Privacy Policy

1. Overview

MechLine AI helps auto repair shops manage AI-handled phone calls, customer leads, follow-ups, appointments, and shop workflow. This Privacy Policy explains what information we collect, how we use it, how we protect it, and how users can contact us about their data.

2. Information We Collect

We collect information related to shop accounts, team users, customer calls, repair requests, and system activity so MechLine AI can operate the dashboard and AI phone intake service.

• Account information, such as name, email address, role, phone number, and assigned shop.
• Shop information, such as shop name, location, phone number, hours, services, setup status, and assistant configuration.
• Customer call information, such as caller name, phone number, vehicle year, make, model, mileage, repair issue, urgency level, preferred appointment time, call summaries, transcripts, recordings when enabled, follow-up notes, job status, and appointment details.
• Messaging information, such as SMS confirmation status, delivery status, opt-out status, sender number, and related communication logs.
• Technical and security information, such as authentication status, app usage, device/browser information, IP address, server logs, webhook activity, admin actions, and security confirmation events.

3. How Information Is Collected

Information may be collected when users sign in, manage shop settings, update calls or notes in the dashboard, invite team members, export data, or when a caller interacts with the MechLine AI receptionist. Call-related data may be received from voice AI, calling, messaging, or webhook providers and saved into the MechLine dashboard for the assigned shop.

4. How We Use Information

We use information to provide, operate, secure, support, monitor, and improve MechLine AI. This includes routing calls to the correct shop dashboard, helping shops follow up with customers, creating call summaries, organizing repair intake details, managing team access, supporting billing and subscriptions, troubleshooting issues, protecting against misuse, and maintaining reliable service.

5. AI Call Intake, Recordings, and Third-Party Services

MechLine uses trusted third-party infrastructure providers to provide hosting, database storage, authentication, payments, email, SMS, voice AI, calling, and related platform functionality. These may include providers such as Supabase, Vercel, Stripe, Twilio, Vapi, and AI infrastructure providers.

When callers interact with the AI receptionist, call-related data may be processed by these providers only as needed to answer calls, structure intake details, summarize calls, send service-related messages, and organize follow-up in the MechLine dashboard.

MechLine does not sell identifiable customer data and does not use identifiable customer data to train generalized public AI models.

6. How We Share Information

We do not sell personal information and we do not use call data for advertising. We may share information with trusted service providers that help us run the app, process payments, send communications, host infrastructure, authenticate users, provide AI call handling, and maintain security. These providers are expected to use information only to provide contracted services and protect it with appropriate safeguards.

7. Data Access, Exports, and Shop Separation

MechLine AI is designed so shop users can only access the shop dashboard and call data assigned to them. Owner or admin accounts may access multiple shops for management, support, setup, and operational purposes.

Admin-only export tools may allow authorized MechLine admins to export certain business tables for recovery, support, auditing, or operational continuity. Export access is restricted, logged, and designed not to include secrets, API keys, service role keys, payment secrets, authentication tokens, or private environment variables.

8. Data Retention and Operational Backups

We keep account, shop, and call information for as long as needed to provide the service, support customer follow-up, maintain business records, resolve disputes, protect against fraud or misuse, and comply with legal obligations.

If a shop cancels, MechLine may delete or de-identify Client-specific identifiable data from active production systems within a reasonable period, unless retention is required for legal, security, billing, fraud prevention, dispute, or business record purposes.

MechLine may retain encrypted operational backup copies for a limited retention period solely for security, disaster recovery, fraud prevention, continuity, audit, and legal compliance purposes. Backup data is not used for advertising, resale, or generalized public AI model training.

9. Account, Export, and Deletion Requests

Users or shops may request account deletion, active data deletion, or a reasonable export of their shop data by contacting us at info@mechlineai.com. We may need to verify the requester’s identity and authority before processing the request.

Some information may be retained if required for legal, security, billing, fraud prevention, backup, dispute resolution, or business record purposes. Operational backups may take additional time to expire or be purged according to our backup retention process.

10. Security

We use access controls, authentication, row-level security, admin-only permissions, server-side API handling, security confirmation for risky admin actions, activity logging, and other safeguards to help protect shop and customer data. No method of transmission or storage is completely secure, but we work to protect the information handled by the service.

11. SMS and Communication Compliance

MechLine may support service-related SMS or communication features, such as call confirmations, follow-up notifications, or operational alerts. Shops are responsible for using these features in compliance with applicable communication, consent, and opt-out requirements.

12. Children’s Privacy

MechLine AI is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make changes, we will update the effective date above.

14. Contact

Questions, export requests, or deletion requests can be sent to:

info@mechlineai.com