1. Who we are
Apex AI Connects ("Apex", "we", "us") is a Windsor, Ontario company that builds and manages AI phone receptionists and websites for local businesses. This policy explains how we handle personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and, where it applies, Ontario health privacy law. Our Privacy Officer can be reached at apexaiconnects@gmail.com or +1 226-246-9968.
2. Two situations this policy covers
- You visit our website, contact us, use our chat, or book a call with us. In that case Apex is responsible for your information.
- You call a business that uses our AI receptionist. In that case the business decides why your information is collected, and we handle it on the business's behalf and under its instructions. If you have a question about one of those calls, please contact the business first. We will help them respond.
3. What we collect
Through our website and sales conversations:
- Name, phone number, email address, business name and type, and the messages you send us.
- What you type into our chat, and booking details you give us through Calendly.
- Only if you accept analytics cookies: how you use the site, such as pages viewed, device type and approximate location.
Through calls answered by our AI receptionist:
- The caller's phone number, a recording of the call, a written transcript, and an AI-generated summary.
- Details the caller chooses to share, such as name, callback number, reason for calling, preferred appointment times, and, for example, the name of an insurance provider.
- We configure each receptionist to collect only what the business needs.
Payments are handled by Stripe. We do not see or store full card numbers.
4. Why we use it
- To answer, route and summarize calls for the business, and to show each business its call records in a private dashboard where only that business's authorized users can see its own calls.
- To reply to enquiries, provide quotes, and provide and bill for our services.
- To keep the service secure, fix problems, and improve how the receptionist works for that business.
- To understand how our website is used, only with your consent.
- To meet our legal obligations.
We do not sell personal information.
5. Consent
We collect, use and share personal information with your knowledge and consent. You can withdraw consent at any time, subject to legal or contractual limits; doing so may limit our ability to help you. When you contact us, use our chat, or book a call, you agree that we may use the information you give us to respond. Businesses that use our receptionists are responsible for telling their callers that the call is answered by an AI system and may be recorded. We build each greeting to identify the assistant as an AI, and we help each business add a recording notice.
6. Service providers and where information is processed
We use service providers to run our services, including: Vapi (voice platform, telephony and call recordings); AI language-model and speech-recognition providers connected through Vapi (for example OpenAI and Soniox); Supabase (database and client dashboard login); Vercel (dashboard hosting); our website hosting provider; Resend (email); Calendly (booking); Stripe (payments); and Google Analytics (only with your consent). We ask these providers to use personal information only to provide services to us and to protect it. Some of them store or process information outside Canada, including in the United States. Information held in another country may be subject to that country's laws and may be accessed by its courts, law enforcement or national security authorities.
7. How long we keep it
We keep personal information only as long as needed for the purposes above, or as the business we serve instructs, and then delete or de-identify it. A business can ask us at any time to delete its call recordings, transcripts and summaries.
8. Safeguards
We use access controls, keep each business's calls separate from every other business's calls, and use encrypted connections. No system is completely secure. If a breach creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as the law requires, and we keep records of breaches.
9. Your choices and rights
You can ask to see, correct or delete the personal information we hold about you, withdraw your consent, or ask a question or make a complaint, by contacting our Privacy Officer at apexaiconnects@gmail.com. We aim to respond within 30 days. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.
10. Health information
Some of our clients are health-care providers, including dental offices. For those clients, the provider is responsible for its patients' personal health information, and we handle it only to provide the receptionist service on the provider's behalf. If you are a patient, please contact the practice about access or corrections.
11. Marketing email
We send commercial email only as allowed by Canada's Anti-Spam Legislation. Every message identifies us and includes a way to unsubscribe.
12. Children
Our website is not directed at children.
13. Changes
We may update this policy. The date at the top shows when it last changed.