Privacy Policy

Media Mechanic LLC ("Media Mechanic," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us through the GearHead platform ("Service"). This Privacy Policy explains what information we collect, how we use it, and your choices regarding that information.

By using the Service, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide Directly

• Account Information: Name, email address, organization name, timezone, and role (Client, Staff, or Admin).
• Profile Information: Optional details such as job title, industry, communication preferences, interests, and biographical information.
• User Content: Any text, files, images, or other materials you input into the Service, including chat messages, documents, and prompts.
• Memory Data: Information you explicitly ask GearHead to remember, as well as facts passively extracted during conversations.
• Reminders: Tasks, dates, and times you provide when setting reminders.

1.2 Information Collected Automatically

• Usage Data: Features used, timestamps, session duration, and interaction patterns.
• Device and Browser Information: IP address, browser type, operating system, and device identifiers.
• Log Data: Server logs recording requests, errors, and system events.

1.3 Information from Third-Party Integrations

If you connect third-party services to GearHead (such as Google Calendar, Google Drive, or Jira), we collect and process data from those services as necessary to provide the requested functionality. This may include:

• Calendar events (titles, times, descriptions)
• Drive files and folder metadata
• Jira tickets, projects, and comments

We access only the data required to perform the functions you request and do not use third-party data for unrelated purposes.

2. How We Use Your Information

We use the information we collect to:

• Provide the Service: Process your requests, generate AI responses, store memories, send reminders, and enable integrations.
• Personalize Your Experience: Tailor responses based on your stored preferences, role, and context.
• Improve the Service: Analyze usage patterns to identify bugs, optimize performance, and develop new features.
• Communicate with You: Send transactional messages (reminders, notifications) and, with your consent, promotional or informational communications.
• Ensure Security: Detect and prevent fraud, abuse, and unauthorized access.
• Comply with Legal Obligations: Respond to lawful requests from authorities and enforce our Terms of Service.

3. AI Processing and Generated Content

3.1 AI Input Processing

When you interact with GearHead, your inputs are processed by AI systems to generate responses. These inputs may be temporarily retained for the duration of your session and for short-term caching to improve response quality.

3.2 Memory and Recall

GearHead stores memories in two ways:

• Explicit Memories: Information you specifically instruct GearHead to remember.
• Passive Memories: Relevant facts extracted automatically from conversation context.

You can view, manage, and delete stored memories at any time through the Service interface or by requesting deletion from an administrator.

3.3 AI Output

AI-generated content is created algorithmically based on your inputs and stored context. We do not manually review individual conversations unless required for support, security investigation, or legal compliance.

4. Data Sharing and Disclosure

4.1 Within Your Organization

GearHead operates on a role-based access model:

• Clients can view only their own data and conversations.
• Staff can view their own data plus client data relevant to their work.
• Admins have visibility into all users, memories, and conversations within their organization.

4.2 Service Providers

We engage third-party vendors to help operate the Service, including cloud hosting providers, AI model providers, email delivery services, and analytics tools. These providers are contractually obligated to protect your data.

4.3 SMS/Text Messaging Data

Phone Numbers: If you provide a phone number and opt in to receive text messages, we collect and store your phone number for the purpose of sending SMS notifications.

SMS Consent Records: We maintain records of your consent to receive text messages, including the date, time, and method of opt-in.

Message Logs: We may retain logs of messages sent to you for compliance, support, and troubleshooting purposes.

No Sharing for Marketing: Your phone number and SMS opt-in data will not be sold, rented, or shared with third parties for their marketing purposes.

Opting Out: You may revoke consent at any time by texting STOP. Once you opt out, we will cease sending SMS messages unless you re-subscribe.

For questions about our SMS practices, contact us at privacy@mediamechanic.net.

4.4 Third-Party Integrations

When you connect external services (Google, Jira, etc.), data flows between GearHead and those services according to your instructions. Those services have their own privacy policies, which we encourage you to review.

4.5 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect the rights, safety, or property of Media Mechanic, our users, or others.

4.6 Business Transfers

If Media Mechanic is acquired, merges with another entity, or sells assets, your information may be transferred as part of that transaction.

5. Data Retention

We retain your account information, conversation history, and stored memories for as long as your account is active. When you delete specific memories or request account deletion, we remove that data from active systems within 30 days. Some data may persist in backups for up to 90 days.

6. Data Security

We implement industry-standard security measures including encryption in transit and at rest, access controls, regular security assessments, and employee training. However, no system is completely secure.

7. Your Rights and Choices

• Access and Correction: Access and update your account information through Service settings.
• Memory Management: View and delete stored memories through the Service interface.
• Data Export: Request a copy of your personal data in a structured format.
• Account Deletion: Request deletion by contacting privacy@mediamechanic.net.

7.6 California Residents

California residents have rights under the CCPA including the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell personal information.

7.7 European Residents

EEA residents have rights under GDPR including access, rectification, erasure, restriction, portability, and objection. Contact privacy@mediamechanic.net to exercise these rights.

8. Children's Privacy

The Service is not intended for users under 18. We do not knowingly collect personal information from children.

9. International Data Transfers

Your information may be processed in the United States or other countries. By using the Service, you consent to this transfer.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted with a revised effective date.

11. Contact Us

Media Mechanic LLC
Email: privacy@mediamechanic.net