Privacy Policy

Apex Pulse Dental is operated by Apex Pulse LLC ("Apex Pulse," "we," "us," or "our"). We provide software and marketing services for dental practices; we do not provide dental care. This policy explains information used for our own website and business relationships, and separately explains information we process for client practices.

1. Website visitors and customer representatives

When you ask about Apex Pulse, request a demo, contact support or become a customer, we may collect your name, practice or business name, email, phone number, messages, requested meeting details and information needed to respond. Our homepage provides email and phone links and a chat widget for contacting Apex Pulse. Emailing us does not by itself grant SMS consent.

The website chat widget may collect your name, phone number, message and the separate informational and promotional SMS choices you make. Widget and CRM records may also include consent source, timestamp, disclosure or form reference, preference changes and message or delivery metadata. We use these records to respond, administer the requested service and document the permissions for messaging.

Customer setup may include business contact information, authorized users, practice hours, services and other approved configuration. Billing is processed through payment providers such as Stripe. We receive billing references and payment status; we do not store full card numbers in the Apex application.

2. How we use our business information

• Respond to inquiries, arrange requested demos or meetings and provide customer support.
• Set up and maintain services, manage accounts and billing, and send relevant service notices.
• Send informational or promotional SMS only for the separate purposes you have agreed to.
• Keep consent and opt-out records, investigate errors, prevent abuse and meet legal or recordkeeping obligations.
• Understand use of our website and services and improve their reliability.

3. Apex Pulse SMS choices and privacy

Our own business SMS program concerns Apex Pulse inquiries, requested demos, customer support, service updates and separately opted-in promotions of our products and services. Informational and promotional choices in the website widget are independent and optional. SMS consent is optional and is not required to purchase. Providing a phone number alone does not grant promotional consent.

Message frequency varies. Message and data rates may apply. Messages may use automated technology. Reply STOP to opt out of SMS from this program; you may receive one confirmation. Reply HELP for help, or contact [email protected] or (310) 922-3499. See the SMS program terms.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4. Information processed for dental practices

Where a practice has an authorized, configured service, we may process information on its behalf: patient contact details, the practice's consent and suppression records, messages, appointment requests and scheduling or outcome information supplied through approved connections. The practice determines the purpose of its patient communications and is responsible for its own notices, permissions and appropriate sender registration.

This is separate from Apex Pulse's own business marketing. Patient consent to a practice does not authorize Apex Pulse promotions or another practice's outreach. Access is intended for the relevant practice and authorized service personnel, not other practices. The details depend on the signed customer and data-processing agreements and the actual enabled features; this page does not declare patient services live.

For requests concerning a practice's records, contact that practice first. If you contact us, we will coordinate with the responsible practice and verify authority before disclosing or changing records.

5. Providers and other disclosures

HighLevel/LeadConnector hosts the website chat widget and associated CRM and messaging functions and processes widget submissions and related records. Communications also depend on delivery providers and mobile networks. Their services may have their own policies; provider policy links in the stock widget do not replace this Apex Pulse policy.

Depending on the service actually used, the existing Apex software also integrates with Twilio for communications, Stripe for payments, Anthropic and OpenAI for enabled AI processing, and email delivery services. These providers are not all involved in every website visit or message. AI processing is subject to the enabled service and approved data path; we do not claim that all provider contracts or health-data arrangements are already in place.

We disclose information to necessary hosting, communications, payment and support providers for the applicable service, to the relevant client practice when acting for it, and when required by law or needed to protect rights, security or safety. We do not sell, rent or trade personal information for third-party marketing.

If our business is acquired or reorganized, relevant business records may transfer subject to applicable law and privacy obligations, with advance customer notice. This does not authorize transfer of mobile information or SMS consent for the buyer's or another party's separate marketing program.

6. Cookies, logs and third-party content

Our site and service use technical records such as IP addresses, browser information, request times and pages requested for operation and security. Authenticated parts of the service use session cookies. The chat widget and other third-party content may use their own cookies or similar browser storage to operate and retain interaction state. The site loads Google Fonts and the LeadConnector widget; those requests disclose normal connection information to their providers.

Usage or analytics information may be processed where the relevant service is enabled. Browser and security settings can limit tracking or third-party content. You may manage cookies through your browser; blocking them can affect sign-in or chat features.

7. Retention and deletion

We retain information for as long as reasonably needed for the purpose it was collected, active service, documented consent or suppression, billing reconciliation, dispute handling, security and applicable legal obligations. The period varies with the record and system. Opting out stops the relevant messaging; it does not necessarily erase the suppression record needed to honor the opt-out.

Account deactivation suspends access while preserving records. A verified deletion request is handled for the relevant account and systems, subject to legal duties and the responsible practice's instructions. We do not promise a universal two-year deletion schedule, immediate deletion from every provider, or that all backups disappear when an account is cancelled.

In the legacy Apex application deletion process, one access-restricted AES-256-GCM encrypted recovery copy is retained for 30 days solely for disaster recovery and deletion-error correction. That application's recovery process is distinct from HighLevel and other providers' records and retention. Ask us about the systems involved in your request.

8. Access, correction and other requests

You may contact us to request access to, correction of or deletion of information, ask about your consent choices, or raise a privacy concern. We may need to verify your identity and authority and account for legal obligations before acting. Available rights and exceptions depend on the applicable law. Practice representatives may also use the account tools that are enabled for their service. Cancellation and billing terms remain in your signed agreement and our Terms.

9. Security and location of processing

We use reasonable safeguards appropriate to the information and system, including access controls and protected connections. The existing Apex application uses encrypted production storage and backups; individual connected providers have their own safeguards. No transmission or storage method is completely secure, and we cannot guarantee absolute security.

We operate in the United States. Information may be processed in the United States and other locations where our service providers operate, subject to applicable agreements and law.

10. Children and health information

Our business website and own-brand SMS program are intended for adult business representatives, not children under 13. Do not submit patient records or sensitive health information through our sales chat. If you believe a child submitted information directly to this website, contact us so we can investigate and take appropriate action.

Patient records processed for a practice are a separate context and may include minors where lawfully authorized by the practice. Production use involving protected health information requires a signed Business Associate Agreement and an approved data path before that feature is activated. This is not a blanket certification of every practice setup. This policy does not authorize an unapproved data connection.

11. Changes

We may update this policy and will show the revision date here. Material changes will be communicated to customers by email at least 30 days before taking effect. Changes do not expand an existing SMS permission or override a signed customer agreement.

12. Contact

For privacy requests or questions: