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SMS Policy & Terms

Effective date: June 24, 2026

Apex Tools AI (“we”, “us”, “our”) utilizes SMS text messaging to communicate with clients, practice owners, and patients or prospective patients of the dental and medical practices we serve. This SMS Policy outlines our practices regarding text communications and our strict commitment to compliance with the Telephone Consumer Protection Act (TCPA), the Florida Telephone Solicitation Act (FTSA), and CTIA carrier guidelines.

1. Brand & Sender Identification

  • Brand Name: Apex Tools AI
  • Website: apextoolsai.com
  • Contact Email: hello@apextoolsai.com
  • Sender Numbers: Authorized Toll-Free numbers and/or registered 10-Digit Long Codes (10DLC).

2. Prior Express Written Consent & Opt-In Methods

We only send SMS messages to individuals who have provided prior express written consent. By opting in through any of our available methods, you acknowledge that your consent acts as your electronic signature authorizing automated text messages to your mobile number.

2a. Web Form Opt-In: On our website forms (including apextoolsai.com/login.html), users must manually check an un-ticked box accompanied by the following mandatory disclosure:

“By checking this box, I provide my prior express written consent and electronic signature to receive automated SMS/text messages from Apex Tools AI and its dental/medical practice partners regarding my account, appointments, and service updates at the phone number provided. Consent is not a condition of any purchase. Message and data rates may apply. Message frequency varies. Reply STOP to opt out, HELP for help. View our Privacy Policy and SMS Terms at apextoolsai.com/sms-policy.”

2b. Verbal AI Voice Consent: When our AI receptionist handles calls on behalf of a partner practice, automated text confirmations will only be initiated if the caller gives explicit verbal affirmation to the following prompt:

“Would you like me to text you a confirmation for this appointment? Standard message and data rates may apply. You can reply STOP at any time to opt out. Do I have your permission to text this number?”

3. Types of Messages We Send

Apex Tools AI strictly limits messaging to non-marketing, transactional, and informational content, including:

  • Appointment Management: Confirmations, reminders, and scheduling adjustments sent on behalf of healthcare practices.
  • Account & Operational Updates: Onboarding status, system alerts, and billing notifications for practice owners.
  • Customer Support: Direct, two-way responses to inbound support inquiries.

We do not engage in unsolicited text message marketing or promotional text campaigns to consumers.

4. Sample Messages

  • English: Apex Tools AI: Hi Maria, this confirms your appointment with Dr. Park on Sat 9:30 AM at Hollywood Smile Dental. Reply STOP to opt out, HELP for help.
  • Spanish: Apex Tools AI: Hola Maria, confirmamos su cita con el Dr. Park el sábado a las 9:30 AM. Responda STOP para cancelar, HELP para ayuda.

5. Message Frequency, Costs, & Carrier Liability

  • Frequency: Message frequency is transactional and varies based on your interaction with the AI or scheduling platform. Users typically receive fewer than 4 messages per month.
  • Costs: Apex Tools AI does not charge for text messaging services. However, standard message and data rates may apply depending on your mobile carrier and wireless plan.
  • Liability: Wireless carriers are not liable for delayed or undelivered messages.

6. Opt-Out (STOP) & Customer Support (HELP)

You maintain absolute control over your communication preferences.

  • To Opt-Out: Reply STOP to any text message received from us. You will receive one final text confirming your un-subscription, and no further messages will be sent unless you re-initiate opt-in consent.
  • To Get Help: Reply HELP to receive an automated message with our customer support contact info, or email us directly at hello@apextoolsai.com.

Note: Opting out of SMS text alerts does not cancel your medical/dental appointments or restrict your ability to communicate via voice call or email.

7. Medical Communication & Privacy Disclaimer (HIPAA Compliance)

Because we communicate on behalf of medical and dental practices, please be aware that standard SMS text messaging is not a secure or encrypted form of communication.

By opting in to receive text messages from Apex Tools AI, you acknowledge and accept the inherent security risks of transmitting potentially sensitive healthcare information (such as doctor names, appointment times, or practice types) over unencrypted wireless networks, and you expressly waive any claims against Apex Tools AI regarding standard SMS data transit security.

8. Strict 10DLC Privacy Policy & Data Sharing Protection

We respect your privacy data above all else.

Mobile Information & Third-Party Sharing: Mobile phone numbers collected for the purpose of SMS text messaging, the consumer opt-in data, and the specific consent records will never be sold, rented, leased, or shared with any third parties, affiliates, or partners for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties for any reason whatsoever.

9. Contact Us

For questions regarding this SMS Policy or to verify your data preferences, please contact:

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