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Privacy Policy

Effective 7 October 2026

How Apex Automate Ltd collects, uses, shares, and protects personal data, and the rights you have over it.

Who we are

Apex Automate Ltd is a company registered in England and Wales (Company Registration Number 15803753) with its registered office at 6 Gulls Croft, Braintree, CM7 3RT.

We act as data controller for information we collect for our own purposes (such as enquiries, sales, and marketing) and as data processor for data our clients manage through the systems we build and operate for them. This policy covers our website, sales communications, and marketing activities.

You can contact us about anything in this policy at support@apexautomate.io.

Our privacy commitment

We collect personal information only when we genuinely need it, process it lawfully and transparently, and keep it for no longer than necessary. We use commercially reasonable technical and organisational measures to protect it, and we do not sell or publicly share your personal information.

What we collect

  • Enquiry and lead data: name, phone number, email, business details, job descriptions, and marketing preferences.
  • Client and contract data: billing information, contracts, and access credentials (we never store full card numbers).
  • Calls, chats and AI interactions: call recordings and AI-generated transcripts and summaries, conversation logs, and voice-to-text processing.
  • Website and technical data: IP address, browser information, page analytics, and cookie identifiers.
  • Prospecting data: business contact information from enrichment tools used for B2B outreach.

How we use your data

  • Responding to enquiries and providing quotes.
  • Delivering and supporting client systems.
  • Processing payments and managing contracts.
  • Service communications such as onboarding, support, and invoicing.
  • Marketing outreach where you have consented or where we have a legitimate interest.
  • Improving our website through analytics.
  • Meeting legal and regulatory obligations.

Who we share data with

We share data with service providers who help us run our business, each under contracts requiring them to protect it:

  • CRM, automation and AI agents: GoHighLevel.
  • Workflow automation: n8n, Supabase, Zapier.
  • Website hosting: Lovable.dev, Vercel.
  • Payments: Stripe, PayPal.
  • Email and outreach: Instantly.ai, Google Workspace.
  • Contact enrichment: AnyMailFinder and similar services.
  • Analytics: Google Analytics.
  • AI processing: Anthropic, OpenAI, VAPI.

International transfers

Some of our providers process data outside the UK and EEA. Where they do, transfers are protected by Standard Contractual Clauses or other certified transfer mechanisms.

Cookies

Our website only sets non-essential cookies if you agree. When you first visit, we ask whether we may use Google Analytics. If you accept, Google Analytics sets first-party cookies (_ga and _ga_<ID>, kept for up to 2 years) so we can count visits, see which pages are read and measure enquiries. Google processes this data on our behalf. Advertising and personalisation features are switched off.

If you reject, or ignore the question, the Google Analytics code is not loaded at all. We store your choice in your browser's local storage so we do not ask on every page.

You can change your mind at any time using “Cookie settings” in the website footer. Withdrawing consent deletes the analytics cookies. Embedded tools from our partners, such as the booking calendar, may set their own necessary cookies when you use them.

How long we keep data

  • Enquiry and lead data (inactive): up to 24 months, then deleted or anonymised.
  • Client and billing data: for the duration of our relationship plus 6 years.
  • Call recordings and transcripts: typically 12 months at most.
  • Marketing consent records: until you opt out, plus a record of the opt-out itself.

Your rights

Under UK GDPR you can:

  • Access the personal data we hold about you.
  • Correct inaccurate information.
  • Request erasure (the right to be forgotten).
  • Restrict or object to processing.
  • Receive your data in a portable format.
  • Withdraw consent at any time.
  • Opt out of marketing.
  • Lodge a complaint with the Information Commissioner's Office at ico.org.uk.

Children's privacy

Our services are aimed at businesses and adults only. We do not knowingly collect data from anyone under 18.

Changes to this policy

We may update this policy from time to time. The effective date above reflects the current version, and continued use of our services indicates acceptance.