We collect information you provide directly to us when you:
We also automatically collect certain technical information when you visit our website, including your IP address, browser type and version, pages visited, time spent on pages, referring URLs, and device information. This data is collected via standard web server logs and analytics tools.
We use the information we collect to:
We do not use your data for automated decision-making that produces significant legal effects without human review.
AI Voice Agents. We build and deploy AI-powered voice agents that may handle inbound calls on behalf of our clients. Where required by applicable law, AI voice agents should be configured to disclose their AI nature at the start of a conversation. We provide AI disclosure configuration options to all clients deploying voice agents. Responsibility for ensuring compliant disclosures in your specific deployment rests with you as the client.
TCPA Considerations. The Telephone Consumer Protection Act (TCPA) and FCC regulations apply to certain automated voice and messaging communications. The FCC has confirmed that AI-generated voice calls can trigger TCPA consent requirements. If you are using our services to conduct outbound calls or automated follow-up to consumers, you are responsible for obtaining appropriate prior express written consent and maintaining consent records. We can assist with consent workflow design upon request.
Call Recording. Calls handled by AI voice agents may be recorded for quality assurance, training, and audit purposes. Recording obligations vary by state — some require all-party consent (e.g., California, Illinois). Where we deploy call recording for clients, we provide configurable disclosure and notification options. Clients operating in multi-party consent states are responsible for ensuring compliant recording notices are in place.
SMS & Automated Messaging. If we build SMS follow-up automations as part of your service, the following applies:
For questions about AI communication compliance in your specific deployment, contact [email protected].
Protected Health Information (PHI). We do not collect, store, or process Protected Health Information (PHI) through this website. For client engagements in healthcare or dental settings, PHI handling scope is defined in the individual Service Agreement and any applicable Business Associate Agreement (BAA).
Business Associate Agreements. Where Apex AI Pilot LLC acts as a Business Associate under HIPAA (e.g., when our automation systems access or process PHI on behalf of a Covered Entity), we are prepared to enter into a BAA prior to deployment. Clients in healthcare, dental, or other HIPAA-regulated settings should request a BAA before sharing any PHI with our systems. Contact [email protected] to initiate the BAA process.
Supported HIPAA-Ready Tools. For healthcare deployments, we prioritize tools with established HIPAA-compliance programs where available (e.g., HIPAA-eligible configurations within n8n, Make, and Supabase). Specific tool selection is confirmed at the engagement scoping stage based on your data environment and compliance requirements.
Data Minimization. For all healthcare engagements, we apply a data minimization principle — we only access, process, or store the minimum data necessary to deliver the contracted service. PHI is not retained in our systems beyond what is required for the specific workflow and agreed retention period.
ROI Calculator. Our ROI Calculator tool collects business metrics you enter voluntarily (e.g., call volume, deal value, team size). It does not request or store PHI. Email addresses submitted through the calculator are used solely for follow-up communications and are not shared with healthcare-specific third parties.
We use third-party service providers (subprocessors) to help operate our website and deliver services. The following tools may process personal data or business data on our behalf:
Each subprocessor is subject to data processing agreements or terms of service consistent with their role. We do not permit subprocessors to use client or visitor data for their own independent purposes.
This list reflects our current subprocessors and will be updated when material changes occur. To request the most current subprocessor list or raise questions about a specific tool, contact [email protected].
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Specifically:
When data is no longer needed, we securely delete or anonymize it.
Depending on your location, you may have the following rights regarding your personal information:
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
To submit a CCPA request, contact us at [email protected] or use our contact page.
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process your personal data under the following legal bases:
You have the right to lodge a complaint with your local data protection authority. Our data processing activities may involve transfers outside the EEA — where this occurs, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).
Our services are not directed at children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at [email protected] and we will delete it promptly.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:
We encourage you to review this policy periodically. Your continued use of our website after changes constitutes acceptance of the updated policy.
For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:
We aim to respond to all privacy-related inquiries within 5 business days.