Privacy Policy
Privacy Policy – Apollo AI Services
Last Updated: October 14, 2025
Quick Summary
We collect user input, emails, phone numbers, conversations, and payment info you provide through forms and AI chatbots.
We use this data to provide AI services, improve models (with anonymization), process payments, support customers, and conduct marketing (you can opt out).
We use third parties—Grok, OpenAI, Go High Level, and Twilio—to host, generate AI responses, and facilitate communications.
You can opt out of marketing and request deletion of your data at any time.
We do not transfer personal data internationally at this time.
For privacy requests, contact us at [email protected].
Who We Are
Apollo AI Services
Address: 918 Wagonwheel Drive, Fort Collins, Colorado, United States
Website: apolloaiservices.com
Privacy Contact: [email protected]
Scope
This Privacy Policy explains how we handle personal data when you use our website, forms, AI chatbots, and related services (the “Services”). By using the Services, you agree to this Policy.
Information We Collect
Information You Provide
User Input & Conversations: text and messages you send through our forms and AI chatbots.
Contact Details: name (if provided), email, phone number.
Payment Information: details you submit to pay for services (processed through our payment vendors; we do not store full payment card numbers on our servers).
How We Collect It
Forms and AI Chatbots on our website or integrated touchpoints.
We do not currently collect analytics/cookie tracking beyond what is strictly necessary to operate the site. If this changes, we will update this Policy and (where required) request consent.
How We Use Your Information
We use your data to:
Provide and operate the Services (including running prompts through AI systems).
Improve AI models and service quality (using anonymized data for training/fine-tuning).
Process payments and manage accounts.
Provide customer support and respond to inquiries.
Marketing and service communications (you may opt out of marketing any time).
Legal Bases (GDPR, where applicable)
When GDPR applies (e.g., to EEA users), we process data based on:
Contract (to provide the Services you request),
Legitimate interests (to improve and secure the Services, and send service updates), and
Consent (for optional marketing, where required).
You may withdraw consent at any time.
Automated Decision-Making & Profiling
Our Services include automated processing (e.g., AI-generated responses, routing, or prioritization). Where GDPR applies, you have the right to request human review, to express your point of view, and to contest a decision that produces legal or similarly significant effects.
Model Training and AI Data Handling
We may use anonymized user data for model training or fine-tuning to improve accuracy, safety, and performance.
We apply measures to remove direct identifiers before training and restrict access via encryption and access controls.
If you prefer that your inputs not be used for model improvement, contact us (see Your Choices).
Your Choices
Opt Out of Marketing: You can opt out of marketing emails at any time.
Deletion: You can request deletion of your data and/or account.
Model-Training Opt-Out (upon request): If you do not want your inputs used (even anonymized) for model improvement, email us and we will honor your preference going forward.
Data Sharing and Third Parties
We share personal data with service providers who help us run the Services:
Grok – AI processing and infrastructure support (AI responses/hosting).
OpenAI – AI inference and related processing (AI responses).
Go High Level – CRM, marketing automation, and (where enabled) payment workflows.
Twilio – Communications infrastructure (SMS/voice/email delivery).
What they do with data: These providers process personal data for hosting, AI responses, and communications under our instructions and contracts. We require them to protect your information and use it only for our stated purposes.
International Transfers: Not at this time. We currently do not transfer personal data outside the United States. If that changes, we will update this Policy and, where required, implement appropriate safeguards (e.g., Standard Contractual Clauses) and provide notice.
Data Retention
We retain personal data as long as your account remains active and as needed to provide the Services. If you request deletion, we will delete or anonymize your data unless we must keep certain information to comply with legal obligations, resolve disputes, or enforce agreements.
Security
We use encryption and access controls to protect personal data in transit and at rest, and we limit access to authorized personnel. No system is 100% secure; if we learn of a breach affecting your data, we will notify you and regulators as required by law.
Children’s Privacy
Our Services are not directed to children under 13, and we do not knowingly collect personal data from them. If you believe a child has provided us personal data, contact us and we will take appropriate steps to remove it.
Your Rights
Your privacy rights depend on your location. Regardless of location, we support:
Opt-out of marketing communications; and
Deletion requests.
If you are in the EEA/UK (GDPR)
You may also have the right to access, rectify, erase, restrict or object to processing, data portability, and not to be subject solely to automated decisions with legal/similarly significant effects. You may also lodge a complaint with your local supervisory authority.
If you are in California (CCPA/CPRA)
You may have the right to know/access specific pieces and categories of personal information we collect about you, delete, correct, opt out of “sale” or “sharing” of personal information, and limit use/disclosure of sensitive personal information, without discrimination for exercising these rights.
We do not “sell” or “share” personal information as those terms are defined by the CCPA/CPRA. If this changes, we will provide required notices and opt-out mechanisms.
How to Exercise Your Rights
Email us at [email protected] with the subject line “Privacy Request” and indicate the right you wish to exercise (e.g., access, deletion, opt-out of marketing, model-training opt-out). We may request information to verify your identity before acting on the request.
Do-Not-Track / Preference Signals
Our site does not currently respond to browser Do-Not-Track signals. If required by law in the future, we will update our practices and this Policy accordingly.
Changes to This Policy
We may update this Policy from time to time. If we make material changes, we will post the new Policy on this page and update the “Last Updated” date above. If required, we will provide additional notice (e.g., email or prominent site notice).
Contact Us
For any questions or requests regarding this Policy or your personal data, contact:
Apollo AI Services
[email protected]
918 Wagonwheel Drive, Fort Collins, Colorado, United States
Optional Add-Ons (tell me if you’d like me to include these)
Cookie Notice (if you plan to add analytics/advertising cookies later)
Data Processing Addendum (DPA) template for business clients
Records of Processing Activities (GDPR Art. 30) checklist
Incident Response/Breach Notice playbook summary