AI Usage & Responsible AI Policy

1. Where AI Is Used

ApexGen uses large language models (LLMs) in three places:

• Campaign AI Agents: conduct or assist conversations with your leads over email, SMS, and WhatsApp, and score/qualify them based on the conversation
• SmartHandoff™: monitors AI conversations and flags them for a human on your team when a lead is ready or asks for one
• In-app AI Assistant: the chat widget that helps visitors and customers navigate the product and answer questions about ApexGen

2. Model Providers

Depending on the feature and your configuration, ApexGen sends prompts to OpenAI, Anthropic, Groq, or a self-hosted open-weight model, as described in our Subprocessors list. These providers process the content of the conversation to generate a response; they do not have standing access to your full account or database.

3. What Data the AI Sees

AI features only receive the data needed to do their job: the relevant conversation history, the lead's available profile fields, and any instructions/system prompt you or ApexGen configured for that agent. We do not send your entire lead database, billing information, or other customers' data into any single AI request.

4. Model Training

We do not use your conversation or lead data to train AI models for the benefit of other customers. Our model provider agreements are configured, where offered, to opt out of using API-submitted data for provider-side model training.

5. Human Oversight

• You write and approve the system prompt, tone, and qualification criteria for every AI agent before it runs
• SmartHandoff™ is designed to bring a human into the loop before any commitment (pricing, contracts, meetings) is finalized with a lead
• You can review full conversation transcripts for any lead at any time from the Unified Inbox
• You can pause, edit, or delete any AI agent at any time
• No ApexGen AI feature makes final hiring, credit, legal, or safety decisions about individuals

6. Known Limitations

AI-generated messages can occasionally be inaccurate, repetitive, or miscalibrated in tone. We continuously tune prompts and qualification logic, but you are responsible for reviewing agent configurations and conversation quality for your own campaigns, and for ensuring outbound messaging complies with the laws applicable to your leads (see our Acceptable Use Policy).

7. Disclosure to Leads

Where required by applicable law, you are responsible for disclosing to your leads that they may be communicating with an AI system. ApexGen's templates support adding such disclosures to your campaigns.

8. Questions or Concerns

If you have questions about how our AI features work, or want to report unexpected AI behavior, contact apexgenteam@gmail.com.