Apollo Automations logo Apollo Automations

Privacy Policy

Effective August 27, 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 7, 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.
  • Your Anthropic API key. You enter it once, on your own Mac, inside the app. It is stored in your Mac's Keychain and is never transmitted to us. Our servers never see it and never ask for it.
  • 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.

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: that a payment succeeded 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 record of calls (transcript and, depending on settings, a recording) on our account under its own retention practices — that copy exists so calls can be reviewed and billed. Callers to a business using the AI Receptionist should be aware their call is answered by an automated assistant and transcribed for that business.
  • 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: your call was transcribed and delivered to that business, exactly as if a person there had taken notes. 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.

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. 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 app talks to Anthropic using your own API key, from your own Mac, under your own Anthropic account.
  • 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. Contact

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