1. Scope and our role
Apantio AI provides a business AI receptionist platform for calls, SMS, appointment booking, routing, summaries, customer intake, knowledge-based answers, and related workflows. We may process personal information as a business/controller for our own website, accounts, billing, security, support, and marketing operations. We may also process personal information on behalf of business customers that use Apantio AI to communicate with their callers, customers, leads, patients, clients, or other end users.
When a business uses Apantio AI to communicate with you, that business is responsible for deciding how and why your information is used. Please contact that business directly for questions about its own privacy practices.
2. Information we collect
Account and business information
We collect information such as names, email addresses, phone numbers, business names, business addresses, roles, login details, account settings, authorized users, support preferences, compliance information, and billing contacts.
Call, SMS, and contact information
Apantio AI may process phone numbers, caller IDs, call metadata, call recordings, transcripts, summaries, voicemails, SMS message content, message metadata, opt-in and opt-out status, consent records, contact profiles, notes, conversation history, appointment details, requested services, routing decisions, escalation outcomes, and related operational records.
Business content and knowledge data
Customers may upload or connect business information, FAQs, service descriptions, prices, hours, locations, policies, calendars, documents, website content, scripts, rules, and other materials used to configure the AI receptionist.
Billing, payment, and tax information
We and our payment processor, currently Polar, may collect billing details, payment method information, transaction history, plan details, metered usage, invoices, tax information, and payment status. We do not store full payment card numbers unless a payment processor provides that service on our behalf.
Website, device, analytics, and support information
We may collect IP addresses, device and browser information, pages viewed, referring pages, interactions, approximate location, cookies or similar identifiers, product telemetry, logs, diagnostic information, crash reports, support tickets, emails, and other communications with us.
Referral and affiliate information
If you arrive through an affiliate or referral link, we may process referral codes, click timestamps, referring pages, local storage or similar identifiers, signup attribution, commission records, and payout contact details to operate the affiliate program, prevent abuse, calculate commissions, and maintain payout records.
3. SMS consent and messaging privacy
Apantio AI supports non-marketing operational and conversational SMS messages, such as customer inquiry replies, appointment confirmations, missed-call follow-up, service updates, support messages, reminders, routing, intake, and related business workflows. Message frequency varies. Message and data rates may apply. Message recipients can reply STOP to opt out andHELP for help where supported, or contact[email protected].
We may process SMS consent records, opt-in sources, opt-out status, message content, timestamps, phone numbers, carrier metadata, and delivery information to provide and operate messaging features, comply with carrier and A2P/10DLC requirements, prevent abuse, and honor opt-out requests.
We do not sell, rent, or share SMS opt-in data or consent information with third parties or affiliates for their marketing or promotional purposes.
4. How we use information
We use personal information to:
- Provide, operate, secure, maintain, and improve Apantio AI.
- Answer calls, process SMS, generate summaries, route requests, and support appointment workflows.
- Configure AI responses using customer-provided business information and instructions.
- Manage accounts, authentication, billing, taxes, plans, usage, and support.
- Process opt-ins, opt-outs, consent records, and telecommunications compliance requirements.
- Detect, prevent, and investigate spam, abuse, fraud, security incidents, and misuse.
- Communicate about service updates, security, billing, support, and administrative matters.
- Analyze service performance, reliability, errors, and feature usage.
- Comply with legal, regulatory, contractual, provider, carrier, and accounting obligations.
We may use de-identified, aggregated, or statistical information to analyze and improve the service where it does not identify a person, business customer, or end user.
5. AI and automated processing
Apantio AI may send prompts, business context, call audio, transcripts, SMS content, customer instructions, and related workflow data to AI model providers or AI infrastructure providers to generate responses, summaries, classifications, routing decisions, or other automated outputs. AI outputs can be inaccurate or incomplete, and business customers are responsible for configuring appropriate human review and fallback procedures. Hosted Apantio AI uses OpenAI Realtime for live voice conversations and the AI providers configured for non-realtime text generation and embeddings.
5.1 Google OAuth and Google Calendar integration
When you connect your Google account in Apantio AI (for example via Settings → Integrations), we use Google OAuth to access your Google account and to manage scheduling on the specific Google Calendar you select.
We request Google permissions that allow us to:
- Identify your connected Google account using the openid and email scopes.
- List the Google calendars you are subscribed to so you can select the calendar Apantio AI should use (scope:calendar.calendarlist.readonly).
- Read events on your selected calendar to calculate availability (scope: calendar.events).
- Create, update, and delete appointment events on your selected calendar (scope: calendar.events) when appointments are booked, rescheduled, or cancelled.
Google user data we access. We access data related to your connected Google account (such as your account identifier and email, when available) and calendar event data needed to calculate busy time and to synchronize appointment bookings.
How we use it. We use this data to list calendars during setup (so you can choose which calendar should receive bookings), keep availability up to date, and ensure our booking records stay consistent with your selected calendar.
Storage and protection. To perform sync and booking actions over time, we store the OAuth tokens required for the integration in our backend. Tokens are encrypted at rest. If you disconnect Google Calendar in Apantio AI, we delete the stored calendar connection and remove the appointment events we created as part of disconnect processing.
Disclosure / sharing. We disclose the minimum necessary information to the Google Calendar API to complete the requested integration features. We also share data with our hosting, database, and security providers as needed to operate the service, as described elsewhere in this Privacy Policy.
AI processing. When an AI receptionist handles a scheduling request, we may provide the configured AI provider with the minimum derived scheduling context needed to complete that request, such as whether a requested time is available and whether a booking action succeeded. We do not send raw Google Calendar event titles or descriptions to AI providers, and we do not use Google user data to train or improve generalized AI or machine-learning models.
Data restrictions. We use Google user data only to provide and improve the Google Calendar integration features. We do not sell Google user data or use it for targeted advertising or advertising personalization.
8. Retention
We retain personal information for as long as needed to provide the service, maintain accounts, support billing and tax records, comply with legal and provider obligations, resolve disputes, enforce agreements, prevent abuse, and maintain security. Retention periods may vary based on the type of data, account settings, customer configuration, backup cycles, legal obligations, and operational needs.
Business customers may be able to delete or export certain account data from the service. Some records may remain in backups, logs, compliance records, invoices, or audit trails for a limited period or where retention is legally required.
9. Security
We use administrative, technical, and organizational safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your credentials, managing authorized users, configuring access controls, and using the service appropriately.
10. Cross-border processing
Apantio AI is operated from Canada, and personal information may be processed in Canada, the United States, and other jurisdictions where we or our service providers operate. Those jurisdictions may have privacy laws different from the laws where you live. Where required, we use contractual, technical, and organizational measures intended to protect personal information transferred across borders.
11. Privacy rights and requests
Depending on where you live and your relationship with Apantio AI, you may have rights to access, correct, delete, export, restrict, or object to certain processing of your personal information. You may also have rights to withdraw consent where processing is based on consent, subject to legal or contractual limits.
To make a privacy request, contact[email protected]. We may need to verify your identity and, if your information is controlled by a business customer, refer your request to that customer or process it according to that customer's instructions.
12. Children
Apantio AI is a business service and is not directed to children. We do not knowingly collect personal information from children through our own website or hosted account signup. If you believe a child has provided personal information to us, contact us so we can review the request.
13. Changes to this Policy
We may update this Privacy Policy from time to time. If changes are material, we will provide reasonable notice, such as by posting an updated Policy, updating the date above, emailing account contacts, or notifying users in the service.
14. Terms of Service
Your use of Apantio AI is also governed by ourTerms of Service.
15. Contact
Questions or requests about this Privacy Policy can be sent to Apantio AI at[email protected].