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Terms of Service

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

These terms are the agreement between you and Apollo Automations for using our service. We wrote them to be read, not skimmed. If anything here is unclear, email us at apollo-automations-support@googlegroups.com before you sign up.

1. What the service is

Apollo Automations is a Mac app that installs AI agent workflows into your business. The agents draft replies, follow up with leads, respond to reviews, prepare quotes, post to your social accounts, and file your customer records, depending on which workflows are included in your plan. You can also add the AI Receptionist, an optional add-on that answers your business phone line.

The app runs on your own Mac. Your business data stays on your machine.

2. What you need to use it

  • A Mac. The app does not run on Windows or on phones.
  • Nothing else for the AI. The agents run on Anthropic's AI service through Apollo Automations' own Anthropic account, and the AI is included in your monthly fee. You do not create an Anthropic account or an API key, and you do not pay Anthropic anything.

3. Your account and signup code

There are no passwords. When you sign up, we email you a signup code. That code, together with your email address, is how the app knows the account is yours. The welcome email is your account record.

Keep your signup code secret, the same way you would a key to your office. Anyone who has it can set up the app as you. If you lose it or think someone else has it, email us and we will cancel the old code and issue a new one.

4. Fees

  • Setup fee: $500, charged once at signup.
  • Monthly subscription: $165 per month. This covers the platform, the workflows you choose, and the AI use described below. Every workflow is available to every plan, and the Weekly Owner Report comes with every plan.
  • AI Receptionist add-on (optional): $100 per month.

Subscriptions are billed monthly through Stripe, our payment processor. If we ever change prices, we will give you at least 30 days' written notice, and a change never takes effect in the middle of a billing period you have already paid for. The monthly fee includes up to $57 of AI use a month at full strength. Past that, Apollo keeps your workflows running every day on a lighter, lower-cost setting.

If a payment fails. We email you right away. Everything keeps working for 14 days, and you can pay what is owed at any point in those 14 days (we email you a payment link), with no setup fee and no interruption. If it is still unpaid after 14 days, your service is paused until it is paid: the AI stops running, and we delete your AI Receptionist and its phone number (a call already in progress is allowed to finish first). A deleted number cannot be recovered, so before then, follow the steps in Section 9. Pay what is owed and the AI resumes right away, and within one business day we set your receptionist up again, on a new number, with no setup fee. If it is still unpaid 30 days after the payment first failed, your subscription is cancelled under Section 9.

5. The AI Receptionist allowance

The AI Receptionist add-on includes 500 minutes of answered calls per month, which is roughly 150 calls for a typical business.

A call already in progress is never interrupted, throttled, or disconnected — for any reason, at any number of minutes. That part is absolute.

If your usage is heading past 500 minutes in a month, we will tell you before you get there.

The receptionist tells every caller, at the start of every call, that it is an AI receptionist and that it will be taking notes. That notice is part of the service and you agree not to remove or shorten it. Calls are transcribed, and recorded by our voice provider, as described in the Privacy Policy. Call-recording and consent rules vary by the caller's location; you are responsible for any requirement that applies to your business beyond that notice.

If your usage goes over 500 minutes in two months in a row, we may pause the receptionist between calls for the rest of that second month. It answers again on the 1st, when your minutes start over, and your phone number is kept for you during that pause. A failed payment is different: it follows Section 4, and your number is deleted.

6. Drafts and approval

By default, the agents draft. Nothing is sent, posted, or published in your name until you approve it. That is how the service is built, and it is your protection.

Some workflows offer an auto-send option that you can turn on yourself, per workflow, once you trust it. If you approve a draft, or you turn on auto-send for a workflow, you are responsible for the content that goes out. Review what the agents write the same way you would review work from a new employee.

The Hiring Helper never offers auto-send. Every interview invite and every decline is sent by you personally, after you have read it, because each one is an employment decision that a person has to make.

7. Your responsibilities

  • Give us accurate information about your business at signup. The agents are configured from your answers, and wrong answers produce wrong work.
  • Keep your own third-party accounts in good standing: your Google account, your social media accounts, and any others your workflows connect to. We do not control those services and cannot fix problems inside them.
  • Use the service lawfully, including any laws that apply to your industry and your communications with customers.
  • Keep your signup code confidential (Section 3).

8. Acceptable use

Do not use the agents for anything unlawful or deceptive, and do not use them to send spam. If you do, we may suspend or terminate your service under Section 13.

9. Cancellation and refunds

You can cancel at any time by emailing us at apollo-automations-support@googlegroups.com. Cancellation takes effect at the end of your current billing period, and you will not be charged again after that. If you have the AI Receptionist, it keeps answering through the end of the period you paid for.

Your AI Receptionist number is deleted the day your service stops: when your cancellation takes effect, or on day 14 of an unpaid payment (Section 4). At that point the receptionist stops answering, and we delete it and release its number back to the phone carrier (releasing can take a few days, but the number is never yours again). A deleted number cannot be recovered. We do not transfer numbers to clients or reserve them, and the phone carrier may later give the number to someone else. Before that day, it is up to you to:

  • turn off call forwarding if you forward your business line to the AI Receptionist (on many carriers you dial *73; ask yours how, then call your own number to check), so calls to your own number keep reaching you; and
  • replace the AI Receptionist number anywhere you have published it (your website, Google Business Profile, social media, ads, business cards, vehicles, signage) with a number you will keep.

We will remind you of this when you cancel or a payment fails, and again 3 days before the number is deleted. The reminders are a courtesy: these steps are your responsibility even if a reminder does not reach you.

The setup fee is refundable in full if you cancel before your installation and onboarding has begun. Once onboarding is underway, the setup fee is non-refundable, because the work it pays for has been done.

10. Who owns what

You own your business data and everything the agents produce for you: the drafts, replies, posts, quotes, records, and reports. It is yours during the service and after it ends.

Apollo Automations owns the software, the workflow templates, and everything else that makes the service run. Your subscription is a license to use them, not a transfer of ownership.

11. Honest disclaimers

  • AI-generated drafts can contain errors. Review them before you approve them. That is what the approval step is for.
  • The service is provided "as is." We work to keep it reliable, but we do not promise it will be error-free or uninterrupted.
  • We do not guarantee specific business results. The agents do real work, but your revenue, bookings, and reviews depend on your business, not just our software.
  • Parts of the service depend on third parties we do not control: telephony carriers, AI providers such as Anthropic, and services such as Google. If one of them has an outage, the parts of the service that rely on it may be affected until they recover.

12. Limitation of liability

If something goes wrong and we are liable to you, our total liability is capped at the fees you paid us in the 3 months before the claim arose. We are not liable for indirect or consequential damages, such as lost profits or lost business opportunities. Some states do not allow certain limitations, so parts of this section may not apply to you.

Once your AI Receptionist number is deleted (Sections 4 and 9), and while your receptionist is paused (Section 5), we are not responsible for any call, message, lead, booking, customer or sale that is missed, misdirected or lost because someone called or texted that number. That includes calls forwarded from your business line that you did not switch off, and calls that reach whoever the carrier gives the number to next. This is in addition to the limits above. It does not cover our own delay if we take longer than one business day to set your receptionist up again after you have paid (Section 4).

13. Termination for breach

If you materially breach these terms, including the acceptable use rules in Section 8, we may suspend or terminate your service. Where practical, we will tell you what the problem is and give you a chance to fix it first. Termination has the same effects as a cancellation under Section 9, including deleting your AI Receptionist number.

14. Changes to these terms

If we change these terms, we will give you written notice before the changes take effect. Continuing to use the service after that date means you accept the updated terms. If you do not accept them, you can cancel under Section 9.

15. Governing law

These terms are governed by the laws of the State of New York, without regard to its conflict-of-laws rules.

16. Contact

Questions about these terms, your account, or your bill: apollo-automations-support@googlegroups.com. A person reads it.