Last updated: November 30, 2025

We built ASTRO for real short-term rental owners. This page explains, in plain language, how we handle your information when you use our website, join as a member, or take part in ASTRO programs. If anything here is unclear, you can always reach us:

• Association of Short-Term Rental Owners (“ASTRO”)
• Email: guide@theastro.org
• Phone: +1 888-402-7876

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## 1. What this policy covers

This policy applies when you:

– Visit our website or `/join` page.
– Create a Free or Verified member profile.
– Add property information to ASTRO.
– Use ASTRO tools and resources.
– Take part in advocacy campaigns (signing or originating letters).
– Participate in forums/message boards, owners network hosting & stays, or vendor programs we offer.

It does **not** cover other companies’ sites or services, even if we link to them.

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## 2. The short version

– We **do not sell your personal data**.
– We share only the **minimum information needed** with trusted service providers and vendors to deliver the specific programs you choose to use.
– Most member and property data is stored in our CRM platform (currently GoHighLevel/LeadConnector), which we use to manage contacts, membership, and property records.
– You can ask us what information we hold about you, update it, or request deletion where possible.

The rest of this page gives the details.

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## 3. What information we collect

### 3.1 Information you give us

When you join ASTRO or use our tools, you may provide:

– **Contact details** – name, email address, phone number.
– **Property details** – property address, type, number of bedrooms, amenities, photos, descriptions, and other marketing/operational details you choose to share.
– **Membership information** – whether you are a Free or Verified member, your preferences, and the programs you’ve opted into.
– **Advocacy information** – letters you write, campaigns you originate, signatures on campaigns, and any stories or notes you add for elected officials.
– **Community content** – posts, replies, and messages you choose to share in ASTRO forums or within the owners network.
– **Vendor / program information** – information you provide when you enroll in a vendor, discount, or revenue program through ASTRO.
– **Billing information** – if you make a purchase (for example, paying a membership fee), our payment processor collects your payment method details. We do **not** store your full card number, but we do receive and keep records of the transaction (such as the amount, time, status, and sometimes the last four digits of your card).

### 3.2 Information we collect automatically

When you use our site or tools, we may automatically collect:

– **Usage data** – pages you visit, buttons you click, tools you open, approximate time spent.
– **Log data** – IP address, browser type, device information, and basic error logs to help us debug and secure the service.
– **Cookies or similar technologies** – small files stored in your browser to keep you logged in, remember preferences, and understand how our site is used.

We use this information to operate and improve ASTRO, not to track you around the internet.

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## 4. How we use your information

### 4.1 Provide the ASTRO service

– Create and manage your member profile.
– Store and display your property information, tools, and saved resources.
– Run message boards and the owners network.

### 4.2 Support advocacy

– Generate and send letters and campaigns to elected officials on your behalf when you sign or originate them.
– Show campaign activity (for example, number of signers) where appropriate.

Please be aware that correspondence sent to elected officials may become part of the **public record** under laws like public records or freedom of information statutes. That means, for example, a journalist or member of the public could request and read your message.

### 4.3 Match you with programs you opt into

– Connect you with vendors, discounts, or other programs you choose to participate in.
– Help identify opportunities or gaps in your property operations or marketing.

### 4.4 Communicate with you

– Send important account or service notices.
– Share updates about ASTRO tools, advocacy, or programs you’ve shown interest in.
– You can opt out of non-essential emails at any time.

### 4.5 Improve and protect ASTRO

– Analyze aggregated usage to understand what’s working and what isn’t.
– Monitor for abuse, spam, or activity that may harm other members or the service.
– Maintain backups, logs, and security systems.

We do **not** use your data to build unrelated advertising profiles or sell it to third-party marketers.

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## 5. When we share your information

We share your information only when it’s necessary to deliver ASTRO services or when you ask us to. Examples include:

### 5.1 Service providers

We use trusted service providers to run ASTRO. This includes:

– Our CRM and automation platform (currently GoHighLevel/LeadConnector) where most member and property records are stored.
– Web hosting providers and security services.
– Email and messaging providers.
– Payment processors (when you pay membership fees or other charges).
– Analytics tools to understand usage patterns.

These providers are allowed to use your information only to deliver services to ASTRO and must protect it according to their own privacy and security obligations.

### 5.2 Elected officials and advocacy targets

When you **sign** a campaign or **originate** a letter/advocacy action, we share the relevant details needed for that action with the intended recipients. This may include your name, property location (for district relevance), and the content of your message.

Once a letter or message is sent, we cannot “pull it back” from the recipient. In many places, communications to elected officials may become part of the **public record**, which means others may be able to request and read them under local transparency or public records laws.

### 5.3 Other members

Some information you choose to share will be visible to other members, for example:

– Posts and replies in ASTRO message boards.
– Profile details and property information you choose to display in the owners network for hosting and stays.

Please only share information in these areas that you are comfortable making visible to other members.

### 5.4 Vendors and partners (when you opt in)

If you choose to join a vendor program, discount, or revenue opportunity through ASTRO, we may share the **minimum information needed** with that vendor or partner so they can deliver the service (for example, your contact details and property location).

For example, if you click a button like **“Redeem Offer”** or fill out a form to use a specific vendor deal, we will pass your contact information and any necessary property details to that vendor so they can fulfill that request.

We do not send your information to vendors for their own independent marketing purposes unless you clearly and specifically agree to it for that vendor.

### 5.5 Legal reasons

We may disclose information if we believe it’s reasonably necessary to:

– Comply with applicable laws, regulations, or legal processes.
– Respond to valid requests from law enforcement or other authorities.
– Protect the rights, property, or safety of ASTRO, our members, or the public.

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## 6. Where we store your information

Most ASTRO member and property information is stored in our CRM platform (currently GoHighLevel/LeadConnector), which we access through secure connections.

We also store information in:

– Our website’s database and content management system.
– Our API bridge and related services used to connect the site, CRM, and tools (for example, technical logs and metadata).

These systems may be hosted in data centers located in the United States or other countries. By using ASTRO, you understand that your information may be transferred and stored outside your home country, where privacy laws may be different.

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## 7. How long we keep your information

We keep your information:

– For as long as you have an active ASTRO account, and
– For a reasonable period after you close your account, to maintain records, comply with obligations, resolve disputes, or enforce our terms.

We may keep non-identifiable, aggregated data (for example, totals and statistics) for longer.

If you ask us to delete your account, we will remove or anonymize your personal information where feasible. Some information (for example, letters already sent to officials or historic forum posts) may need to be retained or may continue to exist in backups or third-party systems.

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## 8. How we protect your information

No system is 100% secure, but we take reasonable steps to protect your information, including:

– Encrypting data in transit where appropriate (for example, using HTTPS).
– Limiting access to systems that store personal data to authorized staff and service providers.
– Using reputable hosting, CRM, and infrastructure providers with their own security controls.

If we ever learn of a security incident affecting your information, we will review it promptly and, where required by law, notify you and/or relevant authorities.

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## 9. Your choices and rights

You have choices about how your information is used:

– **Update your info** – Contact us to update or correct your member or property details.
– **Email preferences** – Unsubscribe from non-essential marketing or update emails using the links in our messages or by contacting us (service and legal notices may still be sent).
– **Account deletion** – Ask us to close your ASTRO account and, where possible, delete or anonymize your personal information.

Depending on where you live, you may have additional rights (for example, to access a copy of your data or object to certain uses). Email guide@theastro.org and we’ll explain what we can do under the laws that apply.

Please note: once a letter or campaign is sent to an elected body or other target, we generally cannot withdraw or delete it from their records.

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## 10. Children’s privacy

ASTRO is **not intended for children under 18**. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal data, please contact us so we can review and take appropriate action.

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## 11. Changes to this policy

We may update this Privacy Policy from time to time as ASTRO and our services evolve. When we do, we will update the “Last updated” date at the top of this page. If we make significant changes, we may also provide additional notice (for example, on the website or by email).

Your continued use of ASTRO after a change means you accept the updated policy.

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## 12. How to contact us

If you have questions about this policy or how we handle your information, contact us at:

– **Email:** guide@theastro.org
– **Phone:** +1 888-402-7876