Terms of Service — Apilon AI

Terms of Service

Last updated: May 7, 2026

These Terms of Service ("Terms") govern your use of the services provided by Apilon AI ("we", "us", "our") including our website at apilon.ai and our AI voice agent solutions. By engaging our services, you agree to these Terms.

1. About Our Services

Apilon AI designs, builds, and deploys custom AI voice agents for HVAC businesses. Our services include:

  • AI voice agent design, development, and deployment
  • Integration with third-party scheduling, CRM, and telephony platforms
  • Call handling, lead qualification, and appointment booking automation
  • Ongoing monitoring, optimization, and script updates
  • Client onboarding, training, and technical support

Our services are built on the following software platforms: Retell AI (voice agent infrastructure), Twilio (telephony and SMS), GoHighLevel (CRM and pipeline management), Calendly (consultation booking), and n8n (workflow automation).

2. Eligibility

You must be at least 18 years of age and authorized to enter into legally binding agreements on behalf of your business to use our services. By engaging Apilon AI, you confirm that you meet these requirements.

3. Engagement and Onboarding

Services commence upon:

  • Completion of a discovery call and agreement on scope
  • Execution of a service agreement or acceptance of a proposal
  • Receipt of initial payment (where applicable)

You agree to provide accurate information during onboarding, including details about your business, services, scheduling systems, and customer base. The quality of your AI voice agent depends on the accuracy of the information you provide.

4. Client Responsibilities

To receive the full benefit of our services, you agree to:

  • Provide timely access to your scheduling system, phone system, and CRM as needed for integration
  • Review and approve AI scripts and call flows before deployment
  • Notify us promptly of changes to your services, pricing, service area, or business hours
  • Comply with all applicable laws regarding AI-assisted customer communications in your jurisdiction
  • Inform your customers as required by applicable law if calls are being handled by an AI system

5. AI Voice Agent Limitations

You acknowledge that:

  • AI voice agents may occasionally make errors, misunderstand requests, or handle edge cases imperfectly
  • The AI is not a substitute for human judgment in safety-critical or legally sensitive situations
  • We will configure escalation paths for calls the AI cannot handle, but you remain responsible for your customers' ultimate experience
  • Performance depends on the quality and completeness of information provided during onboarding

6. Third-Party Platform Terms

Our services integrate with third-party platforms. Your use of our services is also subject to the terms of these platforms:

We are not responsible for changes to or disruptions in these third-party platforms that affect our ability to deliver services.

7. Payment Terms

  • Pricing is agreed upon in your service agreement or proposal
  • Invoices are due within 14 days of issue unless otherwise agreed in writing
  • Late payments may result in suspension of services after 30 days
  • Refunds are handled on a case-by-case basis at our discretion, consistent with our satisfaction commitment

8. Satisfaction Commitment

We are committed to delivering an AI voice agent that performs to your satisfaction. If you are not satisfied with the result:

  • Contact us within 30 days of deployment with specific feedback
  • We will work with you to identify and fix issues at no additional charge
  • We do not consider a build complete until you confirm the AI is performing as expected

This commitment applies to the original agreed scope. Changes to scope after deployment may be subject to additional fees.

9. Intellectual Property

You retain ownership of your business data, call recordings, and customer information. We retain ownership of our AI models, workflows, and proprietary systems. Upon full payment, you receive a non-exclusive licence to use your deployed AI voice agent for the duration of your engagement.

10. Confidentiality

Both parties agree to keep confidential any non-public business information shared during the engagement. This includes but is not limited to pricing, customer data, and proprietary processes. This obligation survives termination of the engagement for 3 years.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

  • Our total liability to you shall not exceed the fees paid in the 3 months preceding the claim
  • We are not liable for indirect, consequential, or incidental damages including lost revenue, lost customers, or business interruption
  • We are not liable for downtime or service disruptions caused by third-party platform outages (Retell AI, Twilio, GoHighLevel, etc.)

12. Termination

Either party may terminate the engagement with 30 days' written notice. Upon termination:

  • You will lose access to your AI voice agent and integrations
  • We will provide an export of your call data and CRM data within 14 days of termination
  • Outstanding invoices remain due and payable

13. Governing Law

These Terms are governed by the laws of Denmark. Any disputes shall be resolved through good-faith negotiation first, and if unresolved, through the courts of Denmark.

14. Changes to These Terms

We may update these Terms from time to time. We will notify active clients by email at least 14 days before material changes take effect. Continued use of our services after changes take effect constitutes acceptance.

15. Contact

For questions about these Terms:

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