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Privacy Policy

Effective: 23 April 2026 · Version 1.4 · Last updated: 25 October 2026 (sections 14 and 15 added, then sections 5, 6, 14 and 15 updated) · AstraNL.com

In plain English: We collect the minimum data needed to run AstraNL. We don't sell your data. You can delete everything at any time. This page explains exactly what happens to your information.

1. Who we are

AstraNL (registered as AstraNL ZZP, KvK 88449335, BTW NL004604224B69). Coordination intelligence infrastructure operating from the Netherlands. Contact: hello@astranl.com.

This policy applies to astranl.com and all subdomains.

2. What personal data we collect

Category	Data	When
Account	Email, display name, avatar URL, preferred language	When you sign in
OAuth identity	Provider ID (Google/GitHub/Telegram), email verification status	When you use OAuth
Content	Forum posts, questions, replies, chat messages you send	When you post
Technical	Hashed IP (SHA-256), user-agent summary, language preference	Every request
Cookies	`astra_lang` (language), `astra_session` (signed-in state)	Set on first visit / login

Raw IP addresses are never stored. They are hashed with SHA-256 before any database write. Nginx logs anonymize IPs to /24 networks (e.g. 93.158.90.70 → 93.158.90.0) per EU Working Party Opinion 4/2007.

3. Why we process your data (legal bases under GDPR Art. 6)

Contract (Art. 6(1)(b)) — to provide the coordination service you requested (account, posting, matching).
Legitimate interest (Art. 6(1)(f)) — fraud prevention (hashed IPs), service observability (brain events).
Legal obligation (Art. 6(1)(c)) — Dutch ZZP bookkeeping (7 years for financial records), tax compliance.
Consent (Art. 6(1)(a)) — currently not used because we don't run analytics or marketing cookies.

4. How long we keep data (retention)

Server logs (IP-anonymized): 30 days, then automatic deletion.
Account data: until you delete your account.
Forum content: until you delete it (or request erasure).
Chat messages: hot storage 30 days, then compressed archive accessible only to you.
Financial records (invoices, payment proofs): 7 years per Dutch law (BW 2:10).
Brain events (observability): actor field contains only hashed IDs, purged after 90 days.

5. Where your data lives

All personal data is stored on servers in Amsterdam, Netherlands (DigitalOcean AMS3 data center). Backups are encrypted at rest. Some processors in section 6 are outside the EU; when they process your data, it is transferred outside the EU. These transfers and the safeguard for each are listed below.

Groq (United States): speech to text for voice input and video estimates (section 15). Safeguard: being put in place (EU standard contractual clauses in a processing agreement).
Anthropic (United States): AI model for questions, documents and estimate steps. Safeguard: being put in place (EU standard contractual clauses in a processing agreement).
OpenAI (United States): review of estimates. Safeguard: being put in place (EU standard contractual clauses in a processing agreement).
xAI (United States): second review of estimates. Safeguard: being put in place (EU standard contractual clauses in a processing agreement).
Google (United States): sign-in with Google and the Gemini search model. Safeguard: certified under the EU-U.S. Data Privacy Framework.
Stripe (United States): payments, when you pay. Safeguard: certified under the EU-U.S. Data Privacy Framework.
GitHub (United States): sign-in with GitHub, if you use it. Safeguard: certified under the EU-U.S. Data Privacy Framework.
DigitalOcean (United States): hosting; your data stays stored in Amsterdam. Safeguard: certified under the EU-U.S. Data Privacy Framework.

Until the safeguards that are being put in place are ready, these providers get only the minimum data they need. AstraNL does not send the text you give Astra to an AI provider in China.

6. Third parties we use

Processor	Purpose	Data shared
DigitalOcean	Server hosting (Amsterdam)	All data, encrypted at rest
Stripe	Payment processing	Email, payment info (when you pay)
Brevo (formerly Sendinblue)	Transactional email (magic links)	Email address only
Google	OAuth sign-in (if you use it)	Name, email, avatar (minimal set)
GitHub	OAuth sign-in (if you use it)	Name, email, avatar (minimal set)
Telegram	Admin notifications only	None of your data
Groq	Speech to text (section 15)	Audio of voice input and of video estimates
Mistral AI	AI language model (France)	Text you type or say to the assistant, calculators and estimate steps
Anthropic	AI model	Questions to the Vraagbaak, documents you upload to be read (for example invoices), estimate steps
OpenAI	Review of estimates	Estimate case files
xAI	Second review of estimates	Estimate case files
Google (Gemini)	Site search	The words you type into the search

Data processing agreements (DPAs) with the processors listed here are being put in place. The processors are: DigitalOcean (hosting), Stripe (payments), Brevo (email), Google (sign-in and the Gemini search model), GitHub (sign-in), Groq (speech to text), Mistral AI (AI language model), and Anthropic, OpenAI and xAI (AI models for questions, documents and estimate reviews). Until the agreements are in place, we send each processor only the minimum data it needs for its task.

7. Your rights (GDPR Ch. III)

At any time you can:

Access — request a copy of all your data (Art. 15)
Rectify — correct wrong information (Art. 16)
Erase — delete your account and content (Art. 17, "right to be forgotten")
Restrict — pause processing while a dispute is resolved (Art. 18)
Portability — receive your data in JSON format (Art. 20)
Object — refuse processing based on legitimate interest (Art. 21)
Complain — file with Autoriteit Persoonsgegevens (Dutch DPA)

How to use these rights: email hello@astranl.com with your request. We respond within 30 days (GDPR Art. 12(3)). Or use the self-service endpoints:

GET /api/user/export — instant data export (requires sign-in)
POST /api/user/delete — delete account and anonymize content

8. Cookies

We only use strictly necessary cookies, which do not require consent under ePrivacy Directive:

astra_lang (1 year) — remembers your interface language
astra_session (30 days, signed-in users only) — keeps you logged in

We do NOT use: Google Analytics, Facebook Pixel, advertising trackers, session recording, heatmaps, or any third-party analytics. If that changes, we will add a proper consent banner before the change.

9. Children

AstraNL is not intended for users under 16. We do not knowingly collect data from children. If you believe we have inadvertently collected data from a child, contact us immediately and we will delete it.

10. Security

TLS 1.3 for all connections (Let's Encrypt certificates, auto-renewed)
Bcrypt/Argon2 password-equivalent hashing for session tokens
SHA-256 hashing of IPs before storage
Database encrypted at rest (DigitalOcean volume encryption)
Secrets stored in files with mode 600, owned by root
Automated security updates (unattended-upgrades) on Ubuntu
All API keys rotated every 90 days

11. Breach notification

In the unlikely event of a personal data breach that poses risk to your rights, we will notify the Autoriteit Persoonsgegevens within 72 hours and contact affected users directly per GDPR Art. 33-34.

12. Changes to this policy

We'll notify you of material changes by email (if you have an account) or a banner on the site at least 30 days before they take effect. Full version history is tracked in our public repository.

13. Contact the Data Protection Officer

For any privacy concern:
Email: hello@astranl.com
Postal: AstraNL ZZP, Netherlands — provided on request
Supervisory authority: Autoriteit Persoonsgegevens

14. Measured delivery quotes for projects

In plain English: for a real project, once the project administrator has entered the site address and the recipient for delivery, AstraNL can ask a building-materials supplier what delivery will cost and when it can arrive. To get that answer we send the supplier the street, the city and the recipient's last name. We open an online checkout only to read the delivery options. We never complete it: nothing is ordered or paid.

Topic	Details
What data	Street and house number, city, postcode and country (NL) of the building site, and the last name of the recipient, as entered for delivery by the project administrator; plus the planned items and quantities. Never sent: first name, extra address line, e-mail address, phone number or payment details.
When	Only for a real project, not for a quick estimate or a test. Only when the owner or an appointed administrator of the project (never an AI agent) entered the site address and recipient in a purchase list, with the same postcode as the site, in the Netherlands. In every other case only the postcode and country are sent.
How	AstraNL creates a checkout in the supplier's online shop only to read the delivery options, costs and dates. The checkout is never completed, changed or paid. At most 3 such checkouts per supplier per day, and one per planned shipment.
Purpose	Order preparation: a correct delivery price and date for the order the project is preparing. It is the same data the order itself will carry.
Legal basis	GDPR Art. 6(1)(b): steps to prepare the order (contract) of the project.
Recipients	Category: building-materials suppliers whose online shop supports this. Possible recipients today: Bouwmaat, Hubo, Houtdirect and Isolatie Online. Their online shops run on Shopify. The supplier handles the data under its own privacy policy. On our side: DigitalOcean (hosting, Amsterdam).
Retention	AstraNL does not store the street, city or last name for the measurement: they are read from the project's purchase list at the moment of sending and sent once. We keep only a label of which case applied (full site address or postcode only). The measurement record (project reference, site postcode, items, outcome, delivery options read and a shortened checkout reference) is deleted automatically 30 days after it was made. The address stays in the project's purchase list, where it was entered for the order. The uncompleted checkout stays in the supplier's system under the supplier's privacy policy.
Your rights	The rights in section 7 apply. For the data held by the supplier you can also contact the supplier. If no site address and recipient are entered, only the postcode is sent.

15. Voice input and the Astra assistant

In plain English: Astra, the assistant button on our pages, is an AI assistant: its answers are produced automatically by software, partly by AI models of other companies. You can always type instead of speaking, and you can always reach a person (see 15.3).

15.1 How spoken input is turned into text

Your browser's speech recognition first. When you hold the microphone button, Astra first uses the speech recognition built into your browser. AstraNL does not receive this audio, only the resulting text. In Google Chrome this recognition normally sends your audio to Google; other browsers may send it to their own vendor. The browser vendor does this under its own privacy terms.
Otherwise transcription by AstraNL. If your browser has no speech recognition or it fails, your browser records the audio and sends it to our server. We send it to Groq (Whisper model) to turn it into text. If Groq is not available, it is transcribed on our own server in Amsterdam.
Video estimates. If you send a video for an estimate, its sound is also transcribed by Groq.
Project voice notes in the project dashboard are transcribed only on our own server and never sent to an outside service.

15.2 What we process, why, and how long we keep it

Data	What happens and how long
Audio for Astra	Not stored. It is held in memory only while it is transcribed; the temporary file of the local fallback is deleted right after. The transcription log contains only the time, duration, detected language and number of characters, not your words.
Text of your question (typed or spoken)	Processed by the assistant on our server. To understand it, it can be sent to an AI model of Mistral AI (France). If Mistral is not available, Astra tells you that it cannot answer now and offers the human route (15.3); your text is then not sent to any other AI provider. Some questions are answered by our own server without an outside model.
Conversation about a job you want done	Kept in our assistant database for up to 7 days, then deleted automatically. When you have given all details, the request is saved as a job request with the contact details you gave, so it can be handled. A job request is deleted automatically after 30 days, unless a project or an order made from it still needs it.
Learning copy	None. Since 25 October 2026 AstraNL keeps no copy of your questions or of the answers to train or improve its own systems. Copies made before that date were deleted on 25 October 2026; the one protected backup made for safety during that deletion will also be deleted.
Video for an estimate	Kept with your estimate request in a private folder on our server. The video, its sound and the still images taken from it are deleted automatically after 30 days. The transcript is deleted automatically after 90 days, unless your estimate case is still active (for example still being worked on, or linked to a project).
Project voice note	The recording and its transcript are kept on our server as evidence of the project.
Cookie `as2_ik`	Random identifier, 2 hours, sent only to the assistant, so that one open conversation stays together.

Purpose: to understand and answer your question and to handle the request you make; transcription turns your spoken request into text.
Legal basis: GDPR Art. 6(1)(b): transcribing and handling your request are steps you ask for, before or under a contract. The speech recognition in your browser is done by the browser vendor under its own terms.
Recipients: speech-to-text provider: Groq, Inc. (United States); AI language-model provider: Mistral AI (France); hosting: DigitalOcean (Amsterdam). Not through AstraNL but through your browser: the browser vendor, for example Google in Chrome. Groq is a company outside the EU, so audio sent to it can be processed outside the EU. AstraNL does not send your questions to AI providers in China.

15.3 AI and a human route

Astra is an AI assistant. Its answers are generated automatically and can be wrong; check prices and facts before you rely on them.
Astra does not take decisions about you. It answers, shows links and can record a job request. It does not approve, order or pay anything.
A human route: write to hello@astranl.com. Questions sent there are passed to a person.
If the AI model cannot answer, Astra says so politely in your language and points you to hello@astranl.com.

15.4 How to avoid voice

Type your question in the text field of the Astra window instead of pressing the microphone. Typed text is handled as described in 15.2; no audio is processed.
For an estimate, describe the work in text instead of sending a video.
You can block microphone access for astranl.com in your browser settings; everything still works by typing.
Astra reads an answer aloud with your browser's built-in voice only after a spoken question. Depending on the browser, that voice may use an online service of the browser vendor.

15.5 Your rights

The rights in section 7 apply: access, correction, erasure, restriction, objection, portability and a complaint to the Autoriteit Persoonsgegevens. Because AstraNL does not store Astra audio, there is no recording of it we can hand over. For audio processed by your browser's speech recognition, contact the browser vendor (for example Google).