Privacy Policy

1. Introduction

Welcome to MyHailRepair.com. This Privacy Policy outlines the commitment of MyHailRepair.com ("we," "us," or "our") to protecting the privacy and security of the personal information of our customers and website users ("you" or "your"). This document explains the types of information we collect through our website (MyHailRepair.com) and during the course of providing our services, how that information is used and shared, the measures we take to protect it, and the rights and choices you have regarding your data.

Our operations are based in Dallas-Fort Worth, Texas, and this policy is designed to comply with applicable United States federal laws and the laws of the State of Texas. We are dedicated to handling your personal information with care and respect, ensuring transparency in our processes and empowering you with control over your data. By using our website or engaging our services, you acknowledge that you have read and understood the terms of this Privacy Policy.

2. Information We Collect

We collect information to provide and improve our services, to communicate with you effectively, and to facilitate the vehicle repair process. The information we collect falls into several categories, depending on how you interact with us.

Information You Provide to Us Directly

When you use our website, particularly the online booking system, or communicate with us directly, you may provide us with the following types of information:

• Personal Identifiers: This includes your full name, email address, and phone number, which we use to schedule your appointment and communicate with you about your service needs.
• Vehicle Information: We collect the year, make, and model of your vehicle to prepare for your inspection and understand the potential scope of the hail damage.
• Appointment Details: We collect your preferred date and time for an inspection or service appointment.

Information Collected During the Service Process

To perform our services effectively, especially when assisting with insurance claims, we may collect additional information after your initial online booking:

• Insurance Information: To facilitate direct assistance with your insurance claim, we may collect your insurance company's name, your policy number, and the associated claim number. The handling of this information is subject to our stringent data security protocols.
• Vehicle Identification Number (VIN): The VIN may be required for parts ordering and for formal documentation submitted to your insurance provider.

Automatically Collected Data (Technical Information)

When you visit, use, or navigate our website, we may automatically collect certain technical information from your device. This information does not reveal your specific identity but may include:

• Usage and Log Data: We collect information about your interactions with our website, such as your Internet Protocol (IP) address, browser type and version, operating system, the pages you visit, the time and date of your visit, the time spent on those pages, and referring/exit pages. This data helps us analyze website traffic and improve user experience.
• Cookie Data: We use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Cookies are small data files stored on your device that help our website function correctly, remember your preferences, and gather analytics data.

3. How We Use Your Information

We use the personal information we collect for a variety of legitimate business purposes, which are detailed below. Our use of your information is grounded in our commitment to providing you with exceptional service and is conducted in compliance with applicable laws.

• To Provide and Manage Our Services: Your personal, vehicle, and appointment data are essential for scheduling your inspection, performing hail damage assessments, carrying out Paintless Dent Repair (PDR) and other auto body work, ordering necessary parts, and processing payments for services rendered.
• To Facilitate Insurance Claims: A core part of our service is assisting you with your insurance claim. We use your name, vehicle details, and insurance information to communicate directly with your insurance provider on your behalf. This is done to streamline the approval process, submit required repair estimates and documentation, and expedite the overall repair timeline.
• For Customer Support and Communication: We use your contact information to confirm appointments, provide updates on the status of your vehicle's repair, respond to your inquiries, and address any issues that may arise during the service process.
• For Marketing and Communications: With your consent where required, we may use your email address to send you promotional materials about our services, special offers, or other information we believe may be of interest to you. All marketing communications will comply with the CAN-SPAM Act, providing you with a clear and simple way to opt-out of future messages.
• For Analytics, Research, and Improvement: We analyze automatically collected data to understand how users interact with our website, to identify popular features, to diagnose technical issues, and to improve the overall design, functionality, and effectiveness of our online presence and service offerings.
• For Internal Record-Keeping and Legal Compliance: We maintain records of services provided, communications, and transactions for our internal business purposes and to comply with legal, accounting, and regulatory requirements.

4. How We Share Your Information

We do not sell, rent, or lease your personal information to third parties for their own marketing purposes. We only share your information in the limited circumstances described below, which are necessary to provide our services and operate our business.

• With Your Insurance Provider: To provide the insurance claim assistance you request, we will share necessary information—including your personal identifiers, vehicle information, repair estimates, and insurance details—directly with your designated insurance company and its adjusters. This sharing is essential to the service you have authorized.
• With Third-Party Service Providers: We engage trusted third-party companies and individuals to perform services on our behalf. These may include website hosting, data storage, payment processing, email delivery services, and data analytics platforms (such as Google Analytics). These providers are contractually obligated to use your information solely to perform the services we have hired them to provide and are required to maintain the confidentiality and security of your data.
• For Legal Obligations and Protection: We may disclose your information if we are required to do so by law, subpoena, court order, or other governmental request. We may also disclose information when we believe in good faith that disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of our customers, employees, or the public. This includes sharing information to prevent fraud or respond to a data security incident.
• In Connection with a Business Transfer: In the event of a merger, acquisition, reorganization, bankruptcy, or other sale of all or a portion of our assets, your personal information may be among the assets transferred. We will notify you of any such change in ownership or control of your personal information.

5. Data Security and Retention

We take the security of your personal information very seriously. The collection of information such as your name combined with an insurance policy number constitutes "Sensitive Personal Information" under Texas law, and we are committed to fulfilling our legal duty to protect it.

In accordance with the Texas Identity Theft Enforcement and Protection Act (ITEPA), we implement and maintain reasonable administrative, technical, and physical safeguards designed to protect the security, confidentiality, and integrity of your sensitive personal information from unauthorized access, use, or disclosure. Our security measures include:

• Encryption: We use Secure Sockets Layer (SSL) technology to encrypt personal information transmitted through our website's online forms.
• Secure Storage: Personal information is stored on secure servers with restricted access, protected by firewalls and other security technologies.
• Access Controls: Internal access to personal information is limited to employees and contractors who have a legitimate business need to access it to perform their job duties, such as scheduling your service or processing your insurance claim.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including providing you with services, maintaining warranty records, resolving disputes, and complying with our legal and financial obligations. When records containing sensitive personal information are no longer needed for a legitimate business or legal purpose, we will destroy them or arrange for their destruction in a secure manner, such as by shredding physical documents or electronically erasing or otherwise modifying the information to make it unreadable and indecipherable, as required by Texas law.

6. Your Rights and Choices Under Texas and Federal Law

We respect your rights regarding your personal information. You have the following choices and rights concerning the data we hold about you:

• Accessing and Updating Your Information: You have the right to review and request corrections to the personal information we have on file for you. If you believe that any information we are holding is incorrect or incomplete, please contact us using the details provided below.
• Requesting Deletion: You may request the deletion of your personal information from our records. We will comply with your request, subject to certain exceptions. For instance, we may be required to retain certain information to complete the transaction for which the data was collected, to provide a warranty, to comply with our legal obligations, or for our internal records.
• Opting Out of Marketing Communications: You have the right to opt out of receiving promotional emails from us at any time. You can exercise this right by clicking the "unsubscribe" link located at the bottom of any marketing email you receive. In compliance with the CAN-SPAM Act, we will process your opt-out request promptly, and in no case later than 10 business days after you submit it. You will not be charged a fee or required to provide any additional information beyond your email address to unsubscribe.

To exercise any of these rights, please contact us using the information in the "Contact Us" section. We may need to verify your identity before processing your request.

7. Use of Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience and to help us analyze website traffic. A cookie is a small text file placed on your device that enables various website features and functionality. We use cookies for:

• Essential Functionality: To operate our online booking system and ensure the website works as expected.
• Preferences: To remember your settings and preferences so you do not have to re-enter them on subsequent visits.
• Analytics: To collect statistical information about how visitors use our site, which helps us improve our services.

You can control and manage cookies through your web browser's settings. You can choose to have your browser warn you before accepting cookies or to block them entirely. Please note that if you disable cookies, some features of our website may not function properly.

8. Children's Privacy

Our website and services are not directed to or intended for use by individuals under the age of 13. We do not knowingly collect personal information from children under 13. This policy is in accordance with the Children's Online Privacy Protection Act (COPPA).

If we become aware that we have inadvertently collected personal information from a child under the age of 13 without verifiable parental consent, we will take immediate steps to delete that information from our systems.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will revise the "Effective Date" at the top of this policy. If we make material changes, we may provide you with additional notice, such as by posting a prominent notice on our website or by sending you a direct notification. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

10. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or our data practices, please do not hesitate to contact us: