Privacy Policy

1. Introduction

Apex Sales AI (“Apex Sales AI,” “Company,” “we,” “our,” or “us”) values your privacy and is committed to protecting your personal information. This Privacy Policy (the “Policy”) explains how we collect, use, store, and share information when you interact with our website, products, and services (collectively, the “Services”).

By accessing or using our Services, you agree to the practices described in this Policy. If you do not agree with this Policy, please discontinue use of our Services.

2. Scope of this Policy

This Policy applies to:

• Information we collect on our website and through your use of the Services.
• Communications between you and Apex Sales AI, including email, text, and phone calls.

This Policy does not apply to:

• Information collected by third-party websites, applications, or services that you may access through our Services.
• Information collected offline by other parties.

We encourage you to review the privacy policies of any third-party services you use.

3. Information We Collect

We collect personal information to provide, improve, and support the Services. The types of information we collect include:

4. How We Use Your Information

We may use your information to:

• Provide, operate, and improve our Services.
• Process transactions and send confirmations.
• Respond to inquiries and provide customer support.
• Send service updates, promotions, and newsletters (with your consent). Every marketing email we send includes an unsubscribe link, and unsubscribing does not affect service or billing notices.
• Personalize your user experience.
• Monitor usage and conduct analytics.
• Detect and prevent fraud or unauthorized activities.
• Comply with legal obligations.
• Carry out any other purpose disclosed at the time of collection or with your consent.

5. How We Share Your Information

We may share your information as follows:

• With Service Providers (subprocessors): For payment processing, hosting, database and authentication, analytics, communications, and other operational support. Our current subprocessors are listed in Section 5D.
• With Affiliates and Subsidiaries: For business operations and analytics.
• For Legal Compliance: To comply with court orders, legal processes, or government requests.
• In Business Transfers: During mergers, acquisitions, reorganizations, or asset sales.
• For Marketing Purposes: With your consent, to provide targeted advertising via platforms like Google Ads or Facebook Ads.

We do not sell your personal information for monetary gain. However, certain data use (e.g., targeted advertising, analytics) may be considered a “sale” or “sharing” under privacy laws.

5A. Your Contacts Are Yours

Your leads, clients, contact lists, and the notes and history you keep on them (“Customer Data”) belong to you. We process Customer Data only to provide the Services to you and as you direct. We will not:

• Sell, rent, or license your Customer Data to anyone.
• Use your Customer Data to market our own or anyone else’s products to your contacts.
• Share your Customer Data with other APEX customers.
• Use your Customer Data to train third-party AI models.

We may disclose Customer Data to the subprocessors listed in Section 5D solely to operate the Services, or where required by law. When your account closes, you can export your Customer Data and we delete it on the schedule in Section 9.

5B. Call Recording

The Services include an optional call recording feature. Recording is off until you turn it on. When you enable it, you are the party choosing to record, and you are responsible for obtaining any consent that the law of your state and the called party’s state requires before recording. A number of states require every party on the call to consent. Where the Services provide a recording announcement, using it does not by itself satisfy every state’s requirement.

Recordings and transcripts are stored in your account, are visible only to your account’s users and to APEX staff providing support at your request, and can be deleted by you at any time. We do not listen to, sell, or use recordings for any purpose other than providing the Services to you.

5C. SMS Consent and Opt-In Data

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. SMS opt-in data and consent records, including phone numbers and the fact that a person opted in to receive text messages, will not be sold, rented, or shared with any third party for their own marketing.

• Messages from APEX to you: If you opt in to text messages from APEX (for example, account alerts or appointment reminders), message frequency varies. Message and data rates may apply. Reply STOP to cancel at any time and HELP for help.
• Messages you send through the Services: Consent records for the people you text are stored in your account as part of your Customer Data and are used only to deliver your messages, to honour opt-outs, and to help you demonstrate consent if it is challenged.
• Opt-outs: STOP, UNSUBSCRIBE, and similar replies are processed automatically and the number is suppressed from further messaging from that account.

5D. Subprocessors

We use the following service providers to operate the Services. Each is bound by contract to use the information only to provide its service to us.

We will update this list before adding a subprocessor that will process Customer Data. Account holders can ask to be notified of subprocessor changes by emailing info@apexsales.ai.

5E. Google Account Integrations

You can connect your Google account to APEX to sync your calendar, attach Google Meet links to appointments, and send and log email from your Gmail address. When you connect, Google shows you an OAuth consent screen listing exactly what APEX is asking for, and APEX only receives the access you approve.

• What we access: The calendars, events, contacts, and email messages needed for the features you turn on. We read and write calendar events so appointments booked in APEX appear on your Google Calendar and vice versa, and we send and store email only for conversations with your leads and clients.
• What we do with it: We use Google data only to provide the integration you enabled. We do not sell it, use it for advertising, share it with other customers, or send it to OpenAI or any other AI provider. Our staff only access it to resolve a support request you raise, or where required by law.
• Limited Use: APEX’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• Disconnecting: You can disconnect Google at any time from your APEX integration settings or from your Google account permissions page. Once disconnected, APEX no longer has access to your Google data, and stored Google data is deleted on the schedule in Section 9.

6. Cookies and Tracking Technologies

We may use cookies, pixels, and similar technologies to improve the Services and your experience using the Service.

If you do not want us to use information that we collect or that you provide to us to deliver advertisements according to our advertisers’ target-audience preferences, you can opt-out by sending us an email stating your request to info@apexsales.ai.

We do not control third parties’ collection or use of your information to serve interest-based advertising. However these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt out of receiving targeted ads from Google by visiting https://adssettings.google.com/authenticated and from members of the Network Advertising Initiative (“NAI”) by visiting the NAI’s website.

7. Your Privacy Rights

Depending on your state of residency, you may have certain rights related to your personal information.

8. Data Security

We have implemented measures designed to secure your information from accidental loss and from unauthorized access, use, alteration and disclosure. All information you provide to us is stored on our secure servers behind firewalls and will be encrypted using SSL technology.

We urge you to be careful about giving out information in public areas of the Services. Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your information, we cannot guarantee the security of your information transmitted to our Services. Any transmission of information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Services.

9. Data Retention

We keep your personal information only as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required by law. In practice that means:

• Account and profile information: For as long as your account is open, then deleted on the closure schedule below.
• Customer Data (leads, clients, notes, message history): For as long as your account is open. You can delete individual records at any time.
• Call recordings and transcripts: For as long as your account is open, unless you delete them sooner.
• SMS consent and opt-out records: Kept for at least 5 years after the last message to that number, because they are your evidence of consent if a message is challenged. Opt-out suppressions are kept indefinitely so the number is never messaged again from your account.
• Billing and transaction records: 7 years, to meet tax and accounting obligations.
• Website analytics data: Up to 26 months, per our Google Analytics retention setting.
• Support correspondence: 3 years after the ticket closes.

10. Third-Party Links

Our Services may contain links to third-party websites. We are not responsible for their privacy practices.

11. Aggregated and De-identified Data

We may create aggregated or de-identified data from your use of the Services (for example, average response times, connect rates by time of day, or feature usage counts) that cannot reasonably be used to identify you, your business, or any of your contacts. We own this data and may use it to operate, improve, and benchmark the Services and to publish industry statistics. We will not attempt to re-identify it, and we contractually prohibit anyone we share it with from doing so.

12. Changes to This Policy

We may update this Policy from time to time. The “Effective Date” at the top indicates when the current version took effect. For material changes, including any change that reduces your rights or expands how we use Customer Data, we will email account holders at the address on file and post a notice in the Services at least 30 days before the change takes effect. Minor changes, such as clarifications or an updated subprocessor list, take effect when posted. We will only use personal information in accordance with the version of this Policy that was in effect when the information was collected, unless you consent to the new use.

13. Contact Us

If you have questions, requests, or concerns about this Policy, please contact us: