Privacy Policy

Effective date: 19 June 2026  |  Last updated: 19 June 2026

This Privacy Policy explains how APEX ONE ("APEX ONE", "we", "us" or "our") handles information when you use the APEX ONE mobile application and related web app (the "App").

1. Information handled by the App

The App lets users create and manage business records, which may include names, business contact details, workforce records, course and certificate information, tasks, CRM records, inventory, orders, production records, compliance records, and locally drafted email content. The specific content is chosen by the user or the organisation operating the App.

The App may also store security and preference data such as a hashed app-lock PIN, encrypted API-key data, rate-limit state, settings, and diagnostic error records.

2. Local storage

Core operational records are stored locally on the user's device using browser or WebView storage. They are not automatically uploaded to an APEX ONE account or central database. Locally drafted emails are records only and are not delivered through an email service by the App.

3. AI Copilot

If the optional AI Copilot is used, the user's prompt and limited business context assembled by the App are sent over HTTPS to our server-side function and then to Anthropic for generation of a response. Do not enter information into Copilot that you are not authorised to disclose. Anthropic processes this information under its own applicable privacy terms and policies.

An API key configured by the operator is used only to provide Copilot functionality. Where an API key is entered in the App, it is stored on the device and can be encrypted using the app-lock PIN.

4. How information is used

• To provide business management, offline storage, export, security, and Copilot features.
• To preserve user preferences and session controls.
• To diagnose errors stored locally on the device.
• To protect the App and its services from misuse.

5. Sharing

We do not sell personal information. Information is shared only when necessary to provide a feature, comply with law, protect rights and security, or with the user's direction. Copilot inputs are shared with Anthropic as described above. Hosting and network providers, including Netlify, may process routine technical request data needed to operate the hosted service.

6. Retention and deletion

Local records remain on the device until the user deletes them, clears the App's storage, uninstalls the App, or resets its data. Copilot requests may be retained by service providers according to their applicable terms and configurations. Users can delete individual records in the App and can remove all local App data through Android system settings or by uninstalling the App.

7. Security

We use reasonable safeguards, including HTTPS for network requests, local app-lock controls, hashed PIN storage, and optional encryption for locally stored API keys. No method of storage or transmission is completely secure, and users should protect their devices and avoid entering unnecessary sensitive information.

8. Children's privacy

The App is intended for business and organisational use and is not directed to children under 13. We do not knowingly collect children's personal information through an APEX ONE account service.

9. User and organisational responsibilities

An organisation using the App may be the controller of personal information entered by its staff. That organisation is responsible for having an appropriate legal basis, providing required notices, respecting individual rights, and limiting access to authorised users.

10. Your rights

Depending on location, individuals may have rights to access, correct, delete, restrict, or object to processing of their personal information. Because core records are held locally, these actions can usually be performed directly in the App or through device settings. For organisation-managed data, contact the organisation that entered or controls the information.

11. International processing

When Copilot or hosted services are used, information may be processed in countries other than the user's country. Applicable service providers use their own legal and contractual safeguards for such processing.

12. Changes to this policy

We may update this policy when the App, service providers, or legal requirements change. The current version will remain available at this URL with its updated effective date.

13. Contact

Privacy questions or requests can be submitted using the developer contact details displayed on APEX ONE's Google Play Store listing. Please include "APEX ONE Privacy" in the subject or first line of the request.