Privacy policy

ASTRA ERP is operated by EON Digital Co. Last updated November 15, 2026. See also the terms of service.

What this covers

ASTRA ERP is business software. A company signs up, adds its people, and uses the product to keep its own business records. This policy explains what information the product holds, what we do with it, and the choices you have.

Information we hold

• Account details: your name, work email, role, department, and a protected (hashed) form of your password. Two-step sign-in secrets are stored encrypted.
• Business records your company enters: bills, invoices, expenses, time cards, purchase orders, customers, vendors and similar records, and the conversations with the agents that created them.
• Bank information, only if your company connects a bank: account names, the last digits of account numbers, balances and transactions. We receive this from Plaid. We never receive or store your bank username or password.
• Email, only if you connect a mailbox: the mailbox's address and an encrypted key that lets the agents you choose read it. Your mail stays with your email provider. An agent looks messages up when someone asks it to; the product does not keep a copy of your mailbox. If you ask an agent to log an email, the short summary it writes becomes one of your company's business records. We never receive or store your email password.
• Activity history: a log of who created, changed or approved each record, kept so the company can audit its own books.
• Suggestions: if you use the Suggest button at the top of a screen, what you write is kept with your name, your company and the name of the screen you were on, so the people who build ASTRA ERP can read it and act on it. It is not shown to the agents and is not one of your company's business records.

How we use it

• To run the product for your company: showing records, answering questions about them, and producing reports.
• To keep the service secure and working, and to fix problems.

We do not sell personal information or bank information, and we do not use it for advertising.

Bank connections and Plaid

Bank connections are provided by Plaid Inc. When a company owner connects a bank, they sign in on Plaid's own screen and give Plaid permission to share that bank's account information with ASTRA ERP. Plaid handles that information under its own End User Privacy Policy. ASTRA ERP reads balances and transactions only. It cannot move money.

A company owner can disconnect a bank at any time from the Bank accounts page. Disconnecting removes that bank's accounts, balances and transactions from ASTRA ERP and tells Plaid to end the connection.

Email connections

Anyone in a company can connect their own mailbox: Microsoft 365 / Outlook or Google Workspace / Gmail by signing in on the provider's own screen, or any other provider over IMAP (and SMTP for sending) with an app password made at that provider, which is stored encrypted. When connecting, the person approves reading their mail, filing it (moving, flagging and deleting) and sending the messages they write, so that they can read and answer their mail in Communications. Mail stays with the provider and is fetched when it is opened; it is not copied into ASTRA ERP. Mail is sent only when the mailbox's owner presses Send: no agent can send email. The Communications agent can write a draft for the person to check, which is kept in the mailbox's own Drafts folder. A newly connected mailbox is read by no other agent until its owner ticks the agents that may read it, and it is visible only to its owner unless they choose to share it with colleagues. Unless the owner turns it off, each new message in the inbox gets a first look by an AI model, which reads the sender, subject and first lines and concludes what kind of message it is, a one-line summary and which part of the business it concerns; only that conclusion, the sender's address and the subject are kept. A person can hand an email to another agent, which copies the email's text and attachments into a conversation with that agent as files, and can log an email with a saved customer, lead, vendor or contact as an interaction. Every search, every message an agent reads, and every message sent, moved, deleted or handed over is written to the company's activity history. A person can also connect texts from their own Android phone, through the httpSMS app on it, which passes the texts the phone receives to ASTRA ERP and sends the replies the person presses Send on; and, where it is offered, their own Signal account, linked as a secondary device. Because those services do not keep the messages for ASTRA ERP to read later, the text of each message is kept in ASTRA ERP, encrypted, and is seen only by the person who connected the channel and by the agent they ask. A conversation can be tied to a saved customer, lead, vendor or contact and logged in the CRM, one interaction per conversation per day. A mailbox's owner can also start an import, which reads the sender, subject and first lines of recent messages, and the closing lines (the signature) of the latest message from each correspondent, so that a record with contact details can be drafted for each correspondent (as a customer, a lead, a vendor or a contact, with deals and correspondence for customers and leads) for that person to review. When a correspondent is already a customer, a one-line summary of what the company has billed them is included so that new deals can be judged; it is shown only if the mailbox's owner is allowed to see invoices. The messages themselves are not stored. Someone who works with the Sales and CRM agent can also run a review of leads gone cold: it reads the sender, recipients, date, subject and first lines of the messages in the mailboxes lent to Sales and CRM or Contacts that they may read, works out who wrote last and when, and, for customers and prospects with no contact for a chosen number of days, opens the latest message that mentions a price to read what it said. What is kept is who each correspondent is, the subject and date of the latest message, counts, and a short summary and suggested follow-up wording written by the AI. Nothing is sent by these reviews.

A company moving from another system can bring its records in once: customers, leads and deals from a CRM (HubSpot, Pipedrive, Salesforce, Zoho CRM, or a spreadsheet from any CRM), and employees from an HR or payroll system (BambooHR, or a spreadsheet). A key or sign-in given for this is kept encrypted only while the records are read and is deleted when the read ends; what was read is held until the company brings it in or drops it, and for no more than fourteen days. Social Security numbers, dates of birth and bank details brought in this way are stored encrypted and shown in full only to people the company allows.

A company can bring its payroll into the books: a report from its payroll company, read by the AI for its company totals and kept with the run it describes, or an online payroll service connected through Finch (tryfinch.com), which the company signs in to on Finch's screen with read-only access. Through that connection ASTRA ERP reads the company's employees (name, work email, job, start date, pay rate, manager, home address and date of birth, which is stored encrypted) and the totals of each pay run. The access is stored encrypted and ends when the company disconnects it. Nothing is changed at the payroll service, and each pay run reaches the books only when a person approves it.

ASTRA ERP's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Mail is used only to answer the person's request and to draft the records they ask for; it is not used for advertising and not used to train AI models.

You can disconnect a mailbox at any time from the Email page, which deletes the key ASTRA ERP holds. A company administrator can also disconnect it.

Advertising and social accounts

A company can connect its own advertising and social accounts, such as Google Ads and LinkedIn, by signing in on the provider's own screen. ASTRA ERP then reads the account's campaigns, ads, budgets and results so that the Marketing agent can report on them and draft new campaigns, ads and posts. A draft is shown to a person first; nothing is published, posted or spent until someone in the company with the right to approve Marketing presses the button to do it, and every change is written to the company's activity history. Results are matched to the leads and revenue in the company's own records so it can see what its advertising produced. We never receive the account's password, and ASTRA ERP cannot change the account's billing or payment details. The company can disconnect the account at any time, which deletes the key ASTRA ERP holds.

ASTRA ERP's use and transfer of information received from Google APIs, including the Google Ads API, adheres to the Google API Services User Data Policy, including the Limited Use requirements. Advertising account data is used only to provide these features to the company that connected the account; it is not sold, not shared with other companies, not used for any other advertising, and not used to train AI models.

Other services that process information for us

• Render hosts the application and its database in the United States.
• Anthropic provides the AI model behind the agents. Messages you send to an agent, and the records needed to answer them, are sent to Anthropic to produce a reply. If an agent reads a connected mailbox to answer you, the emails it reads are sent too, and a review of leads gone cold sends the subject and first lines of the recent messages with each correspondent who has gone quiet (and the text of the latest one about a price). If you ask an agent to read a file you attached (an invoice, a receipt, a contract), that file's contents are sent too, for that request only; they are not kept with the conversation afterwards. The same holds when you upload a folder of documents to be read and filed: each document is sent once. Social Security numbers found in Word, Excel and text files are removed before the text is sent; a scanned or PDF document is sent as it is, including any such number printed on it, unless your company has switched off AI reading of personnel documents. When an agent searches the web for you (for example the Purchasing agent comparing prices, or the Sales agent looking up a new prospect's business), the words it searches for go to Anthropic's web search service. Agents are instructed to search only for what is public about the subject (a product, a business's name, a government requirement) and never to include what you pay, charge or owe, anything about your employees, or a private person's name; each search is written to your company's activity history, and an owner or administrator can switch web search off on the AI usage page.
• Plaid provides bank connections, as described above.
• Resend delivers the email the product sends. If your company sets up a sending address, an invoice, quote, purchase order or report that someone sends from the product goes through Resend: the recipients' addresses, the subject, the message and the attached PDF. A copy of what was sent (not the PDF itself, only its fingerprint) is kept with your company's records. Resend does not receive your incoming mail.
• Daily, only if your company connects its own Daily account for video meetings: the video and audio of a meeting pass through Daily, and the names people join with are shown to the others in the meeting. Meetings are not recorded. If a meeting takes notes, everyone is told before they join and Daily transcribes what is said as it is said; after the call the transcript is copied into the product, sent to Anthropic to write the notes, kept with the meeting's record, and deleted at Daily.
• PandaDoc, only if your company connects its own PandaDoc account: an agreement you send for signature is uploaded to that account with the names and email addresses of the people signing it. PandaDoc collects the signatures and returns the signed copy, under its own terms and privacy policy.
• Microsoft and Google provide access to a mailbox when you connect one, as described above.
• Google (Google Ads) and LinkedIn provide access to a company's advertising and social accounts when it connects them, as described above.

Who can see your company's information

Each company's information is kept separate from every other company's. Inside a company, administrators decide which agents and records each person can see or change. A small number of EON Digital staff can access the systems that run the service, only as needed to operate and support it.

How it is protected

• Connections to the service are encrypted in transit.
• The database is encrypted at rest; bank access tokens, mailbox access keys and two-step sign-in secrets are encrypted a second time by the application.
• Every account uses two-step sign-in.
• The database is not reachable from the public internet.

Keeping and deleting information

• Business records are kept for as long as the company keeps its account, because companies are required to retain their own books.
• Bank information is kept only while the bank stays connected, and is deleted when it is disconnected.
• A mailbox's access key is deleted when the mailbox is disconnected. Mail itself is never stored, apart from summaries you chose to save as records.
• When a company closes its account, we delete its information within 30 days, except where the law requires us to keep something longer.
• You can ask for a copy of your information, or for it to be corrected or deleted. Requests about a company's records go through that company's administrator.

Changes

If this policy changes in a way that matters, we will tell company administrators before the change takes effect.

Contact

EON Digital Co. Reach us through eon-digital.co.