Privacy Policy

Last updated: March 16, 2026

Apex Phone Agent ("we," "our," or "us") operates the apexphoneagent.com website and provides AI-powered phone receptionist services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

1. Information We Collect

Account Information: When you sign up, we collect your name, email address, phone number, business name, business type, and billing information.

Business Information: We collect details about your business including services offered, business hours, FAQs, calendar data, and appointment scheduling preferences to configure your AI receptionist.

Call Data: When our AI receptionist handles calls for your business, we collect call recordings, transcripts, caller phone numbers, call duration, and appointment booking data.

Calendar Data: We access your connected calendar (Google Calendar, Microsoft Outlook, Calendly, Cal.com, Acuity Scheduling, GoHighLevel, or Apple iCloud Calendar) to check availability and book appointments on your behalf.

Usage Data: We collect information about how you interact with our website and dashboard, including IP address, browser type, pages visited, and usage patterns.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our AI receptionist services
• Configure and train your AI receptionist with your business-specific information
• Answer inbound calls, qualify leads, and book appointments on your behalf
• Send appointment confirmations and reminders via SMS to your callers
• Generate call logs, transcripts, recordings, and performance reports for you
• Process payments and manage your subscription
• Communicate with you about your account, updates, and support
• Improve our services and develop new features

3. Call Recording and Transcription

All calls handled by Apex Phone Agent are recorded and transcribed. Our AI receptionist discloses to callers at the beginning of each call that the call may be recorded. Call recordings and transcripts are stored securely and are accessible only to you (the business owner) through your dashboard. We do not sell or share call recordings with third parties.

4. How We Share Your Information

We do not sell your personal information. We may share information with:

• Service Providers: Third-party companies that help us operate our services, including VAPI (voice AI processing), Twilio (telephony), Stripe (payment processing), and calendar providers you have connected.
• Legal Requirements: When required by law, subpoena, or other legal process.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information, including encryption of data in transit and at rest, secure access controls, and regular security assessments. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your account information for as long as your account is active. Call recordings and transcripts are retained for 90 days by default, or longer if you configure extended retention. You can request deletion of your data at any time by contacting us.

7. Your Rights

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your personal information
• Export your data in a portable format
• Opt out of marketing communications

8. HIPAA Compliance

For healthcare and dental clients, Apex Phone Agent can be configured to operate in a HIPAA-compliant manner. Our AI receptionist is trained to avoid providing medical advice and to handle protected health information (PHI) appropriately. Healthcare clients should contact us to execute a Business Associate Agreement (BAA).

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on our website.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Apex Phone Agent
Email: privacy@apexphoneagent.com
Dallas, TX