Privacy, Terms & SMS Policy

Privacy Policy

Effective Date: March 25, 2026  |  Last Updated: September 4, 2026

Apex AI Systems LLC ("we," "us," or "our") is committed to protecting the privacy of individuals who visit our website (www.apex-ai-systems.com), use our services, or otherwise interact with our business. This Privacy Policy explains how we collect, use, disclose, and protect your information.

1. Information We Collect

Information You Provide Directly

• Name and business name
• Email address
• Phone number
• Project details and business information submitted through forms
• Communications you send to us (email, chat, phone, SMS)

Information Collected Automatically

• IP address
• Browser type and version
• Device information and operating system
• Pages viewed, referring website, and clickstream data
• Date/time stamps
• Usage data and analytics information
• Cookies and similar tracking technologies (see Section 6)

2. How We Use Your Information

• To provide, maintain, and improve our services
• To respond to inquiries and provide customer support
• To schedule consultations and appointments
• To send service updates, appointment reminders, and follow-up communications
• To send marketing communications (with your consent)
• To monitor and analyze website performance and usage trends
• To detect, prevent, and address fraud or technical issues
• To comply with legal obligations

3. SMS Communications

If you provide your phone number and consent to receive text messages, we may send SMS communications including appointment confirmations, consultation reminders, service updates, customer support responses, and relevant service notifications.

• Message frequency may vary based on your interactions. You may receive up to 10 messages per month.
• Message and data rates may apply based on your mobile carrier plan.
• You can opt out at any time by replying STOP to any message.
• Reply HELP for assistance.
• Consent to receive SMS messages is not a condition of purchase.

4. SMS Data and Consent

Mobile opt-in data and phone numbers collected for SMS are not shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent information are not shared with any third parties. Limited sharing with service providers or subcontractors is permitted only as necessary to provide our services and only under confidentiality obligations.

For full details, see our SMS & Messaging Policy.

5. Sharing of Information

We do not sell your personal information to third parties. We may share your information with:

• Service providers who help us operate our business (CRM platforms, email services, analytics providers), solely as necessary to provide services and under confidentiality obligations
• Professional advisors (accountants, attorneys) as needed
• Law enforcement or regulatory bodies when required by law or to protect our rights
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction

6. Data Retention

We retain your personal information for as long as reasonably necessary to provide our services, maintain business records, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we securely delete or anonymize it.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience and analyze site traffic.

• Essential cookies: Required for the website to function (session management, security)
• Analytics cookies: Help us understand how visitors interact with our site

You can manage cookie preferences through your browser settings. Disabling cookies may affect website functionality.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure.

9. Your Privacy Rights

All Users

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of marketing communications
• Opt out of SMS messages by replying STOP

California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You may request details about the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request that we delete personal information we have collected from you, subject to certain exceptions.
• Right to Opt Out of Sale: We do not sell personal information. If this changes, we will provide an opt-out mechanism.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise your CCPA rights, email us at info@apex-ai-systems.com with the subject line "CCPA Request." We will respond within 45 days.

10. Children's Privacy

Our website and services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will promptly delete it. If you believe a child has provided us with personal information, contact us at info@apex-ai-systems.com.

11. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, security, or content of those third parties. We encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Your continued use of our website or services after changes are posted constitutes your acceptance of the revised policy.

13. Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights:

Apex AI Systems LLC
3401 Hartzdale Drive, Suite 103B, Unit 525
Camp Hill, PA 17011
Email: info@apex-ai-systems.com

Terms of Service

Effective Date: March 25, 2026  |  Last Updated: September 4, 2026

These Terms of Service ("Terms") govern your access to and use of the website, services, and products provided by Apex AI Systems LLC ("we," "us," or "our"), including but not limited to Revenue Recovery Systems, workflow automation, communication workflows, AI-assisted business processes, consulting, and related digital services.

By accessing our website or using our services, you agree to be bound by these Terms. If you do not agree, do not use our services.

1. Services

Apex AI Systems provides Revenue Recovery System audits, installations, and ongoing management services for roofing and local service businesses. Specific deliverables, timelines, and pricing are defined in individual service agreements or proposals. Engagements carry a 90-day minimum term, then continue month-to-month.

We reserve the right to modify, suspend, or discontinue any part of our services at any time. We will make reasonable efforts to provide advance notice of material changes that affect active client engagements.

2. Eligibility

You must be at least 18 years of age and legally capable of entering into binding agreements to use our services. By using our services, you represent that you meet these requirements.

3. User Responsibilities

You agree to:

• Provide accurate, current, and complete information
• Use our services in compliance with all applicable laws and regulations
• Not attempt to disrupt, interfere with, or compromise the security of our systems
• Not transmit unlawful, defamatory, fraudulent, or infringing content through our systems
• Not use our services to send unsolicited communications (spam) or violate anti-spam laws
• Maintain the confidentiality of any account credentials provided to you

4. Quotes, Projects, and Payments

• Service pricing is established in your individual service agreement or proposal
• Setup fees are due upon agreement execution unless otherwise stated in writing
• Monthly recurring fees are billed on the same date each month
• All fees are in US dollars unless otherwise specified
• Fees paid are non-refundable unless otherwise stated in your service agreement
• Late payments may result in service suspension after a 7-day grace period and written notice

5. Intellectual Property

• Apex AI Systems retains ownership of all pre-existing materials, proprietary methods, tools, templates, and frameworks used in service delivery
• Upon full payment, you receive a non-exclusive license to use deliverables created specifically for your project
• You retain ownership of your business data, content, brand assets, and any materials you provide to us
• Neither party may use the other's trademarks or branding without written permission

6. Acceptable Use

You may not use our services or any systems we build for you to:

• Violate any federal, state, or local law or regulation
• Send unsolicited bulk communications (spam) or violate the CAN-SPAM Act, TCPA, or similar regulations
• Distribute malware, viruses, or malicious code
• Engage in fraudulent, deceptive, or misleading activity
• Collect personal information without proper consent
• Violate any third-party rights (intellectual property, privacy, or contractual)

7. SMS/Text Messaging Terms

By providing your phone number through our website or services, you may opt in to receive text messages from Apex AI Systems. These messages may include appointment reminders, service updates, customer support, and relevant service notifications.

• You can opt out at any time by replying STOP
• Reply HELP for assistance
• Message and data rates may apply
• Message frequency may vary; you may receive up to 10 messages per month
• Consent to receive SMS is not a condition of purchase

See our SMS & Messaging Policy for full details.

8. Privacy

Your use of our services is also governed by our Privacy Policy, which is incorporated herein by reference.

9. Third-Party Tools and Platforms

Our services may integrate with or rely on third-party platforms (CRM systems, communication APIs, hosting providers). We are not responsible for:

• Third-party service outages, performance issues, or policy changes
• Data handling by third parties beyond our control
• Fees charged by third-party platforms

We will make reasonable efforts to notify you of any third-party changes that materially affect your service.

10. Disclaimer of Warranties

To the maximum extent permitted by law:

• Our services are provided "as is" without warranties of any kind, express or implied
• We do not guarantee specific business outcomes, revenue, lead volume, conversion rates, or uninterrupted service
• Reported figures carry provenance labels (Measured, Provided, Benchmark, Assumption) — never a promised result
• In no event shall Apex AI Systems be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption
• Our total liability for any claim arising from our services shall not exceed the total fees paid by you to us in the twelve (12) months preceding the claim

11. Changes to These Terms

We may update these Terms from time to time. Changes will be posted on this page with an updated effective date. Your continued use of our services after changes are posted constitutes acceptance of the revised Terms.

12. Contact Information

Apex AI Systems LLC
3401 Hartzdale Drive, Suite 103B, Unit 525
Camp Hill, PA 17011
Email: info@apex-ai-systems.com

SMS / Messaging Policy

Effective Date: March 25, 2026  |  Last Updated: September 4, 2026

This SMS Messaging Policy explains how Apex AI Systems LLC ("we," "us," or "our") uses text messaging (SMS/MMS) to communicate with you. By opting in to receive text messages from us, you agree to the terms outlined below.

Consent and Opt-In

By providing your phone number through our website or forms and checking the consent box, you expressly consent to receive text messages from Apex AI Systems. Consent is not a condition of purchase. You are not required to opt in to SMS to receive our services.

Types of messages you may receive:

• Appointment confirmations and reminders
• Consultation scheduling updates
• Service updates and status notifications
• Customer support responses
• Relevant service notifications
• Follow-up communications related to your inquiry or account
• Promotional offers (only with separate marketing consent)

Message Frequency

Message frequency varies depending on your interactions with our services. You may receive up to 10 messages per month. Promotional messages will not exceed 4 per month.

Message and Data Rates

Standard message and data rates may apply according to your mobile carrier plan. You are responsible for any charges incurred from your mobile provider.

Opt-Out Instructions

You may opt out of receiving text messages at any time by replying STOP to any message you receive from us. After sending STOP, you will receive a single confirmation message confirming that you have been unsubscribed. No additional messages will be sent unless you re-opt-in. You may also opt out by emailing info@apex-ai-systems.com with the subject "SMS Opt-Out."

Help and Support

Reply HELP to any message for support information. You may also email info@apex-ai-systems.com.

Data Protection and Privacy

• We do not sell, rent, or share your phone number with third parties for marketing purposes
• Mobile opt-in data and consent information are not shared with third parties or affiliates for marketing or promotional purposes
• Text messaging originator opt-in data and consent are not shared with any third party
• Limited sharing with service providers is permitted only as necessary to deliver messages on our behalf, and only under confidentiality obligations
• We do not use purchased, rented, or scraped contact lists

For complete details on how we handle your data, see our Privacy Policy.

Carriers

Carriers are not liable for delayed or undelivered messages. Message delivery is subject to effective transmission from your mobile carrier.

TCPA Compliance

Apex AI Systems complies with the Telephone Consumer Protection Act (TCPA) and all applicable federal and state regulations regarding text messaging. We only send messages to individuals who have provided express consent, honor all opt-out requests promptly, and maintain records of consent for all SMS recipients.

A2P 10DLC Compliance

Our text messaging service operates through registered A2P (Application-to-Person) 10DLC channels. Our brand and messaging campaigns are registered with The Campaign Registry (TCR) in compliance with carrier requirements.

Changes to This Policy

We may update this SMS Messaging Policy from time to time. Changes will be posted on this page with an updated effective date.