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GearHead Privacy Policy

Effective Date: January 01, 2026

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 (names, projects, preferences, deadlines, etc.).
  • 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 (e.g., "Remember that the deadline is Friday").
  • Passive Memories: Relevant facts extracted automatically from conversation context (e.g., project names, user preferences).

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.

You acknowledge and consent to this access hierarchy by using the Service.

4.2 Service Providers

We engage third-party vendors to help operate the Service, including:

  • Cloud hosting providers
  • AI model providers (for processing inputs and generating outputs)
  • Email delivery services
  • Analytics tools

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

4.3 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.

4.4 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to:

  • Comply with legal obligations
  • Protect the rights, safety, or property of Media Mechanic, our users, or others
  • Investigate potential violations of our Terms of Service

4.5 Business Transfers

If Media Mechanic is acquired, merges with another entity, or sells assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Retention

5.1 Active Data

We retain your account information, conversation history, and stored memories for as long as your account is active or as needed to provide the Service.

5.2 Deleted Data

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 before being permanently purged.

5.3 Aggregated Data

We may retain anonymized, aggregated data indefinitely for analytics and service improvement purposes. This data cannot be used to identify you.

6. Data Security

We implement industry-standard security measures to protect your information, including:

  • Encryption in transit (TLS/SSL) and at rest
  • Access controls and authentication requirements
  • Regular security assessments and monitoring
  • Employee training on data protection

However, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials and for any activity under your account.

7. Your Rights and Choices

7.1 Access and Correction

You may access and update your account information through the Service settings. For assistance, contact us at privacy@mediamechanic.net.

7.2 Memory Management

You can view and delete stored memories through the Service interface or by instructing GearHead directly (e.g., "Forget that" or "Delete memory about X").

7.3 Data Export

Upon request, we will provide a copy of your personal data in a structured, commonly used format.

7.4 Account Deletion

You may request deletion of your account and associated data by contacting privacy@mediamechanic.net. We will process deletion requests within 30 days, subject to legal retention requirements.

7.5 Communication Preferences

You may opt out of promotional communications by following the unsubscribe instructions in those messages. Transactional messages (reminders, security alerts) cannot be opted out of while your account is active.

7.6 California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (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

If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including access, rectification, erasure, restriction, portability, and objection. Our legal basis for processing is typically contract performance or legitimate interest. To exercise these rights, contact privacy@mediamechanic.net.

8. Children's Privacy

The Service is not intended for users under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will delete it promptly.

9. International Data Transfers

Your information may be processed and stored in the United States or other countries where our service providers operate. By using the Service, you consent to the transfer of your data to jurisdictions that may have different data protection laws than your home country.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy and revising the "Effective Date" at the top. Your continued use of the Service after changes constitutes acceptance of the revised policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Media Mechanic LLC
Email: privacy@mediamechanic.net