Privacy Policy - Apilon AI

Privacy Policy

Last updated: July 17, 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, our AI voice agent services, and our text messaging program.

1. Information We Collect

Information you provide directly

  • Name, email address, and phone number when you book a consultation via Calendly or our website booking form
  • Company name and details shared during onboarding conversations
  • Any information you provide via 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 traffic source
  • Cookies and similar tracking technologies (see Section 7)

Information from our AI voice agent service

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

  • Inbound call recordings and transcriptions for quality assurance and model improvement
  • Caller phone numbers and call metadata (duration, timestamp, outcome)
  • Appointment details synced to your booking system
  • Lead qualification data gathered during calls

2. How We Use Your Information

  • To provide, operate, and improve our AI voice agent service
  • To schedule 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 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 established software platforms. By using our services, your data may be processed by:

  • ElevenLabs: Conversational AI platform that powers our AI voice agent - speech recognition (converting caller audio to text) and voice synthesis (generating the agent's spoken responses). Call audio, transcripts, and conversation data are processed via ElevenLabs' infrastructure. Privacy policy: elevenlabs.io/privacy.
  • OpenAI: GPT-4o language model that generates the agent's conversational responses, accessed within ElevenLabs' platform. Conversation input may be processed by OpenAI to generate responses. Privacy policy: openai.com/policies/privacy-policy.
  • GoHighLevel (GHL): Our CRM and pipeline management platform. Lead data, contact information, and call outcomes are stored in GoHighLevel. Privacy policy: gohighlevel.com/privacy-policy.
  • Twilio: Provides the telephony infrastructure for call routing and SMS delivery. Call metadata and SMS content may be processed by Twilio. Privacy policy: twilio.com/legal/privacy.
  • n8n: Workflow automation platform used to connect our systems. Data flows between platforms are orchestrated via n8n. Privacy policy: n8n.io/privacy.
  • Calendly: Used for booking discovery and consultation calls. When you book via our Calendly widget, your name, email, and time preferences are processed by Calendly. Privacy policy: calendly.com/privacy.
  • Google Analytics / Google Workspace: Used for website analytics and internal operations. Privacy policy: policies.google.com/privacy.

None of these providers are permitted to use your data for their own marketing. As described in Section 4, SMS opt-in and consent data specifically is never shared with any third party.

4. SMS / Text Messaging

Apilon AI sends two separate categories of text messages, and you consent to each one independently on our booking form:

  • Transactional and conversational messages - appointment reminders, booking confirmations, demo follow-up messages, and one-to-one replies to enquiries you send us.
  • Marketing messages - occasional information about special offers, new services, and product updates. You receive these only if you separately opt in.

Opt-in. You opt in by providing your mobile number and ticking the relevant consent checkbox(es) on our booking form before any messages are sent. Each checkbox is optional and not pre-selected, the two consents are independent, and neither is a condition of any purchase.

Message frequency and cost. Message frequency varies based on your interactions with us. Message and data rates may apply.

Opt-out and help. Reply STOP at any time to stop messages. Reply HELP for help, or contact us at [email protected].

No sharing of mobile data. We do not share or sell mobile phone numbers, SMS opt-in information, or messaging consent to any third parties or affiliates for marketing or promotional purposes. Phone numbers are processed only by the service providers that operate the messaging on our behalf (our telephony and CRM providers), solely to deliver these messages. Text messaging opt-in and consent data is excluded from all other data sharing described in this policy and is never shared with any third party.

5. Data Retention

  • Call recordings are retained for up to 90 days for quality assurance and then deleted, unless required in connection with an ongoing dispute
  • CRM contact data is retained for the duration of our business relationship and up to 3 years after
  • Website analytics data is retained according to our analytics provider's standard policies
  • You may request deletion of your data at any time (see Section 8)

6. Data Security

We implement industry-standard security practices, including:

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

7. 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, but this may affect functionality.

8. 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 these rights, send an email to [email protected]. We will respond to your request within 30 days.

9. GDPR (EU/EEA Users)

Apilon AI is a Danish company and processes personal data in accordance with Regulation (EU) 2016/679 (GDPR) and the Danish Data Protection Act (Databeskyttelsesloven).

We process your data on the following legal bases:

  • Performance of contract: To deliver the AI voice agent service you have entered into an agreement with us for
  • Legitimate interests: To improve our service and communicate with prospective customers
  • Consent: For our text messages (transactional and, where you separately opt in, marketing) and other marketing communications where applicable (see Section 4)

If you are located in Denmark or another EU/EEA country, you have the right to lodge a complaint with the relevant supervisory authority. In Denmark, this is Datatilsynet.

10. Children's Privacy

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

11. Changes to This Policy

We may update this privacy policy from time to time. Active customers will be notified of significant changes via email. The updated policy will always be available at apilon.ai/privacy-policy.

12. Contact

If you have questions about this privacy policy or our handling of your data:

Apilon AI
Vesterbro 29, 1. 3, 5000 Odense C, Denmark
Email: [email protected] (privacy) · [email protected] (SMS help)
Phone: +45 23 83 76 06
Website: apilon.ai