You may disable cookies in your browser settings; however, doing so may impact performance of certain features.

7. Data Retention

We retain data only as long as reasonably necessary to:

Provide and improve Services

Meet legal obligations

Resolve disputes

Maintain business records

You may request deletion or export of your data at any time (details in Section 10).

8. Data Security

We follow industry-standard security practices to protect your information.
However, no digital transmission or storage method is 100% secure.

You acknowledge:

You share data with us at your own risk

Astralis is not liable for breaches beyond our reasonable control

You are responsible for maintaining secure passwords and login credentials

9. Children’s Privacy

Astralis does not knowingly collect information from individuals under 18.
If you believe a minor has provided data, contact us immediately for removal.

10. Your Rights & Choices

Depending on your region, you may have the right to:

Access your data

Correct inaccurate information

Request data deletion

Restrict certain processing

Opt-out of marketing communication

Transfer your data

Requests can be made by contacting us at the email below.

11. CCPA, GDPR & Other Compliance Notes

We strive to operate in compliance with major privacy regulations, including:

GDPR (Europe)