Privacy Policy
This Privacy Policy explains how [LEGAL ENTITY NAME] ("Apex," "we," "us") collects, uses, and shares information through apex-ai.tech, the Apex application, and related services (the "Services"). Apex is a sales call coaching platform used by businesses ("Customers") and their users (for example, sales reps and managers).
Controller / processor: for call and CRM data that Customers upload or generate in the Services, Apex generally acts as a service provider / processor on the Customer's behalf, and the Customer controls that data. [CONFIRM ROLE WITH COUNSEL; REFERENCE DATA PROCESSING ADDENDUM IF ANY.] For website visitors, demo requests, and account administration, Apex acts as the business / controller.
1. Information we collect
Information Customers and users provide or generate in the Services
- Call audio / recordings of calls placed or received through Apex's built-in dialer, or imported from a Customer's own VoIP system.
- Transcripts generated from call audio and voicemail.
- AI scores, coaching reports, summaries, and draft follow-ups generated from calls.
- Voicemail audio and transcriptions.
- CRM data: contacts, leads, deals, pipeline values, notes, and activity history entered by users.
- Call metadata: phone numbers, timestamps, duration, direction, and routing information.
Account and contact information
- Name, work email, company, phone number, team size, VoIP provider, and messages you submit (for example, via our demo request form).
- Account login details and user role information. [CONFIRM: AUTHENTICATION METHOD / SSO]
- Billing information. [CONFIRM: PAYMENT PROCESSOR NAME; WHETHER APEX STORES ANY CARD DATA]
Information collected automatically
- Device, browser, IP address, and usage logs. [CONFIRM: ANALYTICS TOOLS AND COOKIES USED, IF ANY]
2. How we use information
- To provide the Services, including placing and routing calls, recording and transcribing calls, generating AI scores and coaching reports, and operating the CRM.
- To respond to demo requests and support inquiries.
- To secure, maintain, troubleshoot, and improve the Services.
- To bill Customers and comply with legal obligations.
- Model training: [CONFIRM WHETHER CUSTOMER DATA IS EVER USED TO TRAIN OR IMPROVE AI MODELS, BY APEX OR ITS AI PROVIDERS. DO NOT PUBLISH UNTIL CONFIRMED.]
3. Subprocessors and sharing
We share information with service providers who process it on our behalf under contract. Current subprocessors include:
| Subprocessor | Purpose | Data location |
|---|---|---|
| Twilio Inc. | Telephony: phone numbers, call placement/routing, call recording, voicemail | [REGION] |
| [AI MODEL PROVIDER(S) — NAME EACH] | Transcription, call scoring, summaries, drafting | [REGION] |
| DigitalOcean, LLC | Hosting, compute, storage | [DATACENTER REGION] |
| [EMAIL / PAYMENT / ANALYTICS PROVIDERS, IF ANY] | [PURPOSE] | [REGION] |
We may also disclose information to comply with law or legal process, to protect rights and safety, or in connection with a merger, acquisition, or sale of assets. We do not sell personal information or share it for cross-context behavioral advertising. [CONFIRM]
4. Retention
| Data | Retention period |
|---|---|
| Call recordings and voicemail audio | [RETENTION PERIOD / CUSTOMER-CONFIGURABLE?] |
| Transcripts, AI scores, coaching reports | [RETENTION PERIOD] |
| CRM data | [RETENTION PERIOD] |
| Demo-request / contact form submissions | [RETENTION PERIOD] |
| Backups and logs | [RETENTION PERIOD] |
5. Deletion and export
Customers may export their data [DESCRIBE EXPORT METHOD] and request deletion of their workspace data by contacting [CONTACT EMAIL]. Following account termination, we delete Customer data within [NUMBER] days, except where retention is required by law; residual copies in backups are deleted within [NUMBER] days. If you are an individual whose information was processed on behalf of a Customer (for example, a person who was called by a sales rep), please contact that Customer directly; we will assist them as required.
6. Security
We use [DESCRIBE SECURITY MEASURES, E.G. ENCRYPTION IN TRANSIT / AT REST, ACCESS CONTROLS] to protect information. No system is completely secure.
7. Your California privacy rights (CCPA/CPRA)
If you are a California resident, subject to exceptions, you have the right to:
- Know / access the categories and specific pieces of personal information we collect, the sources, purposes, and the categories of third parties we disclose it to;
- Delete personal information we collected from you;
- Correct inaccurate personal information;
- Opt out of sale or sharing of personal information (we do not sell or share it — [CONFIRM]);
- Limit use of sensitive personal information [CONFIRM WHETHER ANY SENSITIVE PI IS PROCESSED];
- Non-discrimination for exercising these rights.
To exercise these rights, email [CONTACT EMAIL] or [OTHER METHOD, E.G. TOLL-FREE NUMBER IF REQUIRED]. We will verify your request by [VERIFICATION METHOD]. You may use an authorized agent. Where we process data as a service provider for a Customer, we will refer your request to that Customer. Categories collected in the last 12 months: identifiers; commercial information; internet activity; audio and electronic information (call recordings); professional information; inferences (AI scores). [CONFIRM WITH COUNSEL]
Residents of other states with comprehensive privacy laws may have similar rights. [COUNSEL: ADD STATE-SPECIFIC LANGUAGE AS NEEDED]
8. Children
The Services are for businesses and are not directed to children under 16. We do not knowingly collect children's personal information.
9. International transfers
[DESCRIBE WHERE DATA IS STORED AND ANY TRANSFER MECHANISMS, OR STATE THE SERVICE IS US-ONLY]
10. Changes
We may update this policy and will post the updated version with a new effective date. [DESCRIBE NOTICE FOR MATERIAL CHANGES]
11. Contact
[LEGAL ENTITY NAME]
[MAILING ADDRESS]
[CONTACT EMAIL]