Apollo Automations logo Apollo Automations

Privacy Policy

Effective October 10, 2026 · previous version: October 9, 2026

1. Who we are

Apollo Automations builds a Mac app that installs AI assistants into a local business. The assistants run on your own Mac, and your business data lives with you. This policy explains what information we collect, what we deliberately do not collect, and what happens to the small amount of data that passes through our servers. It covers the apolloautomations.net website, our signup and account service, the Apollo Automations Mac app, and the AI Receptionist add-on.

If anything here is unclear, email us at apollo-automations-support@googlegroups.com and a person will answer.

2. What we collect when you sign up

When you sign up on our website, we collect:

  • Your name and your business name
  • Your email address
  • The name you chose for your assistant
  • The workflows you picked
  • Your answers to the setup questions those workflows need, such as your hours, services and prices, service area, preferred tone, and links like your booking page or review page

We use this information for exactly one purpose: to configure your own agents and deliver the service you bought. We do not use it for marketing profiles, we do not sell it, and we do not share it with anyone except the service providers listed in section 8, and only as far as they need it to do their job.

This account data is stored on our signup server and delivered to your Mac only over HTTPS, and only to a request that presents your signup code together with the matching email address. Requests are rate-limited by network address and by code, so the code cannot be guessed by trying many times.

3. What we deliberately never collect

Some things never reach us, by design:

  • Passwords. There are none anywhere in the product. Your signup code, delivered to your email, is your credential. If you lose it, we issue a new one.
  • An Anthropic account or API key from you. The AI is included in your plan and runs on Apollo Automations' own Anthropic account, so you never create or enter an Anthropic account or API key, and we never ask you for one.
  • Your day-to-day business content. The emails, drafts, customer records, and documents your agents work with are created and stored on your own Mac, not on our servers. The text an agent is working on, such as your business notes, is sent to Anthropic to get the AI's answer, as described in section 8.

4. Payments

Payments are processed by Stripe. Your card number goes directly to Stripe and never touches our servers. We never see or store card numbers. Stripe tells us only what we need to run your account: whether a payment succeeded or failed, and which plan it was for.

5. AI Receptionist calls

If you add the AI Receptionist, calls to your business line are answered by our voice provider, Retell. Here is what happens to each call:

  • When a call ends, Retell sends the transcript, a summary, and the call details (caller number, time, duration) to our relay server.
  • Before anything is stored on our relay, long runs of 13 or more digits — the length of card and account numbers — are redacted.
  • The relay holds the call only until your Mac app confirms it has received it. The moment your app confirms receipt, the transcript and summary are deleted from our relay server. The relay is a hand-off, not an archive.
  • Retell, our voice provider, also keeps its own copy of each call — the audio recording and the transcript — on our account for 30 days, after which Retell deletes it automatically (we set that limit on every receptionist we create). That copy exists so a call can be reviewed or a billing question settled. The receptionist tells every caller at the start of the call that it is an AI receptionist and that it will be taking notes; the notes are that transcript.
  • We keep one running number per account: your total answered minutes for the month. We use it to tell you before you approach your included minutes. It is a count, not a recording or a transcript.

If you are a caller who spoke with a business's receptionist: the receptionist introduced itself as an AI receptionist taking notes. Your call was transcribed, and recorded by our voice provider, and the transcript was delivered to that business. Questions about how a specific business handles its call records should go to that business.

6. Google user data

The Mac app can connect to your Google account, but only if you choose to and only after you grant permission on Google's own consent screen. Depending on the workflows you picked, the app may ask to:

  • Read and manage your Google Calendar, so your agents can check your open times and add bookings.
  • Read and write Google Sheets, so your agents can keep your customer records up to date.
  • Send email through Gmail, so messages your agents prepare, and you approve, go out from your own address.

How we handle that access:

  • Your Google data is accessed by the app running on your own Mac, and only to perform the workflows you chose. It is not copied to Apollo Automations' servers.
  • We do not use your Google data for advertising of any kind.
  • We never sell your Google data.
  • No human at Apollo Automations reads your Google data, except with your explicit consent, when necessary for security (such as investigating abuse), or when required to comply with the law.
  • We do not use your Google data to develop, improve, or train generalized artificial intelligence or machine learning models.

Google user data is sensitive data, and section 7 sets out in detail the specific technical and organizational measures that protect it — how the credential is encrypted and stored, how access tokens are held, who can reach them, and how quickly access can be revoked.

Apollo Automations' use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

You can revoke the app's access to your Google account at any time from your Google Account's permissions page, under Security, in the section for third-party apps with account access. Revoking access stops those workflows immediately and nothing else in the product breaks.

7. How we protect your data

This section sets out the specific measures that protect your information, and in particular the sensitive data the product touches: your Google account data, your AI Receptionist call transcripts, and your account credentials.

Encryption

  • In transit. Every connection is encrypted with HTTPS/TLS 1.2 or higher. That covers our website and signup service, the app's sync with our account server, the app's calls to Google's APIs, and the delivery of call transcripts from our voice provider to our relay. Plain HTTP is redirected to HTTPS; our pages are served with a strict Content Security Policy, X-Content-Type-Options: nosniff, X-Frame-Options: SAMEORIGIN, and a strict referrer policy. We do not accept user data over an unencrypted connection.
  • At rest — on your Mac. Secrets are stored in the operating system's own encrypted credential store: the macOS Keychain (the Windows Credential Manager on Windows). That includes your Google OAuth refresh token. It is encrypted by the operating system, protected by your login, and readable only by the Apollo Automations app running as you. It is never written to a plain-text file, never written into your agents' notes, and never transmitted to us.
  • At rest — on our servers. Account data is held on encrypted storage volumes at our hosting provider, in files readable only by the service account that runs our server process, with restrictive file permissions applied by the software itself.

Google credentials specifically

  • The long-lived refresh token issued by Google when you grant consent is written straight into your Mac's Keychain and nowhere else. It never reaches Apollo Automations' servers, is never logged, and is never included in diagnostics or error reports.
  • Short-lived access tokens are held in the app's memory only, never written to disk, and expire about an hour after they are issued. They disappear when the app quits.
  • We record which scopes you granted so the app can refuse work it has no permission for, rather than assuming permission it was never given. That record is a list of scope names — it contains none of your data.
  • Disconnecting really disconnects. Choosing "Disconnect Google" in the app revokes the token with Google directly and then deletes it from your Keychain, so the grant is gone at Google's end too, not merely forgotten at ours. You can also revoke it yourself at any time from your Google Account's permissions page.

Least privilege

  • We request the narrowest scopes that make the feature work. For email we request send-only access (gmail.send): the app can send a message you approved, and it cannot read your mail, list it, search it, label it, or delete it.
  • Email sending is a separate, additional consent on top of Calendar and Sheets. If you never grant it, it is never requested and never used.
  • Nothing goes out on your behalf without your approval. Messages and record changes your agents prepare wait for you to approve them before they are sent or written.

Access control, and who can see what

  • Your Google data, business documents, and day-to-day agent work stay on your own Mac. There is no copy on our servers for anyone at Apollo Automations to read, which is the strongest protection we can offer and the reason the product is built this way.
  • Access to the small amount of data that does sit on our servers — your signup details and account record — is restricted to the people who operate the service, and only for support, billing, and security work. Administrative access requires the account owner's own credentials and multi-factor authentication.
  • No human at Apollo Automations reads your Google data except with your explicit consent, when strictly necessary for a security investigation, or where the law requires it.
  • Our service providers receive only the specific data their job requires, as itemized in section 8.

Minimizing what exists to be lost

  • There are no passwords in the product, so there is no password database to breach. Your emailed signup code is the credential, it is delivered over TLS, requests for your configuration must present the code together with the matching email address, and those requests are rate-limited per network address and per code so a code cannot be guessed by repeated attempts. If a code is ever exposed, we revoke it and issue a new one.
  • Card numbers never touch our servers. Payment details go directly to Stripe, a PCI-DSS Level 1 certified provider.
  • Call transcripts are redacted and then discarded. Before a transcript is stored on our relay at all, runs of 13 or more consecutive digits — the length of card and account numbers — are stripped out. The relay then holds the call only until your Mac confirms it has received it, and deletes it at that moment. It is a hand-off, not an archive.

Operational security

  • Our servers run a small, deliberately minimal codebase and are kept patched; the software fails closed, refusing to act rather than acting without the configuration it needs.
  • Logs are written to record that something happened, not to record its contents: credentials, API keys, OAuth tokens, and Google user data are never logged.
  • Changes to the product are reviewed and tested before release, including automated tests covering the approval gate and the Google permission checks described above.

If something goes wrong

If we become aware of a breach affecting your personal data or your Google user data, we will investigate immediately, revoke and rotate any affected credentials, and notify affected users by email at their account address without undue delay — and in any event within 72 hours of becoming aware of it — describing what happened, what data was involved, and what you should do. To report a security problem to us, email apollo-automations-support@googlegroups.com; we will acknowledge it and keep you informed.

No system is perfectly secure, and we will not claim otherwise. What we can say is that we have deliberately built the product so that the overwhelming majority of your data never leaves your own computer, and so that the little that does is encrypted, minimized, and short-lived.

8. Service providers we use

We keep the list short, and each provider receives only what its job requires:

  • Anthropic powers the AI models behind your agents. The text your agents work on, including your business notes, is processed by Anthropic under Apollo Automations' own Anthropic account, which is included in your plan. You do not hold an Anthropic account or key.
  • Retell answers phone calls, only if you have the AI Receptionist add-on.
  • Stripe processes payments.
  • Resend delivers our transactional email, such as your welcome email with your signup code.
  • Google APIs are used in two ways: for the Google services you personally connect, as described in section 6 — and, on our side, when you sign up we record your name, business name, email, and signup date in our own customer-records spreadsheet, which is hosted in Google Sheets. That is our internal record of who our clients are; it is never used for advertising and never shared or sold.

9. Cookies and analytics

Our website sets no tracking cookies. We run no analytics scripts and no advertising pixels. We do not track you across the web, and there is nothing to opt out of.

One technical note: our pages load their typefaces from Google Fonts, which means your browser requests those font files from Google's servers — Google receives your IP address as part of serving the files, as it would for any website using the service. No cookies are involved.

10. How long we keep data, and how to delete it

  • Account data (your signup details and workflow answers) is kept while your subscription is active, because your app needs it to sync.
  • Call transcripts are deleted from our relay as soon as your app confirms receipt, as described in section 5.
  • Monthly minute totals are kept as billing records.

To delete your account data, email apollo-automations-support@googlegroups.com from your account email and we will delete it. Anything on your own Mac is yours; deleting our copy does not touch it. You can revoke the app's Google access yourself at any time from your Google Account's permissions page, without contacting us.

11. Children

Apollo Automations is a tool for running a business. It is not directed at children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, email us and we will delete it.

12. Changes to this policy

If we change this policy, we will post the updated version on this page with a new effective date. If a change meaningfully affects how we handle your data, we will also email you at your account address before it takes effect.

13. Contact

Questions, requests, or concerns about your data: email apollo-automations-support@googlegroups.com. That inbox is read by a person.