Privacy Policy

Who controls your information

Justin Marroquin, operating Aestro, is the controller for account, website, app, subscription, security, support, and service-operation information. For project, contact, crew, client, invoice, agreement, delivery, and other workspace records entered by a customer, the workspace owner normally decides why that information is used and Aestro processes it on the owner's behalf. If you are a client, crew member, or other contact of an Aestro customer, questions about how that customer uses your information should go to them first.

Privacy contact: support@aestro.app.

Information we collect

Account information: name, email, username, optional phone number, account identifiers, sign-in method (email and password, passkey, or Sign in with Apple, including an Apple private relay email if you choose one), authentication events, invite and referral status, workspace membership, and security events handled through Supabase.

Workspace records: projects, contacts, companies, phone numbers, email addresses, schedules, notes, gear, gear photos, packages, quote and rental records, invoices, payroll records, expenses, receipts, profile media, agreement files, deliverable files, comments, approvals, settings, backups, and document metadata.

Subscriptions and payments: for Aestro Pro, your plan, subscription status, renewal dates, and purchase records from Stripe or Apple. Aestro never receives full card numbers. When a workspace owner accepts online payments from their clients, the client enters payment details on Stripe's pages; Aestro receives the payment status, amount, date, and limited details Stripe returns, such as the payer's name, email, and card brand and last four digits. A workspace owner who connects a Stripe account provides business and identity details directly to Stripe, and Aestro receives that account's identifier and status.

E-signatures: when someone signs a document through Aestro, Aestro records the signer's name and email, the typed or drawn signature, the fields completed, the time of each step, and the IP address and browser used. These details appear on the signature certificate attached to the signed document so the signature can be verified later.

Shared links and deliveries: when a client opens a shared invoice, client page, or delivery, Aestro records that it was opened and when, so the workspace owner can see it. Clients who leave comments, approve files, or download deliveries create records of those actions. Aestro does not place open-tracking pixels or click-tracking links in its emails. Its email provider reports whether each email was delivered or bounced.

Phone checks for uploads: to limit abuse of file uploads, Aestro may ask you to confirm a phone number and checks the number's line type (for example mobile or internet-based) with Twilio. When a number is released from an account, only a one-way hash is kept for 30 days to stop it being reused right away.

Push notifications: if you allow notifications in the iPhone app, Aestro stores a device token from Apple and your notification choices so it can send them through Apple's push service.

Public visitors may submit quote requests with project details, selected gear, rental dates, name, email, and phone number. Public contact cards, profiles, project links, and gear lists show only information a workspace user chooses to publish. Sign-up on the website includes an automated bot check by Cloudflare Turnstile.

Support and issue requests may include the text you submit, the page path, app version, device or browser type, request time, and limited rate-limit or security context.

Aestro does not use advertising identifiers, does not track you across other companies' apps or websites, and does not sell or share personal information for cross-context behavioral advertising.

iPhone app permissions

The app asks for each permission only when you start the feature that needs it, and you can turn any of them off in iPhone Settings.

• Contacts: when you import contacts, the app reads names, company, job title, emails, and phone numbers on your phone so you can filter and choose people. To show which of them already use Aestro, the app sends their email addresses and phone numbers to Aestro's server for a temporary check. That check does not save the addresses, numbers, or results. Only the people you choose to import are saved to your workspace. Aestro never contacts or invites anyone from your address book on its own.
• Camera: used to scan gear barcodes and QR codes and to take photos you choose to attach. Scanning happens on your phone.
• Photos and files: used only for the photos, receipts, and files you pick to upload.
• Notifications: used to send the activity alerts you turn on.

Why we use information and our legal grounds

• Contract: to create and authenticate accounts, provide workspaces, save and export records, generate and send documents, collect e-signatures, deliver files, process invitations, quote requests, subscriptions, and client payments, send notifications you turn on, and provide requested support.
• Legitimate interests: to secure the service, prevent abuse and fraud (including bot and phone checks), diagnose failures, measure anonymous page performance and feature use, keep signature records verifiable, maintain backups, and improve reliability without overriding individual rights.
• Legal obligations: to respond to lawful requests, preserve records when legally required, and meet tax, accounting, security, or regulatory duties that apply to Aestro.
• Consent: when you allow a device permission, enable an optional public feature, choose optional communications where consent is required, or otherwise give a specific choice that can be withdrawn.

Aestro does not use personal information for automated decisions that produce legal or similarly significant effects. Aestro does not use your workspace content to train artificial intelligence models.

Sharing and processors

Aestro uses service providers to run the service: Supabase for authentication, database, and file storage; Vercel for website hosting, server routes, and anonymous performance and visit measurements; Resend for email; Stripe for Pro checkout and client payments; Cloudflare for the sign-up bot check and file deliveries; Backblaze for storing delivered files; and Twilio for phone line-type checks. The current list, purpose, location, and change process are on the Subprocessors page.

Apple separately handles App Store purchases, Sign in with Apple, and push notification delivery under its own terms and privacy policy. Stripe acts as an independent controller for some payment, fraud-prevention, and identity-verification information under the Stripe Privacy Policy.

Information is also shared with workspace members and the recipients you direct Aestro to share with, such as clients who receive an invoice, signers, and people who open a delivery link. It may be disclosed when needed to comply with law, protect people or the service, investigate abuse, or complete a business transfer subject to appropriate safeguards.

Workspace owners that use Aestro to process other people's information can rely on the Data Processing Addendum, which forms part of the Terms for that processing.

International transfers

Aestro is operated from the United States and uses infrastructure that may process information in the United States and other countries. Where personal information from the EEA, United Kingdom, or Switzerland is transferred to a country without an adequacy decision, Aestro relies on the European Commission's Standard Contractual Clauses (with the UK Addendum and Swiss amendments where they apply), adequacy decisions including the EU-U.S. Data Privacy Framework where a provider is certified, provider data-processing terms, and additional technical and organizational safeguards.

Aestro documents its provider locations and safeguards on the Subprocessors page. A copy or summary of relevant transfer safeguards can be requested through the privacy contact.

Cookies, performance, and usage measurements

Aestro uses first-party authentication and security cookies to keep users signed in and protect account access. First-party browser storage remembers functional choices such as theme and accent, onboarding progress, calendar display preferences, phone-code resend timing, and demo sharing data created on that device. These technologies are used to provide or secure features the user requests, not for cross-site advertising or behavioral profiling. Stripe's checkout and payment pages and Cloudflare's bot check set their own cookies to process payments and prevent fraud when you use them.

Vercel Speed Insights is cookie-free and receives anonymous performance measurements such as an approved public page route, load timing, country, browser, operating system, network type, and device category. Aestro excludes query strings and account, invite, shared-link, workspace, admin, and other sensitive routes from these measurements and does not use them to reconstruct an individual's browsing session.

Vercel Web Analytics is also cookie-free and counts visits to the same approved public pages, plus the Pro and signup pages, with the referring site, country, browser, operating system, and device category. The same exclusions apply, and Aestro does not use it to follow anyone across pages or sites.

To learn which features are used most, Aestro keeps daily totals of product actions, such as an invoice sent or a gear list made, in the website and the app. Each total holds only the action, the day, whether it happened on the web or in the app, and the country (and the state, inside the United States) taken from the request. It never holds a name, email, account or workspace identifier, IP address, or the content of what was made, so a total cannot be traced back to a person.

Financial records and supporting evidence

When you use financial records, Aestro stores the transactions, payroll and form figures, review notes, and supporting documents you choose to enter. These may contain sensitive financial information. They are used to provide private record preparation and exports; they are not published through public project or gear pages. Avoid uploading government identifiers or bank account details that are not needed for your records.

Financial corrections retain the original entry, and year-end snapshots retain the records captured at export. Restoring a workspace backup does not erase this history. Use the data-rights process for deletion requests. Keep independent copies before deleting your workspace, and retain your own tax evidence as required by applicable law.

Retention

• Active account and workspace records are kept until the workspace owner deletes them, the account is deleted, or the service relationship ends.
• Signed documents and their signature certificates stay with the workspace that sent them until its owner deletes them, so the signature can be checked later. A signer who wants a copy should keep the signed PDF they receive.
• Delivered files are removed from storage when the workspace owner deletes them, their project, or the account.
• Push device tokens are removed when you sign out of the app, turn notifications off, or Apple reports the token is no longer valid.
• Subscription and payment records are kept for as long as tax and accounting law requires, even after an account is deleted. Stripe and Apple keep their own records under their policies.
• Closed support and issue requests are automatically deleted after 24 months.
• Application rate-limit records are automatically deleted after 30 days. Infrastructure security and access logs follow the shorter of operational need or each provider's published service retention, unless a specific incident requires preservation.
• Public quote requests remain under the receiving workspace owner's control and are deleted with that workspace or earlier when the owner removes them.
• Session-only browser values expire with the browser session. Persistent functional preferences and demo data remain on that device until Aestro replaces or removes them, or the user clears the site's browser storage.
• Exports downloaded by a user are controlled by that user and are not automatically deleted by Aestro.

Information may be retained longer only when reasonably necessary for a legal claim, fraud or security investigation, or a legal obligation. It is then isolated from ordinary use where practical.

Security

Aestro uses account authentication, workspace-scoped access checks, database row-level security, private server credentials, same-origin protections, rate limits, restrictive browser security headers, encrypted transport, and access-controlled file storage. No online service can guarantee absolute security. If a breach affects your personal information, Aestro will notify you and the relevant authorities where the law requires.

Your rights

Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a portable copy of your information, and to withdraw consent without affecting earlier lawful processing. You may also complain to your local data protection authority.

Signed-in users can export their account data, and workspace owners can export each workspace, in Settings. Account deletion is available in account settings on the web and in the iPhone app, and permanently removes the account and owned workspace from active systems. Full instructions, file-export limits, and request routes are on the Data Rights page.

California and other US state rights

If you live in California or another US state with a consumer privacy law, you may have the right to know what personal information Aestro collects, uses, and discloses; to get a copy of it; to correct it; to delete it; and to opt out of its sale, sharing for cross-context behavioral advertising, or use for profiling. Aestro does not sell personal information or share it for cross-context behavioral advertising, has not done so in the past 12 months, and does not knowingly do so for anyone under 16.

In the past 12 months Aestro has collected these categories, from you, from workspace owners who enter your details, and from the providers named above: identifiers (name, email, phone, account and device identifiers, IP address); customer records and commercial information (invoices, payments, subscriptions, quote requests); internet activity (sign-in, security, and shared-link open events); professional information (role, company, rates); and the workspace content and files you provide. Aestro discloses these only to the service providers and recipients described in "Sharing and processors", for the business purposes in this policy.

Sensitive personal information Aestro handles, such as account login credentials, is used only to provide and secure the service and not to infer characteristics about you. Aestro will not discriminate against you for using these rights. To make a request, follow the Data Rights page; an authorized agent may make a request on your behalf with your signed permission. Aestro will verify the request using your account email and respond within 45 days, or explain a permitted extension. If Aestro declines a request, you may appeal by replying to the decision, and may contact your state attorney general if the appeal is denied.

Children

Aestro is a professional production workspace and is not directed to children. Do not create an account if you are under 18, and do not store information about a child unless you have a lawful work-related reason and the authority required in the relevant country. If Aestro learns it holds an account for someone under 18, it will delete it.

Changes and contact

Material changes will be dated here and, when appropriate, communicated in the product or by email before they take effect. Questions and privacy requests should be sent to support@aestro.app.