Privacy Policy

Last updated 5 November 2026

Apexio Technologies Limited (“Apexio”, “we”) respects your privacy and processes personal data in line with the Kenya Data Protection Act, 2019. This policy explains what we collect through apexio.ke, our products, and our customer support channels (WhatsApp, Facebook Messenger, Instagram, website chat, email and phone), and why.

What we collect

• Signup details: your name, job title, work email, phone number, company name and website.
• Order details: the plan, modules and number of employees you choose, and your billing details (registered business name, KRA PIN, billing email and address).
• Company verification: to set up a workspace we ask for your company's registration and tax details and an ID number and ID copy for the person signing up. Documents are stored encrypted, are seen only by authorised Apexio staff for verification, and are deleted after 30 days if you don't complete your purchase.
• Payment information: payments are processed by Paystack. We receive a payment reference, the payment method type and confirmation of payment. We never receive or store your card number or M-Pesa PIN.
• Technical data: browser type and a one-way hash of your IP address, used for security and fraud prevention.

Messages and calls

When you contact us on WhatsApp, Facebook Messenger, Instagram, our website chat, by email or by phone, we receive and store:

• your name or profile name as shown on that platform, and your phone number, email address or the account ID the platform gives us;
• the content of your messages and any files, images or voice notes you send, with dates, times and delivery or read status;
• for phone calls: your phone number, the time and length of the call, and - where call recording is enabled - a recording of the call and a written transcript and summary of it;
• any details you choose to give us in the conversation, such as your name, email or what you need help with.

We use this only to answer you, to help our team follow up on your request, and to keep a record of our conversations with you. Data we receive through Meta's platforms (WhatsApp, Messenger and Instagram) is used only to communicate with you and provide our services. We do not use it for advertising, and we do not sell it.

Text messages (SMS)

If you opt in to our text messages, for example by texting our keyword APEXIO to our toll-free number and replying YES, we collect your mobile phone number, the date, time and method of your opt-in, and the messages we exchange. We use this only to send you the account and support messages you asked for and to keep a record of your consent.

Mobile phone numbers and SMS opt-in consent are not shared with or sold to third parties or affiliates for marketing or promotional purposes. We share them only with the providers that deliver our messages (such as Twilio and mobile carriers), and only so they can deliver them.

You can stop receiving texts at any time by replying STOP. Reply HELP for help. Message frequency varies, and message and data rates may apply.

Our AI assistant

Some messages and calls are first answered by an automated assistant that uses artificial intelligence. To write a reply, the text of your message, the recent conversation, and relevant information from our own help content are sent to an AI service provider that processes it for us. The assistant hands you to a member of our team when you ask for a person or when it cannot answer confidently, and you can ask for a person at any time.

We also use AI to transcribe recorded calls and produce short summaries for our team. These replies and summaries are not used to make decisions that have legal or similarly significant effects on you.

Messages to other businesses that use Apexio

Businesses can use Apexio's messaging, chatbot and call-center tools to talk to their own customers. If you message or call one of those businesses, that business decides how your data is used and is responsible for it under its own privacy policy. Apexio processes the data on its behalf, keeps each business's data separate, and does not use it for our own purposes.

Why we use it

• To create and run your account and bill your subscription (contract).
• To answer your messages and calls and resolve your requests (contract, or our legitimate interest in supporting customers and prospective customers).
• To contact you about a signup you started but did not finish, so we can help you complete it (legitimate interest - you can ask us to stop at any time).
• To send product news, only if you opted in (consent - you can unsubscribe at any time).
• To keep our services secure and meet legal and tax obligations (legal obligation).

Who we share it with

We share data only with service providers who help us run our services, under contracts that limit how they may use it:

• Meta Platforms (WhatsApp, Facebook Messenger, Instagram) - to send and receive messages on those platforms;
• Twilio - to connect, record and route phone calls and to send and receive text messages;
• AI service providers (such as Anthropic, OpenAI and Google) - to generate assistant replies and transcribe and summarise calls;
• Paystack - payments;
• our email delivery provider and our hosting providers.

We do not sell personal data. We may disclose data where the law requires it.

International transfers

Some of these providers process data outside Kenya, for example in the United States or the European Union. Where that happens we rely on the safeguards the Data Protection Act requires, such as contractual commitments that protect your data to the standard Kenyan law expects.

How long we keep it

• Unfinished signups are kept for up to 12 months so we can follow up, then deleted.
• Customer and billing records are kept for as long as you are a customer and for the period Kenyan tax law requires afterwards.
• Messages, call records, recordings, transcripts and summaries are kept for up to 24 months after your last contact with us, then deleted, unless we need them longer to resolve a dispute or meet a legal obligation.
• Passwords entered during signup are stored encrypted only until your workspace is created, then deleted from our website systems.

How we protect it

Data is encrypted in transit, access is limited to authorised staff who need it to do their work, and each business that uses our tools can only access its own data.

Your rights

You can ask to access, correct or delete your personal data, object to processing, or withdraw consent. To have your data deleted, follow the steps on our data deletion page, or email admin@apexio.ke. You can also complain to the Office of the Data Protection Commissioner (odpc.go.ke).

Children

Our services are meant for businesses and are not directed at children under 18. We do not knowingly collect data from children.

Changes to this policy

If we change this policy we will update the date at the top of this page, and tell customers directly about significant changes.

Contact

Apexio Technologies Limited, Feruzi Towers, 6th Floor, Wing A, Kiambu Road, Nairobi · admin@apexio.ke · +254 725 843 843