Privacy Policy

1. Introduction

Dispatch with AI ("we," "us," or "our") operates the website dispatchwithai.com and the Dispatch with AI platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and billing information when you create an account or subscribe to our Service.
• Business Data: Load details, driver information, vehicle records, customer data, invoices, and other operational data you enter into the platform.
• Communications: Emails and messages you send to us, including support requests and feedback.
• AI Inbox Data: Emails and documents you connect to our AI agents for automated processing (e.g., rate confirmations, BOLs, compliance documents).

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the platform, and interaction patterns.
• Device Information: Browser type, operating system, device type, and IP address.
• Cookies: We use cookies and similar technologies for authentication, preferences, and analytics. See Section 7 for details.

3. How We Use Your Information

• Provide, maintain, and improve the Service
• Process AI agent tasks (load extraction, billing automation, compliance monitoring)
• Process payments and manage your subscription
• Send transactional emails (account updates, billing receipts)
• Provide customer support
• Send marketing communications (only with your consent; you can opt out at any time)
• Analyze usage patterns to improve our product and user experience
• Detect and prevent fraud or security incidents
• Comply with legal obligations

4. AI Data Processing

Our AI agents process your business data to automate dispatch, billing, and compliance workflows. Important details about our AI data handling:

• Your business data is processed in isolated, single-tenant environments. It is never shared with or accessible to other customers.
• AI-processed results (extracted loads, generated invoices, compliance alerts) are stored within your account and subject to the same security protections as all other data.
• We do not use your business data to train general-purpose AI models. Your data is used solely to provide and improve the Service for your account.
• All AI agent actions appear in your AI Inbox for review before any action is finalized.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following limited circumstances:

• Service Providers: Third-party vendors who help us operate the Service (e.g., cloud hosting, payment processing, email delivery, analytics). These providers are contractually bound to protect your data.
• Integrations: When you connect third-party services (QuickBooks, Samsara, Motive), data is shared as necessary to enable those integrations per your configuration.
• Legal Requirements: When required by law, regulation, or legal process, or to protect our rights, safety, or property.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.

6. Data Security

We implement industry-standard security measures to protect your data, including AES-256 encryption at rest, TLS 1.3 encryption in transit, SOC 2 compliant infrastructure, regular security audits, and role-based access controls. While no system is 100% secure, we continuously monitor and improve our security practices.

7. Cookies

We use essential cookies for authentication and session management, and analytics cookies (Google Analytics) to understand how visitors use our website. You can control cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Service.

8. Data Retention

We retain your account and business data for as long as your account is active or as needed to provide the Service. If you cancel your account, we will delete your data within 90 days, except where retention is required by law (e.g., billing records for tax compliance). You can request earlier deletion by contacting us.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access and receive a copy of your personal data
• Correct inaccurate or incomplete data
• Request deletion of your personal data
• Object to or restrict certain processing activities
• Data portability (receive your data in a structured format)
• Withdraw consent for marketing communications

To exercise any of these rights, contact us at hello@dispatchwithai.com.

10. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

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