Privacy Policy

Privacy Policy

Apollo One ("we," "our," or "us") is committed to protecting the privacy and security of your information. This Privacy Policy explains how we collect, use, store, share, and protect data when you use our AI-powered phone agent platform and associated services.

By using Apollo One, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our services.

1. Information We Collect

We collect information in the following categories:

Account Information: When you register for Apollo One, we collect your name, email address, phone number, restaurant name, restaurant address, and billing information.

Restaurant Operational Data: To configure and operate your AI phone agent, we collect menu items, pricing, hours of operation, reservation availability, POS system credentials, reservation platform credentials, and custom agent preferences and settings.

Call Data: When Apollo One handles calls on behalf of your restaurant, we may collect caller phone numbers, call duration and timestamps, call transcripts and summaries, order details placed during calls, reservation requests made during calls, and call outcome and resolution status.

Usage and Analytics Data: We automatically collect information about how you interact with the platform, including dashboard activity, login history, feature usage, device and browser information, and IP address.

Third-Party Integration Data: When you connect Apollo One to POS systems, reservation platforms, or other third-party tools, we collect and process data transmitted through those integrations as necessary to deliver the service.

2. How We Use Your Information

We use the information we collect to operate, deliver, and improve the Apollo One platform, configure and customize your AI phone agent, process phone orders and reservation requests on behalf of your restaurant, generate performance reports and analytics accessible through your dashboard, communicate with you about your account and service updates, process payments and manage your subscription, improve our AI models and call handling accuracy, detect and prevent fraud and unauthorized access, and comply with legal obligations.

We do not sell your personal information or your restaurant's data to third parties.

3. How We Share Your Information

We may share your information in the following limited circumstances:

Service Providers: We share data with trusted third-party vendors who assist in delivering our services, including cloud hosting, payment processing, and telecommunications providers. These providers are contractually obligated to protect your data and use it only for the purposes we specify.

Third-Party Integrations: When you connect Apollo One to POS systems, reservation platforms, or other tools, data is transmitted to those platforms as necessary to fulfill orders, bookings, and other restaurant operations. Your use of those platforms is governed by their own privacy policies.

Legal Compliance: We may disclose information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, safety, or property of Apollo One, our users, or the public.

Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

We will never share call recordings, transcripts, or customer order data with advertisers or unrelated third parties.

4. Call Recording and Consent

Apollo One may record, transcribe, and analyze phone calls handled on behalf of your restaurant for the purposes of order accuracy, quality assurance, dispute resolution, and service improvement.

Washington State law (RCW 9.73.030) requires all-party consent for call recording. If your restaurant operates in Washington or receives calls from Washington residents, you are responsible for ensuring callers are informed that calls may be recorded. We recommend incorporating a disclosure into your AI agent's greeting, and we provide tools within the platform to enable this.

Apollo One is not liable for your failure to comply with applicable call recording consent laws.

5. Text Messaging (SMS) Program and Terms

This section describes Apollo One's SMS program and constitutes the complete terms of that program.

Program description: Apollo One sends text messages (SMS) on behalf of participating restaurants to callers who request them. Messages are transactional only, consisting of confirmations of orders placed or reservations booked during a phone call handled by Apollo One — for example: "Mario's Pizzeria: Your pickup order is confirmed and will be ready at 6:15 PM. Sent via Apollo One. Reply STOP to opt out." We do not send marketing, promotional, or advertising text messages through this program.

How consent is obtained (opt-in): During a phone call to a participating restaurant, the Apollo One agent may ask the caller whether they would like a text confirmation, using language substantially similar to: "Would you like a text confirmation of your order? Message and data rates may apply." A text message is sent only if the caller verbally agrees. Consent is not a condition of purchasing any goods or services. Calls are recorded and transcribed (see Section 4), and records of each caller's consent are retained.

Information we collect and how it is used: To operate this program, we collect and process the caller's mobile phone number, consent status, opt-out status, message delivery records, and the order or reservation details contained in the confirmation. This information is used solely to send requested messages, honor opt-out requests, and maintain records of consent.

No sharing for marketing: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be sold or shared with any third parties. Mobile information is shared only with our telecommunications service providers as necessary to deliver messages, and with the participating restaurant fulfilling the caller's order or reservation.

Message frequency: Callers who opt in receive approximately 1–3 messages per order or reservation. Message frequency varies based on caller activity.

Fees: Message and data rates may apply according to the caller's mobile carrier plan. Apollo One does not charge callers for text messages.

Opt-out: Callers may opt out at any time by replying STOP (or UNSUBSCRIBE, CANCEL, END, or QUIT) to any message. After opting out, the caller will receive a single message confirming the opt-out, and no further messages will be sent. Opt-out requests are honored across all participating restaurants messaging from the same Apollo One number. Callers who opt out may re-enroll by verbally requesting text confirmations on a future call.

Help and support: Contact us at apollooneco@gmail.com.

Carrier disclaimer: Supported carriers may vary. Mobile carriers are not liable for delayed or undelivered messages.

6. Data Retention

We retain your data for as long as your account is active and as necessary to provide the service. Specifically, account information is retained for the duration of your subscription and for a reasonable period after termination for legal and administrative purposes. Call data, including transcripts and recordings, is retained for up to 1 year unless a longer retention period is required by law or requested by you. Usage and analytics data is retained in aggregated and anonymized form and may be kept indefinitely for product improvement purposes.

Upon account termination, you may request deletion of your data by contacting us at apollooneco@gmail.com. We will process deletion requests within 30 days, except where retention is required by law.

7. Data Security

We implement industry-standard technical and organizational measures to protect your information, including encryption of data in transit and at rest, access controls and authentication requirements, regular security assessments, and secure cloud infrastructure with trusted providers.

While we take reasonable measures to protect your data, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials and notifying us promptly of any unauthorized access.

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

Access: You may request a copy of the personal information we hold about you.

Correction: You may request that we correct inaccurate or incomplete information.

Deletion: You may request that we delete your personal information, subject to legal retention requirements.

Data Portability: You may request your data in a structured, commonly used format.

Opt-Out of Communications: You may opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

To exercise any of these rights, contact us at apollooneco@gmail.com. We will respond within 30 days.

9. Cookies and Tracking

The Apollo One website and dashboard may use cookies and similar technologies to maintain your session and login status, analyze usage patterns and improve the platform, and remember your preferences.

You can manage cookie preferences through your browser settings. Disabling cookies may affect certain functionality of the platform.

10. Children's Privacy

Apollo One is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child's information has been collected, we will take steps to delete it promptly.

11. California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to request deletion, and the right to opt out of the sale of personal information. Apollo One does not sell personal information. To submit a CCPA request, contact us at apollooneco@gmail.com.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes via email or through the platform. Your continued use of Apollo One after changes take effect constitutes acceptance of the updated policy.

13. Governing Law

This Privacy Policy is governed by the laws of the State of Washington, United States.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us at:

Apollo One Email: apollooneco@gmail.com

By using Apollo One, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.