Last updated: 2026.04.08
AstraPoly respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, share, and protect personal data when you:
- Visit our website at https://astrapoly.com/
- contact us through our website, email, phone, social media, or messaging apps
- Submit a form through Facebook, Instagram, or other advertising platforms
- Request information about our services, courses, or offers
- become our client, supplier, contractor, partner, or job applicant
- interact with our content, advertisements, newsletters, or online tools
Please read this Privacy Policy carefully.
1. Who we are
The controller of your personal data is:
AstraPoly LLC
trading as AstraPoly
Email: rfp@AstraPoly.com
If you have questions about this Privacy Policy or want to exercise your rights, please contact us at rfp@AstraPoly.com.
2. What personal data do we collect
Depending on how you interact with us, we may collect the following categories of personal data:
2.1 Data you provide directly
- full name
- email address
- phone number
- company name
- job title
- billing and invoicing details
- project details, messages, attachments, and other information you send to us
- course inquiry details, learning goals, and answers to custom form questions
- any other information you choose to provide
2.2 Data collected automatically when you use our website
- IP address
- browser type and version
- device type
- operating system
- referring website
- pages visited
- date and time of visit
- approximate location derived from IP
- cookie identifiers and similar online identifiers
- website interactions and usage events
2.3 Data received from third parties
We may receive personal data from:
- Meta platforms, including Facebook and Instagram, lead forms
- search engines and analytics providers
- CRM and marketing platforms
- communication tools
- payment providers
- publicly available business sources
- partners or referral sources
- clients or colleagues who refer you to us
If we receive your personal data indirectly, we will process it only where permitted by law.
3. How we use your personal data
We may use your personal data for the following purposes:
3.1 To respond to inquiries
We use contact details and message content to respond to requests, answer questions, provide quotations, discuss projects, and follow up on your interest in our services or courses.
3.2 To provide services
We use personal data to manage projects, communicate with clients, deliver services, coordinate work, send files, and maintain business records.
3.3 To manage course and training inquiries
If you submit a form regarding our courses, mentoring, workshops, or training, we may use your information to:
- Contact you about the course
- Provide program details
- Assess whether the course is suitable for you
- discuss enrollment or participation
- Send follow-up information related to your inquiry
3.4 To manage advertising leads
If you submit an Instant Form on Facebook or Instagram or interact with our ads, we may use your information to contact you about the relevant service, course, or offer and to improve our advertising performance.
3.5 To send administrative communications
We may send service messages, project updates, invoices, legal notices, payment confirmations, technical notices, and other necessary communications.
3.6 To send marketing communications
Where permitted by law, we may send newsletters, updates, promotional emails, or information about our services, courses, or offers. You can opt out at any time.
3.7 To improve our website and business
We may analyse website usage, campaign performance, user behaviour, and communications to improve our content, services, ads, user experience, and operations.
3.8 To comply with legal obligations
We may process personal data to comply with accounting, tax, legal, regulatory, or law enforcement obligations.
3.9 To protect our rights and security
We may use personal data to prevent abuse, fraud, unauthorised access, security incidents, and to protect our legal rights.
4. Legal bases for processing
Under the GDPR, we rely on one or more of the following legal bases, depending on the situation:
- Consent
when you voluntarily agree to receive marketing messages, accept optional cookies, or otherwise give consent for a specific purpose - Performance of a contract
When processing is necessary to perform a contract with you - Steps before entering into a contract
When you ask us for a quote, consultation, service details, or course details, and we process your data to respond to that request - Legal obligation
when processing is required by applicable law, including accounting, tax, and compliance obligations - Legitimate interests
when processing is necessary for our legitimate business interests, such as operating and securing our website, replying to business inquiries, improving our services, keeping records, and preventing fraud, provided those interests are not overridden by your rights and freedoms
If we rely on consent, you may withdraw that consent at any time. This will not affect processing already carried out before withdrawal.
5. Contact forms, emails, phone calls, and messaging apps
If you contact us through our website, email, phone, WhatsApp, Telegram, Viber, Instagram, Facebook, LinkedIn, or similar channels, we will process the information you provide to communicate with you and handle your request.
Please do not send sensitive personal data unless it is strictly necessary and requested by us.
6. Facebook and Instagram lead forms
If you submit your data through a Facebook or Instagram lead form connected to AstraPoly, we may collect information such as:
- Your name
- Phone number
- Email address
- Your preferred contact method
- Answers to custom questions
- Marketing campaign and form metadata
We use this data to contact you regarding the relevant service, course, consultation, or offer and to manage our lead pipeline.
Please note that when you submit a lead form on Facebook or Instagram, Meta may also process your personal data under its own terms and privacy policies. Meta requires advertisers using Instant Forms to include their own privacy policy URL, and Meta lead ads are designed for collecting lead data directly inside the platform.
7. Cookies and similar technologies
Our website may use cookies, pixels, tags, scripts, local storage, and similar technologies.
These technologies may be used for:
- Essential website functionality
- Security
- Remembering preferences
- Analytics
- Performance measurement
- Advertising and retargeting
Some cookies are strictly necessary for the website to function. Other cookies, especially analytics and advertising cookies, may require your consent depending on applicable law. Guidance from privacy regulators says users should be told what cookies do and why, and consent is generally required for non-essential cookies.
You can manage cookies through our cookie banner, where available, and through your browser settings.
8. Analytics and advertising technologies
We may use analytics and advertising tools such as:
- Google Analytics
- Google Search Console / Site Kit
- Meta Pixel or related Meta advertising tools
- other analytics, tracking, or conversion tools we choose to implement
These tools may collect information about your device, browser, pages visited, session behaviour, referral source, and interactions with our website or ads.
If we use Google Analytics, Google requires website owners to disclose that use and how data is collected and processed.
If you use a cookie banner, this section should match exactly what is active on your website.
9. CRM, email, and communication tools
To manage leads, customer relationships, and communications, we may use third-party tools such as:
- CRM systems
- email service providers
- marketing automation tools
- cloud storage providers
- project management and collaboration tools
- scheduling and meeting tools
If AstraPoly uses HubSpot or another CRM, personal data submitted through our website or lead forms may be stored and processed in that system for lead management, communication, and business operations. Where processors are used, they process data on our behalf under applicable contractual protections. HubSpot states that customers remain responsible for transparency and lawfulness requirements related to collected personal data.
10. Embedded content from other websites
Pages on our website may include embedded content, such as videos, images, maps, social feeds, or articles from third-party websites.
Embedded content may behave as if you visited the third-party website directly. Those third parties may collect data about you, use cookies, embed additional tracking, and monitor your interaction with the embedded content.
11. Payments and billing
If you purchase services, courses, or products from us, we may process billing, invoicing, transaction, and payment-related information.
Payments may be processed by third-party payment providers. We do not store full payment card details unless we explicitly state otherwise and are legally permitted to do so.
We may retain transaction records for accounting, tax, anti-fraud, and legal compliance purposes.
12. Recruitment and contractor applications
If you apply to work with us as an employee, freelancer, contractor, or intern, we may process:
- Your name and contact details
- CV or resume
- Portfolio
- Work history
- Education
- References
- Correspondence
- Interview notes
We process this information to assess your application, communicate with you, and manage recruitment. If we wish to keep your information for future opportunities, we may do so where permitted by law or with your consent.
14. Who we share your personal data with
We do not sell your personal data.
We may share personal data with:
- Website maintenance providers
- Cloud storage providers
- CRM and email providers
- Analytics providers
- Advertising platforms
- Payment processors
- Accountants, auditors, lawyers, and professional advisers
- Subcontractors, freelancers, and service providers who need the information to support our operations
- Public authorities, regulators, courts, or law enforcement, where required by law
- A buyer or investor in connection with a merger, acquisition, restructuring, or sale of assets, subject to appropriate safeguards
We only share personal data where necessary and appropriate.
15. International data transfers
Some of our service providers may process personal data outside the European Economic Area.
Where personal data is transferred outside the EEA, we will use appropriate safeguards required by law, such as:
- An adequacy decision by the European Commission
- Standard contractual clauses
- Other lawful transfer mechanisms
You may contact us if you want more information about the safeguards used for international transfers.
16. How long do we retain your data
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including to comply with legal, tax, accounting, contractual, and reporting obligations.
Retention periods may vary depending on the category of data.
When data is no longer needed, we will delete it, anonymise it, or securely archive it where lawful.
17. Your rights
If GDPR applies to the processing of your personal data, you may have the right to:
- Request access to your personal data
- Request correction of inaccurate or incomplete data
- Request the deletion of your personal data
- Request restriction of processing
- Object to processing based on legitimate interests
- Withdraw consent at any time where processing is based on consent
- Request data portability where applicable
- Lodge a complaint with a supervisory authority
To exercise your rights, contact us at rfp@AstraPoly.com. We may need to verify your identity before processing your request.
18. Data security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss, or destruction.
However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security.
19. Children’s privacy
Our website, services, and courses are not directed to children under the age of 18 unless expressly stated otherwise.
We do not knowingly collect personal data from children without a valid legal basis and, where required, parental or guardian authorisation. If you believe that a child has provided personal data to us unlawfully, please contact us.
20. Third-party websites
Our website may contain links to third-party websites, plugins, tools, or services. We are not responsible for the privacy practices of third-party websites. We encourage you to review their privacy policies separately.
21. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in law, business operations, or the tools we use.
When we make changes, we will update the “Last updated” date at the top of this page. Where required, we will provide additional notice.
22. Contact us
If you have any questions about this Privacy Policy or how we process your personal data, please contact:
AstraPoly LLC
Email: rfp@AstraPoly.com