Privacy Policy

1. Introduction

Asterra Solutions Inc. (“Asterra,” “we,” “us,” or “our”) is a Canadian business providing AI-powered phone handling services for restaurants, salons, and other service-based businesses. We are committed to protecting the privacy of our website visitors, prospective clients, and existing clients.

This Privacy Policy explains how we collect, use, store, and protect personal information through our website (asterra.ca), our services, our client dashboard, and any communications we have with you.

By using our website or services, you agree to the practices described in this policy.

2. Who This Policy Applies To

This policy applies to:

• Visitors to asterra.ca
• Prospective clients who contact us or book a consultation
• Existing clients who use our phone handling services and dashboard
• End users (customers of our clients) whose calls are handled by our system

3. Information We Collect

3.1 Information You Provide Directly

• Contact information — name, email address, phone number, and business name when you contact us, book a consultation, or sign up for our services
• Business information — type of business, number of locations, existing POS or booking systems, call volume, and operational details needed to configure your phone handling agent
• Billing information — handled through our third-party payment processor; we do not store full credit card details

3.2 Information Collected Through Our Services

When we provide phone handling services to a client, our system may collect and process:

• Incoming call data — caller phone numbers, call timestamps, call duration, and call outcomes (order placed, reservation made, information provided, transfer to staff)
• Call recordings and transcripts — calls handled by the AI agent may be recorded and transcribed for quality assurance, service improvement, and dashboard reporting purposes
• Order and reservation details — information provided by callers during a handled call, including names, order items, reservation times, and party sizes, as needed to complete the requested action
• Dashboard activity — login times, settings changes, and usage of control features by client users

3.3 Information Collected Automatically

When you visit asterra.ca, we may collect:

• IP address and general location
• Browser type and device information
• Pages visited and time spent
• Referring URLs

We use cookies and similar technologies for analytics and to improve the website experience. You can control cookies through your browser settings.

4. How We Use Your Information

We use the information we collect to:

• Set up, configure, and operate your AI phone handling agent
• Sync order and reservation data with your connected POS, booking, or reservation system
• Populate and maintain your client dashboard with call logs, metrics, and analytics
• Send automated SMS or text confirmations to your customers following a booking or reservation (where enabled)
• Communicate with you about your account, service updates, and support requests
• Send consultation follow-ups, proposals, and onboarding materials
• Improve the accuracy and performance of our AI agents
• Comply with legal obligations

We do not sell your personal information or your customers' personal information to any third party.

5. Call Recording and Voice Data

As part of our phone handling service, calls answered by the AI agent may be recorded and transcribed. This is disclosed to callers through a standard greeting at the start of each handled call.

Call recordings and transcripts are:

• Stored securely and accessible only to authorized Asterra personnel and to the client whose agent handled the call
• Used for quality assurance, agent tuning, and populating your dashboard call logs
• Retained for a period of 90 days by default, unless a different retention period is agreed upon in your service agreement
• Never shared with third parties except as required by law or as needed to operate our services (for example, transcription providers)

6. POS and Third-Party System Integrations

Our service integrates with third-party platforms including point-of-sale systems (such as Square, Toast, and Clover), reservation platforms (such as OpenTable), and booking systems (such as Booksy and Fresha).

When we connect to these systems on your behalf:

• We access only the data required to perform the integration (for example, placing an order or creating a reservation)
• We do not store your POS credentials beyond what is necessary for the integration to function
• Your use of these third-party platforms is also subject to their own privacy policies and terms

7. Client Dashboard

Access to your Asterra dashboard is protected by login credentials. Franchise and multi-location clients have tiered access — franchise-level users can view all locations, while store-level users can only view their own location's data.

You are responsible for keeping your dashboard credentials secure and for managing access for your team members.

8. Data Sharing

We do not sell personal information. We may share information only in the following circumstances:

• Service providers — trusted third-party vendors who help us operate our infrastructure, including cloud hosting, transcription, and communication tools, under confidentiality agreements
• POS and integration partners — as required to complete orders, reservations, or bookings on your behalf
• Legal requirements — when required by law, a court order, or to protect the rights and safety of Asterra, our clients, or the public
• Business transfers — in the event of a merger, acquisition, or sale of our business, your information may be transferred as part of that transaction, with notice provided to you

9. Data Retention

We retain personal information for as long as necessary to provide our services and meet legal obligations:

• Active client data — retained for the duration of the service agreement
• Call recordings and transcripts — 90 days by default, unless otherwise agreed
• Dashboard and account data — retained for 7 years following termination of the service agreement for legal and accounting purposes
• Website analytics — retained for 24 months
• Prospective client inquiries — retained for 2 years

You may request deletion of your data at any time, subject to our legal retention obligations.

10. Your Rights

Depending on your province of residence, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Request deletion of your personal information
• Withdraw consent for certain uses of your information
• File a complaint with a relevant privacy regulator

To exercise any of these rights, contact us at privacy@asterra.ca.

11. Children's Privacy

Our services are intended for business owners and operators. We do not knowingly collect personal information from individuals under the age of 18.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active clients of material changes by email or through the dashboard. Continued use of our services after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

For privacy-related questions or requests:

Asterra Solutions Inc.
Email: privacy@asterra.ca
Website: asterra.ca