Terms of Service - Apilon AI

Terms of Service

Last updated: July 17, 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, our AI voice agent solutions, and our text messaging program. By engaging our services or opting in to our text messages, you agree to these Terms.

1. About Our Services

Apilon AI designs, builds, and deploys custom AI voice agents for HVAC and hospitality businesses. 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: ElevenLabs (voice agent infrastructure, speech recognition, and voice synthesis), OpenAI (GPT-4o language model), Twilio (telephony and SMS), GoHighLevel (CRM and pipeline management), Calendly (consultation booking), and n8n (workflow automation).

2. SMS / Text Messaging Terms

Program. Apilon AI operates a text-messaging program with two separate, independently opted-in categories: (1) transactional and conversational messages (appointment reminders, booking confirmations, demo follow-up messages, and one-to-one replies to enquiries), and (2) optional marketing messages (special offers, new services, and product updates) that you receive only if you separately opt in. Each consent is optional and not a condition of any purchase.

Consent. You opt in by providing your mobile number and checking the consent checkbox on our booking form before any messages are sent. Consent to receive text messages is not a condition of any purchase.

Message frequency. Message frequency varies depending on your interactions with us.

Cost. Message and data rates may apply.

Opt-out. Reply STOP at any time to unsubscribe. You will receive a single confirmation message and then no further messages. Reply START to resubscribe.

Help. Reply HELP for help, or contact us at [email protected].

Carrier disclaimer. Mobile carriers are not liable for delayed or undelivered messages.

Privacy. How we collect and use messaging data is described in our Privacy Policy. 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.

3. Eligibility

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

4. Engagement and Onboarding

Services commence upon:

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

You agree to provide accurate onboarding information 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.

5. Client Responsibilities

To get 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 handled by an AI system

6. 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

7. 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.

8. 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

9. Satisfaction Commitment

We are committed to delivering an AI voice agent that meets your expectations. 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 originally agreed scope. Changes to scope after deployment may be subject to additional fees.

10. 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.

11. Confidentiality

Both parties agree to keep confidential any non-public business information shared during the engagement, including pricing, customer data, and proprietary processes. This obligation survives termination for 3 years.

12. Limitation of Liability

To the 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 (ElevenLabs, OpenAI, Twilio, GoHighLevel, n8n, Calendly, etc.)

13. Termination

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

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

14. Governing Law

These Terms are governed by the laws of Denmark. Disputes are resolved through good-faith negotiation first, and if that fails, through the courts of Denmark.

15. 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 of the updated Terms.

16. Contact

If you have questions about these Terms, please contact us:

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