Terms of Service

Welcome to Apex Tools AI. These Terms of Service (“Terms”) govern your access to and use of apextoolsai.com and the AI phone receptionist service (the “Service”) provided by Brown Neyra Sales 85 Corp (“Apex Tools AI,” “we,” “us”). By signing up, paying for, or using the Service you agree to these Terms.

1. The Service

Apex Tools AI provides a bilingual (English / Spanish) AI phone receptionist that answers calls on a phone number we provision through Twilio, books appointments through your configured AI tools, optionally syncs those appointments to your calendar or practice management software, and provides a dashboard, call logs, and reports.

2. Account, eligibility, and access

You must be at least 18 years old and authorized to bind your business to these Terms. You are responsible for keeping your password and OAuth tokens secure, and for all activity that occurs under your account.

3. Subscription and payment

Plans are billed monthly through Stripe. Setup fees are charged once at onboarding. Subscriptions auto-renew until you cancel. You can cancel at any time from the billing section of your dashboard or by emailing [email protected]; cancellation takes effect at the end of the current billing period. Setup fees are non-refundable. Subscription fees already charged are non-refundable except where required by law.

4. Acceptable use

You agree not to: use the Service for unlawful purposes; transmit content that is harassing, defamatory, fraudulent, or that infringes third-party rights; attempt to bypass security or rate limits; reverse-engineer the Service; resell or sublicense access without our written consent; or use the Service in a way that violates the rules of upstream providers (Vapi, Twilio, ElevenLabs, OpenAI, Cal.com, Stripe, Resend, Google, NexHealth, Calendly).

5. HIPAA and patient data

Apex Tools AI is currently not a HIPAA-covered Business Associate. We do not sign Business Associate Agreements. The Service is designed for general appointment-booking and reception workflows; you should not configure it to capture or store information classified as PHI under HIPAA (for example, do not have your AI ask patients to disclose specific medical history or treatment details on the call). If your practice requires a BAA, contact us before subscribing — we will tell you whether we can support your use case.

6. Third-party integrations

You can choose to connect Google Calendar, NexHealth, Calendly, Stripe, and similar services. Your use of those services remains governed by their own terms. We are not responsible for outages, bugs, or behavior changes in third-party services. If a third-party service revokes our access, the corresponding feature in our Service will stop working until you reconnect.

7. AI output

The AI receptionist generates responses using large language models. While we tune and instruct the AI to be accurate and to stay on-script, we cannot guarantee that every response is correct, complete, or appropriate for every situation. You are responsible for reviewing how your AI is configured (services, hours, FAQs) and for the conversations the AI has on your behalf. Apex Tools AI is not responsible for missed appointments, miscommunications, or business losses that result from AI output.

8. Service availability

We strive for 99.9% uptime but do not guarantee uninterrupted operation. Scheduled maintenance, third-party outages (Vapi, Twilio, OpenAI, Cloudflare), force majeure events, and security incidents may interrupt the Service. We will not be liable for downtime caused by upstream providers.

9. Intellectual property

The Apex Tools AI brand, software, and content remain our property. You retain ownership of your business data, configuration, call recordings, and customer data. You grant us a limited license to use that data to operate and improve the Service.

10. Termination

You may cancel any time. We may suspend or terminate access for breach of these Terms, non-payment, abuse of the Service, or activity that puts other customers or upstream providers at risk. On termination we delete personal data within 30 days, retaining only what is required for legal or tax purposes.

11. Disclaimer of warranties

The Service is provided “as is” without warranty of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be error-free or uninterrupted.

12. Limitation of liability

To the fullest extent permitted by law, in no event will Apex Tools AI’s aggregate liability exceed the amounts paid by you to us in the twelve (12) months preceding the claim. We will not be liable for indirect, incidental, special, consequential, or punitive damages.

13. Indemnification

You agree to indemnify Apex Tools AI from claims arising out of your use of the Service, your content, or your breach of these Terms.

14. Governing law

These Terms are governed by the laws of the State of Florida, USA, without regard to conflict-of-laws rules. Disputes will be resolved in the state or federal courts located in Broward County, Florida.

15. Changes

We may update these Terms. Material changes will be communicated by email at least 14 days before they take effect.

16. Contact

Questions about these Terms: [email protected]