Privacy policy

Ramrod Field Management · last updated 14 October 2026

Who we are, and whose information this is

Ramrod Field Management is scheduling and dispatch software used by service businesses — appliance repair, HVAC, plumbing and similar trades. If you are reading this, one of those businesses is handling a repair for you, and Ramrod is the system they use to do it.

That business decides what information it collects about you and why. Ramrod holds it and works on it for them, and does not use it for its own purposes. Each business's records are kept separate from every other business's — a company using Ramrod cannot see another company's customers.

Ramrod Field Management is operated by ARES LLC, an Oklahoma limited liability company, which is the contracting and tax entity behind the platform.

What is collected

• Contact details — your name, service address, phone number and email, so the business can reach you and find your house.
• The appliance or equipment — brand, model, serial number and the fault, because a warranty claim is not payable without them.
• The work — what the technician found, what was done, parts fitted, photographs of the equipment and its rating plate, and your signature on completion.
• Messages — texts, emails and portal messages between you and the business about your repair.
• Payment — if you pay the business directly, card details are handled by a payment processor. Neither the business nor Ramrod sees or stores your card number.

Why it is held

To schedule and perform your repair, to tell you when someone is coming, to order the right part, to file a warranty claim on your behalf where one applies, to bill correctly, and to keep the service record that a manufacturer or a future technician may need.

Who it is shared with

• The manufacturer or warranty administrator for your equipment — GE, LG, Square Trade, New Leaf and others — where they are paying for the repair. They receive what the claim requires: the work order, what failed, what was done, parts used, and supporting photographs.
• Parts suppliers, to order the part your repair needs.
• Service providers — the messaging and voice carrier (Twilio), the payment processor (Stripe), the AI provider that drafts replies (Anthropic) and the server host (Hetzner). They may use your information only to provide that service.
• Nobody else. Personal information is not sold. Phone numbers and contact details are not shared with third parties for their own marketing, and text-message consent is never shared or sold.

Phone calls and the automated assistant

A business using Ramrod may have its phone answered by an automated assistant. What you say is transcribed so the assistant can find your job and answer, and the transcript is kept with your service record. The text of your request, with the job details needed to answer it, is processed by our AI provider to draft the reply. You can ask for a person at any time and you will be put through.

Site safety notes (Customer Candor)

Technicians may record the conditions of a building after a visit — for example a hazard, a gate code or that the job needs two people — so the next technician arrives prepared. Those notes are about the property only. They contain no names, phone numbers or email addresses, and they are never used to assess or make decisions about a person.

Technicians applying to work with a business

If you apply as an independent contractor through Ramrod, your application, signed agreement, background-check authorization and the documents you upload (such as a W-9 and driver's license) are kept securely for the business you applied to, for as long as the engagement and the law require.

Cookies

Ramrod sets one cookie, to keep a signed-in user signed in. There are no advertising or third-party tracking cookies on this site.

Your text messages

The phone number you give for a service call is used for that call and the messages described in our text message terms. Reply STOP at any time and texting to that number stops. Opt-out status is stored so it is honoured on future jobs too.

Links in our messages

Links we send are short and on our own address, and they expire — a tracking link dies at the end of the day, a payment link within weeks. They carry a random code and nothing about you: your name, address and phone number are never placed in a link, because a link travels through hands a message does not.

How long it is kept

Service records are kept for the life of the business relationship and for as long as claim, tax and warranty obligations require — typically several years. Photographs and diary entries attached to a work order are kept with it, because they are the evidence of what was done.

How it is protected

Systems are accessed over encrypted connections, with named accounts and role-based permission — a technician sees the jobs they are working, not the whole ledger. Actions that touch a record are written to a tamper-evident log.

Your choices

You can ask what is held about you, ask for a correction, ask for a copy, or ask for deletion of what is not required to be kept. Start with the business handling your repair — their name and number are on your booking confirmation. You can also reach ARES LLC, which operates Ramrod, at (918) 400-3828 or advisor@aresllcservice.com, and we will help.

Children

These services are for adults. We do not knowingly collect information from children, and a service visit requires someone 18 or older to be present.

Changes

If this policy changes we update the date at the top of this page.