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Privacy Policy for OnDemand Mechanic

Last Updated: October 9, 2025
Effective Date: October 9, 2025

This Privacy Policy explains how OnDemand Mechanic (“Company,” “we,” “us,” or “our“) collects, uses, discloses, and safeguards personal information when you visit our website, submit forms, communicate with us, or interact with our phone and text systems, including our AI-enabled voice agent (collectively, the “Services“).

If you do not agree with this Policy, please do not use the Services. By using the Services, you acknowledge that you have read and understood this Privacy Policy.

1) Who We Are & How to Contact Us

Not for emergencies. Our Services—including any AI-enabled agent—are not intended for emergency situations.

2) Scope

This Policy applies to personal information we collect through our website, web forms, phone calls, text messages, emails, and any other channels we control that link to or reference this Policy. It does not apply to third-party websites or services that we do not control.

3) Key Terms & Definitions

  • Personal Information / Personal Data: Information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked with an individual.

  • Services: Our website, scheduling, customer support, quotes, phone and text communications (including AI-enabled voice agents), and related operations.

  • Processor / Service Provider: A third party that processes personal information on our behalf under contract (e.g., telephony providers, CRM, hosting).

  • AI-enabled agent: Software that can place or receive calls, converse with callers, transcribe, summarize, and route conversations per our instructions.

4) Information We Collect

We collect the following categories of information, depending on how you interact with us:

4.1 Information You Provide Directly

  • Contact details: name, email, phone number, address.

  • Inquiry details: messages submitted via forms or chats.

  • Scheduling/Service details: vehicle info, preferred appointment time, location, and service needs.

  • Preferences: communication and marketing preferences, opt-in/opt-out choices.

4.2 Information Collected Automatically

  • Device/usage data: IP address, browser type/version, device identifiers, pages viewed, time stamps, referring pages/URLs, and other diagnostic data.

  • Cookies & similar technologies: see Section 8 for details and choices.

4.3 Information from Calls & Texts

  • Call audio recordings (see Section 6)

  • Transcripts of calls and AI-generated summaries/notes

  • SMS content (including opt-in/opt-out messages such as “STOP”/”START/YES”)

4.4 Information from Service Providers

We may receive information from processors that help us deliver the Services (e.g., telephony logs, delivery status, CRM enrichment if enabled).

We do not intentionally collect information from children under 13 (see Section 16).

5) How We Use Personal Information

We use personal information for the following purposes:

  1. Provide & operate the Services: answer inquiries, schedule service, provide quotes, perform services, and manage customer accounts.

  2. Communications: contact you by phone or text about your inquiry, appointments, quotes, and customer support. We may use automated or AI-enabled calling/voice systems to speed response.

  3. Marketing (with consent): send information about services/offers similar to your inquiry where permitted. You may opt out at any time (see Section 12).

  4. Quality, training & safety: record/transcribe calls and generate summaries to supervise service quality, document interactions, and improve support.

  5. Security & fraud prevention: detect, prevent, and investigate incidents.

  6. Analytics & improvements: evaluate usage, troubleshoot, and enhance performance and user experience.

  7. Compliance: comply with law, enforce our agreements, and protect our rights.

  8. Business changes: evaluate/execute financing, merger, acquisition, or asset transactions.

AI model training:
Default position: 
“With your permission, we may use de‑identified portions of recordings and transcripts to improve our AI systems and agent performance. You can opt out at any time by emailing [email protected].”

6) AI Agent & Call Recording Disclosure

Some calls may be initiated or handled by an AI-enabled voice agent under our control. Calls may be recorded and transcribed for quality assurance, training, documentation, and dispute resolution. You can ask to speak to a human at any time. If you prefer not to be recorded, please tell us before the conversation begins or contact us using Section 1.

Oklahoma & other jurisdictions: Oklahoma generally permits recording with the consent of one party to the call. Because we may call or receive calls from other states, we disclose recording to all callers and offer alternatives where feasible.

7) Consent to Contact (Telephone & SMS)

When you submit our forms, you may be asked to provide explicit consent to be contacted by phone and text, including by automated or AI-enabled systems. Your consent is not a condition of purchase. Standard message/data rates may apply. You may withdraw consent at any time as described in Section 12.

  • U.S. TCPA Notice: Before using automated dialing, AI/recorded voice, or sending texts to U.S. numbers for marketing, we obtain express written consent. For informational responses to your inquiry, we rely on the consent you provide at submission or during your interaction with us. You may opt out of texts at any time by replying STOP.

  • Proof of consent & logs: To demonstrate compliance, we keep consent logs (checkbox value, timestamp, IP address, user agent, page URL/version, and the exact consent language displayed) and opt-out logs (e.g., SMS STOP). See Section 11 for retention.

8) Cookies & Similar Technologies

We use cookies, pixels, and similar technologies to operate the site, remember preferences, measure performance, and improve the user experience.

Types:

  • Essential (session): required for core functionality and security.

  • Preference/functional (persistent): remember settings like language.

  • Analytics (persistent): help us understand usage to improve Services.

Choices:
Browser settings may allow you to block or delete cookies. If you block essential cookies, parts of the site may not function. Where required, we display a cookie notice or consent banner.

9) How We Share Information

We share personal information only as described below:

  1. Processors / Service Providers: Telephony/SMS & AI voice (e.g., Twilio/Retell or equivalent), CRM, web hosting, cloud storage, email delivery, analytics, customer support tools. These parties may process data only under our instructions and must protect it.

  2. Business transfers: In connection with financing, merger, acquisition, or sale of assets.

  3. Legal & safety: To comply with law, respond to lawful requests, enforce our agreements, or protect rights, property, or safety.

  4. With your consent: We may share information for other purposes with your explicit consent.

We do not sell personal information or share it for cross‑context behavioral advertising.

10) International Transfers

Our processors may store or process data outside your state or country. We take reasonable steps to ensure transfers comply with applicable law and that your data is protected consistent with this Policy.

11) Retention

We keep personal information only as long as needed for the purposes described or as required by law.

  • Form submissions & account records: generally up to 24 months after last interaction, unless needed longer.

  • Call recordings: generally up to 12 months.

  • Transcripts & AI summaries/notes: generally up to 24 months.

  • Consent & opt-out logs: generally up to 5 years to demonstrate compliance.

We may retain information longer to comply with legal obligations or resolve disputes. When we no longer need personal information, we will delete or de‑identify it.

12) Your Choices & Rights

  • SMS opt-out: Reply STOP to any text to opt out. You may also text START/YES to opt back in where available.

  • Calls: Ask our agent (human or AI) to stop calling, or email us at [email protected].

  • Recording: You may request that we not record calls. Some services may require documentation; if we cannot record, we will offer alternate contact methods (e.g., email).

  • Access/Deletion/Correction: You may request access to, correction of, or deletion of your personal information by emailing [email protected]. We will honor requests as required by applicable law.

  • Marketing preferences: You can opt out of marketing emails via the unsubscribe link in the message.

We will verify your identity before fulfilling certain requests and may deny a request where permitted by law (e.g., if we must retain data for legal reasons).

13) Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information. However, no method of transmission or storage is 100% secure. If you believe your information has been compromised, contact us immediately using Section 1.

14) Accuracy & Human Escalation

AI systems can make errors. Important details (e.g., pricing, availability, scheduling) will be confirmed by a human when necessary. You can request human assistance at any time during a call.

15) Do Not Track & Third-Party Links

  • Do Not Track: Our site may not respond to Do Not Track signals. You can control cookies via your browser or our banner where provided.

  • Third-party links: Our site may link to sites we do not control. Their privacy practices govern their content and data handling.

16) Children’s Privacy

Our Services are not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child under 13 has provided personal information, please contact us; we will delete it promptly.

17) Changes to this Privacy Policy

We may update this Policy from time to time. We will post the updated date at the top of this page and, where required, provide additional notice. Your continued use of the Services after the effective date constitutes acceptance of the updated Policy.

 

Legal

  • Governing Law & Venue: The laws of the State of Oklahoma, without regard to conflict of laws principles, govern this Policy and any disputes relating to it. Venue shall be in the state or federal courts located in Oklahoma.

  • No sale/share: We do not sell personal information or share it for cross‑context behavioral advertising.

Questions?
Contact: [email protected]