Privacy Policy

1. Information We Collect

A. Account & Contact Information

When you request a demo, register for an account, or interact with our software platform, we may collect personal information, including:

• Full name
• Official municipal or corporate email address
• Phone number
• Department, title, and organization name
• Account login credentials

B. Software Operations & Customer Data

In the performance of our software services, users upload or generate operational data within the system. All customer operational data remains the property of the subscribing agency or client.

C. System Logs & Automated Technical Data

When accessing https://www.astersage.com, our servers automatically record standard technical log data to ensure platform stability and security. This may include:

• IP address and network location
• Browser type, language, and operating system
• Access timestamps, pages viewed, and session durations
• Referring website addresses

D. Cookies and Tracking Technologies

We use functional session cookies and essential technical identifiers to support user authentication, maintain active login sessions, and optimize user navigation. We do not use third-party advertising cookies or cross-site tracking scripts.

E. AI & Automated Processing Disclosure

AsterSage may utilize AI-assisted development tools (such as GitHub Copilot) during internal software engineering to optimize source code.

No personal information, user activity logs, or Client Data (including municipal records or asset condition ratings) is ever used for AI training or submitted outside our secure environment.

2. How We Use Your Information

We use the information collected through https://www.astersage.com strictly to:

• Provide, maintain, secure, and improve the AsterSage platform.
• Authenticate authorized users and manage system permissions.
• Process technical support requests, system updates, and administrative communications.
• Monitor network health, maintain system integrity, and prevent unauthorized access or system misuse.
• Comply with legal obligations and enforce our software license agreements.

3. Data Protection, Ownership, Retention & DPA

A. Ownership of Municipal & Client Data & DPA Availability

All agency-specific data, road records, and operational inputs hosted within AsterSage remain the exclusive property of the subscribing client organization. We process this data solely as a service provider/data processor to deliver our software capabilities. A standalone Data Processing Agreement (DPA) incorporating standard data protection terms is available upon request and incorporated herein by reference for subscribing agencies requiring one for cyber-insurance or statutory compliance.

B. Email & Communication Security

Email sent over standard networks may not always be encrypted. We advise against sending sensitive passwords or confidential personal information via unencrypted email. Administrative support and account adjustments should be conducted through secure support channels or inside the AsterSage portal.

C. Data Retention, Statutory Compliance & Deletion Schedule

We retain personal contact information and operational Client Data for as long as the subscribing agency maintains an active service subscription:

• System Logs & Technical Diagnostics: Server log files and technical traffic data are automatically purged or anonymized within 90 days of collection.
• Account Credentials & Active Data: Retained for the duration of the subscription agreement to provide platform access.
• Post-Termination Deletion & Statutory Extension: Following subscription expiration or termination, subscribing agencies receive a 30-day offboarding window to export Client Data. Upon conclusion of this window, Client Data is scheduled for permanent deletion within 60 days. However, if a Subscribing Agency notifies AsterSage in writing prior to account closure that specific data, financial, or asset records must be preserved to satisfy state-mandated records retention schedules or public disclosure obligations (e.g., state public records retention guidelines), AsterSage will coordinate an extended archive retention or secure offline transfer schedule rather than executing immediate automated deletion.

D. Data Subject & Agency Rights

Authorized agency administrators and individual users have the right to request access to, correction of, or updating of their account contact details.

• Requests for access or correction should be directed to [email protected].
• We will respond to verified administrative requests within 30 days.
• Because AsterSage acts as a data processor for subscribing government entities, requests from individual members of the public regarding municipal or agency data, or public records, will be redirected to the applicable subscribing agency.

4. Information Sharing, Subprocessors & International Transfers

We do not sell, rent, lease, or trade personal or municipal data to third parties for marketing or commercial purposes.

Information may only be disclosed under the following limited circumstances:

A. Subprocessors & Technical Service Providers

We rely on vetted third-party infrastructure and technology providers to deliver our cloud services. These service providers operate under strict contractual confidentiality and security mandates:

• Cloud Infrastructure & Hosting: Primary software hosting, relational databases, and file storage are maintained strictly on Microsoft Azure (or Tier 3+ equivalent) data centers located within the United States.
• Technical Support & Offshore Development: Internal software engineering, quality assurance, and tier-3 support may involve authorized personnel or technical contractors located outside the United States (including offshore development teams). Offshore personnel operate exclusively within isolated code repositories and sanitized test environments. Unencrypted live production Client Data resides exclusively on U.S.-based servers and is not transferred or stored overseas. In the event emergency live data access is required for critical support, the agency's administrator is notified in accordance with Section 3.4 of our Terms of Use.

B. Legal Requirements

We may disclose personal or operational data when required by law, subpoena, court order, or governmental regulation, or when necessary in good faith to protect our legal rights, platform security, or public safety.

5. Security Safeguards & Incident Notification

A. Technical Safeguards

We maintain robust physical, technical, and administrative safeguards designed to protect personal and operational data against unauthorized access, loss, alteration, or disclosure. These measures include SSL/TLS encryption for all data in transit, AES-256 encryption for data at rest, role-based access restrictions, and continuous network security monitoring.

B. Security Incident & Data Breach Notification

In compliance with applicable state data protection laws, in the event of a confirmed security incident resulting in unauthorized access, exposure, or acquisition of unencrypted personal or municipal Client Data, AsterSage will:

• Notify the primary administrative contact of affected subscribing agencies in writing without unreasonable delay, and within 48 hours of incident confirmation.
• Provide details regarding the nature and scope of the breach, the data affected, and the containment and remediation steps taken.
• Cooperate fully with the subscribing agency's administrative and legal team to fulfill any statutory public reporting requirements.

6. External Links

https://www.astersage.com may contain links to external websites or third-party tools. We are not responsible for the privacy practices, policies, or content of third-party websites. We encourage users to review the privacy policies of any external sites they visit.

7. Intellectual Property & Children's Privacy

A. Intellectual Property & Acceptable Use

All software code, visual interfaces, documentation, and platform content remain the property of AsterSage LLC or its licensors. Terms governing platform ownership, restrictions, and acceptable use are detailed in our Terms of Use.

B. Children's Privacy Statement

Our website and software services are enterprise Business-to-Government (B2G) applications intended exclusively for municipal personnel, contractors, and adult professionals. The Service is not directed to individuals under the age of 18, and we do not knowingly collect or solicit personal information from children.

8. Updates to This Policy

We reserve the right to amend this Privacy Policy at any time. Any changes will be posted directly on this page with an updated "Effective Date." Continued use of https://www.astersage.com after modifications are published constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the security of the AsterSage platform, please contact us at: