Privacy Policy

Effective October 19, 2026

Plain-English summary: we keep your company's data to run the service for you — nothing else. We don't sell it, we don't use it to train AI, and we don't share it except with the providers that make the service work (hosting, telecom, AI, e-mail, payments, bank connections), each bound to use it only for that. Your customers' data is yours; you're the one responsible to them.

1. Who we are

Apex Pest Solutions LLC, Milton, Vermont, doing business as Apex Pest Software ("APS", "we", "us"). This policy covers the APS website, app and the services around it. It applies to account holders and their staff, and it explains how we handle the information of your customers that you put into APS.

2. Information we collect

Account information — company name, state, your name, e-mail, password (stored hashed), role, and the settings you enter (services, prices, hours, service area, the Canon).
Your business data — customers, contacts, addresses, jobs, pesticide application records, invoices and payments, notes, photos, supplies, equipment, vehicles, and anything you import from a previous system.
Communications — texts, calls (and recordings and transcripts when you turn recording on), voicemails and e-mails that pass through your APS number and connected mailbox, including the words Aggie says.
Connected services — if you connect Gmail, we read and send mail in that mailbox on your behalf; if you connect a bank through Plaid, we receive transactions and balances; if you connect Square, we receive payment and payout records. Each connection is optional and can be removed in settings.
Usage and device data — log entries (who did what, when), IP address, browser type, and diagnostics needed to keep the service running and secure. We don't use advertising trackers.

3. How we use it

To provide the service: scheduling, records, invoicing, the inbox, and Aggie's answers, drafts, calls and bookings.
To bill you (3.5% of invoiced sales) and to send service e-mails (verification, password reset, receipts, important notices).
To keep the service secure, diagnose problems, and improve it. Aggregate, de-identified statistics (e.g., average response time) may be used to improve APS.
To comply with law and carrier requirements, including business text-messaging registration.

We do not sell personal information and we do not use your data to train AI models. AI requests are sent to our AI provider to produce a response and are not used by them for training under our agreement.

4. Who we share it with

Only providers that process data to run APS, under contracts that limit them to that purpose:

Hosting and database — Railway (servers and Postgres databases, United States).
Telephone and text — Twilio (numbers, calls, texts, recordings, transcriptions).
AI — Anthropic (the model behind Aggie).
E-mail — Google (when you connect Gmail) and our transactional e-mail provider for service messages.
Payments — Square (your fees to us, and your customers' payments when you connect it).
Bank connections — Plaid (only if you connect a bank).
Maps, weather and labels — Google Maps (geocoding, drive times), Open-Meteo (weather), U.S. EPA (pesticide registrations) — addresses and product names only.

We'll also disclose information if the law requires it, to protect someone's safety, or as part of a sale or merger of the business (we'll tell you first).

5. Your customers' information

You decide what goes into APS about your customers and you're responsible to them for it, including consent to be texted or called and for call recording where you operate. We act on your instructions. If one of your customers contacts us about their data, we'll refer them to you and help you respond.

6. Security

Data is encrypted in transit (TLS); secrets such as API keys and connected-service tokens are stored encrypted (AES-256-GCM); each company's data is separated at the database level by row-level security; access inside APS is by role; actions are logged. No system is perfectly secure — if we learn of a breach affecting your data we'll notify the account owner without undue delay and as the law requires.

7. Retention

We keep your data while your account is open. After closure you have 30 days to export; then we delete your company's data, except backups that expire on their own schedule and records we must keep by law (e.g., billing). Call recordings and transcripts are kept with the call record for as long as the account is open.

8. Your choices and rights

Ask us for an export of your data at any time; we provide it as CSV within 30 days (sooner in practice).
Correct or delete records yourself in the app; ask us for anything you can't reach.
Disconnect Gmail, Plaid or Square at any time in settings.
Depending on where you are, you may have rights to access, correct, delete or port personal information, or to object to certain processing. E-mail us and we'll respond within the time the law sets. We won't treat you differently for using them.

9. Cookies

APS uses a login session (a token in your browser's storage) and a few preferences (e.g., which view you were on). No third-party advertising cookies.

10. Children

APS is for businesses and not directed at anyone under 18; we don't knowingly collect children's information.

11. Where data lives

APS is operated from the United States and data is stored there. If you use APS from elsewhere, you're sending your data to the U.S.

12. Changes

We'll post updates here and e-mail account owners about material changes at least 30 days before they take effect.

13. Contact

Apex Pest Software · Milton, Vermont · chris@apexpestsolutionsllc.com