Privacy Policy — Apilon AI

Privacy Policy

Last updated: May 7, 2026

Apilon AI ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect information when you use our website at apilon.ai and our AI voice agent services.

1. Information We Collect

Information you provide directly

  • Name, email address, and phone number when you book a consultation via Calendly
  • Business name and details shared during onboarding calls
  • Any information you provide by email or other direct communication

Information collected automatically

  • IP address and approximate location
  • Browser type, device type, and operating system
  • Pages visited, time on site, and referral source
  • Cookies and similar tracking technologies (see Section 6)

Information from our AI voice agent service

When your business uses our AI voice agent, we may process:

  • Inbound call recordings and transcripts for quality assurance and model training
  • Caller phone numbers and call metadata (duration, time, outcome)
  • Appointment details synced to your scheduling software
  • Lead qualification data captured during calls

2. How We Use Your Information

  • To provide, operate, and improve our AI voice agent service
  • To book and manage your consultation appointments
  • To respond to your inquiries and provide customer support
  • To send service-related communications (appointment confirmations, updates)
  • To improve our AI models and call handling quality
  • To comply with legal obligations

We do not sell your personal data to third parties.

3. Third-Party Services We Use

Our service is built on best-in-class software platforms. By using our services, your data may be processed by:

Retell AI

Powers our AI voice agent technology. Call audio, transcripts, and conversation data are processed via Retell AI's infrastructure. See Retell AI's Privacy Policy.

GoHighLevel (GHL)

Our CRM and pipeline management platform. Lead data, contact information, and call outcomes are stored in GoHighLevel. See GoHighLevel's Privacy Policy.

Calendly

Used for booking discovery and consultation calls. When you book via our Calendly widget, your name, email, and scheduling preferences are processed by Calendly. See Calendly's Privacy Policy.

Twilio

Provides the telephony infrastructure for call routing and SMS delivery. Call metadata and SMS content may be processed by Twilio. See Twilio's Privacy Policy.

n8n

Workflow automation platform used to connect our systems. Data flows between platforms are orchestrated via n8n. See n8n's Privacy Policy.

Google Analytics / Google Workspace

Used for website analytics and internal operations. See Google's Privacy Policy.

4. Data Retention

  • Call recordings are retained for up to 90 days for quality assurance, then deleted unless required for an active dispute
  • CRM contact data is retained for the duration of our business relationship and up to 3 years after
  • Website analytics data is retained per our analytics provider's standard policies
  • You may request deletion of your data at any time (see Section 7)

5. Data Security

We implement industry-standard security practices including:

  • Encrypted data transmission (TLS/HTTPS) for all services
  • Access controls limiting data access to authorized personnel only
  • Regular security reviews of our third-party service providers
  • No storage of sensitive payment information (all payments handled by PCI-compliant processors)

6. Cookies

Our website uses cookies for:

  • Essential cookies: Required for the website to function correctly
  • Analytics cookies: To understand how visitors use our site (Google Analytics)
  • Third-party cookies: Set by Calendly when the booking widget loads

You can disable cookies in your browser settings, though this may affect functionality.

7. Your Rights

Depending on your location, you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your personal data
  • Object to or restrict our processing of your data
  • Data portability (receive your data in a machine-readable format)

To exercise any of these rights, email us at [email protected]. We will respond within 30 days.

8. GDPR (EU/EEA Users)

For users in the European Union or European Economic Area, we process your data based on the following legal grounds:

  • Contract performance: To deliver the AI voice agent service you have engaged us for
  • Legitimate interests: To improve our service and communicate with prospects
  • Consent: For marketing communications, where applicable

If you are located in Denmark or another EU/EEA country, you may lodge a complaint with your local data protection authority. In Denmark, this is Datatilsynet.

9. Children's Privacy

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

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active clients of material changes by email. The updated policy will always be available at apilon.ai/privacy-policy.

11. Contact

If you have questions about this Privacy Policy or how we handle your data:

Apilon AI
Email: [email protected]
Website: apilon.ai