Privacy Policy

Last updated: September 2025

This Privacy Policy describes how DispatchOS AI ("we," "us," or "our") collects, uses, and protects information when you use our freight dispatch software and website (collectively, the "Service").

1. Information We Collect

Account information. When you create an account, we collect your name, email address, company name, and DOT/MC number if provided.

Load and operational data. We collect load details you enter into the platform — origin, destination, equipment type, broker information, rates, and document references. This data is used to provide load scoring, broker risk analysis, and invoice generation.

Cost profile data. We collect the cost structure you configure in the platform (fuel rate, driver pay, overhead) to calculate net rate-per-mile scores. This data is stored on a per-account basis and is not shared with brokers or third parties.

Usage data. We collect standard log data including IP addresses, browser type, pages visited, and actions taken within the platform, for security and product improvement purposes.

Integration credentials. When you connect load board or ELD integrations, we store OAuth tokens or API credentials necessary to maintain those connections. Credentials are encrypted at rest and are never stored in plain text.

2. How We Use Your Information

• To provide and operate the Service, including load scoring, broker risk analysis, and invoice generation
• To verify broker authority status through FMCSA's SAFER database and PACA license records
• To surface backhaul opportunities and lane intelligence based on your load history and location
• To send transactional emails (invoice confirmations, account notifications)
• To improve the platform through aggregated, anonymized usage analytics
• To respond to support requests

3. What We Do Not Do

We do not sell your data. We do not sell, rent, or share your individual load data, cost profile, or broker history with brokers, shippers, or third-party data brokers.

We do not act automatically on your behalf. We do not automatically book loads, send rate counter-offers, or contact brokers on your behalf without your explicit confirmation. All actions requiring external communication are reviewed and approved by you before sending.

We do not scrape load boards. All load board data is accessed through authorized API connections under your authenticated account credentials. We do not use web scraping or unauthorized access methods.

4. Data Sharing

We share your data only in the following circumstances:

• Service providers: We use third-party infrastructure providers (cloud hosting, database services) who process data on our behalf under confidentiality agreements.
• Integrations you authorize: When you connect a load board or ELD integration, data is shared with that provider through the integration you have set up.
• Legal compliance: We may disclose data if required by law, subpoena, or valid legal process.

5. Data Security

We use encryption in transit (TLS) and at rest for all account and integration credential data. Access to production systems is restricted and logged. We do not store API keys, passwords, or credentials in plain text.

6. Data Retention

We retain account data for the duration of your subscription plus 90 days after cancellation, after which your data is deleted. You may request deletion at any time by emailing [email protected].

7. Your Rights

You may request access to, correction of, or deletion of your personal data at any time. To make a request, email [email protected].

8. Changes to This Policy

We may update this policy. Material changes will be communicated via email or an in-app notice at least 14 days before they take effect.

9. Contact

Questions about this policy: [email protected]