The fine print, in plain English
Privacy Policy
Effective August 31, 2026
The short version
- Our receptionists are AI. Calls they answer may be recorded, transcribed, and summarized so the business you called gets the message.
- Call details go to the business you were calling — that's the whole point of a receptionist.
- We don't sell your information, and we never use your calls or texts to market to you.
- Texts are opt-in only. Reply STOP any time. Your number is never shared for anyone's marketing.
- Questions or deletion requests: hello@apexdispatch.co.
Who we are
Apex Dispatch ("Apex," "we," "us") provides AI-powered phone reception for local service businesses — roofers, plumbers, and other trades (our "clients"). You can reach us at hello@apexdispatch.co or (947) 258-8838.
This policy covers two situations: visiting apexdispatch.co (the "Site") and calling a business whose phone we answer. Each is explained below.
If you visit our website
- Contact form. If you fill out the form (name, business, phone, email, message), it opens an email from you to us. We use it to reply to your inquiry and for nothing else.
- Booking a call. The "grab a time" calendar is provided by Cal.com. What you enter there (name, email, time) is handled under Cal.com's privacy policy and shared with us so we can hold the meeting.
- Payments. Checkout happens on Stripe's secure pages. We never see or store your full card number. See Stripe's privacy policy.
- Technical logs. Our host (Cloudflare) keeps standard security logs (IP address, request data). We don't run advertising trackers or our own analytics cookies. Embedded services (Cal.com, Stripe) may set their own cookies when you use them.
If you call a line our AI receptionist answers
When you call a business that uses Apex, the phone is answered by an AI voice assistant. Here's exactly what happens with that call:
- Recording and transcription. Calls may be recorded and automatically transcribed so nothing you say gets lost or written down wrong.
- What the assistant collects. The same things a good receptionist would: your name, callback number, service address, what you need done, how urgent it is, and any appointment details.
- Automatic call notes. After the call, software generates a summary and structured details — things like the reason for the call, job type, urgency, the outcome, whether follow-up is needed, and an internal priority ranking that helps the business call the most urgent jobs back first.
- Where it goes. The recording, transcript, summary, and details become part of the call log of the business you called. They use it to schedule your job, call you back, and keep their customer records — the same way notes from a human receptionist would.
- Who else touches it. The technology providers that run the service for us (voice AI, telephony, and scheduling platforms) process call data on our behalf, only to provide the service.
Prefer a person? Just say so on the call. Depending on the business's hours, the assistant can transfer you to a human or take a message for a callback. Real emergencies are put straight through; if a call ever involves a life-threatening emergency, hang up and dial 911.
Recording notices. We operate the recording feature on behalf of each client business. The business you call is responsible for any recording notice required where it operates, and we support playing a disclosure at the start of its calls on request.
Live demos — for example, when we put the receptionist on the line during a clarity call — work the same way: demo calls may be recorded and transcribed, and we review them to improve how the receptionist handles conversations.
Text messages (SMS)
We only text people who have opted in — for example, an appointment confirmation or reminder from a business whose reception we run, or a reply to an inquiry where you gave us your number and asked to hear back.
- Message frequency varies based on your appointments and inquiries.
- Message and data rates may apply.
- Reply STOP at any time to opt out. Reply HELP for help, or contact hello@apexdispatch.co.
- Carriers are not liable for delayed or undelivered messages.
Service providers we rely on
We use a small set of vendors to run the service, each limited to using data only to provide their service to us: voice-AI and call infrastructure (such as Retell AI) and the underlying telephony carriers, scheduling (Cal.com), payments (Stripe), website hosting (Cloudflare), and email (Google Workspace/Gmail).
How long we keep things
Call recordings, transcripts, and summaries are kept while the related business is a client (or as that business instructs us) and for a reasonable period afterward for record-keeping, then deleted or de-identified. Website inquiries are kept as long as needed to respond and follow up. We delete data sooner on valid request.
Your choices and rights
Email hello@apexdispatch.co to ask what we hold about you, or to have it corrected or deleted. If your request concerns a call you made to one of our client businesses, we may coordinate with that business, since the record belongs to your relationship with them. Depending on where you live, you may have additional rights under state privacy laws; we honor reasonable requests no matter where you're from.
Children
Our Site and services are for businesses and their customers, not children. We don't knowingly collect information from anyone under 13.
Security
We use reasonable technical and organizational safeguards, including reputable providers and access controls. No system is 100% secure, so we can't promise the impossible — but we take care with what you give us.
Changes to this policy
If we change this policy, we'll post the new version here with a new effective date. Meaningful changes to how we handle call data will be flagged to our client businesses directly.
Contact
Apex Dispatch
hello@apexdispatch.co · (947) 258-8838