Privacy Policy

DispatchingIQ, LLC ("DIQ," "we") provides business software for trucking carriers and dispatch companies. This policy explains what we collect, why, and your choices. It covers our website, web application, driver mobile experience, and AI communications. Our Service is business-to-business; we do not knowingly collect data from anyone under 18 or offer the Service to consumers.

1. What we collect

Data our customers put into the Service (Customer Data). Load and freight details, rates, documents (rate confirmations, BOLs, PODs), vehicle information, and contact details of drivers, brokers, and shippers. Our customer (the carrier or dispatch company) controls this data; we process it on their behalf under our Subscription Agreement. If you are a driver or broker whose information appears in a customer's account, that customer is responsible for having the right to use your information; contact them first with requests, and we will assist.

Account data. Name, business email, phone, company details, and billing information (payment card data is handled by our payment processor — we never store full card numbers).

Communications. When you interact with our AI or human agents — today, in-app support chat and email — we collect the content of those communications. We do not make AI phone calls or send marketing texts. If AI calling becomes available, calls with our AI agents will be recorded and transcribed, every call will begin with a disclosure saying so, and we will update this policy before the feature reaches you.

Location data. If a driver shares location through the driver experience (for load tracking), we collect it only while sharing is on, show clearly when it's on, and use it only for the dispatch operations of the driver's carrier.

Photos and documents. The driver experience lets drivers photograph documents (BOLs, PODs, receipts). These images are Customer Data belonging to the carrier's account. Camera access is used only when the driver takes a photo — never in the background.

Automatic data. Standard web logs, device type, and app analytics (page views, feature usage). We use only essential and analytics cookies; see Section 7.

2. How we use data

To provide and secure the Service; to process transactions; to support you; to communicate service information; to comply with law; and to improve the Service, including training and evaluating AI/machine-learning models — using aggregated or de-identified data only. Personal identifiers (names, phone numbers, emails, license numbers) are removed or pseudonymized before data enters analytics or training pipelines. We do not use your identifiable data to build profiles of individuals, and we do not sell personal information or share it for cross-context behavioral advertising.

3. AI transparency

Some interactions are with AI agents. Our AI: identifies itself as AI; logs every action it takes in an auditable trail available to our customer; and operates under human-controlled autonomy settings. If AI calling becomes available, it will disclose recording at the start of every call. We do not use AI to make legally significant decisions about individuals without human review.

4. When we share data

With service providers who process data for us under contract, limited to what they need — the current list is published on our sub-processor page. With third parties you connect (loadboards, accounting software, factoring companies) at your direction. With authorities when legally required — we notify the affected customer unless prohibited. In a business transfer (merger/acquisition), under the same protections. Never sold. Never given to data brokers.

5. Security

Encryption in transit (TLS) and at rest; per-organization isolation enforced at the database layer (row-level security); role-based access; secrets in managed vaults; audit logging of sensitive actions, human and AI. No system is perfectly secure; we will notify affected customers of a breach as required by law and without undue delay.

6. Retention

Customer Data: for the life of the account, plus the export/deletion windows in the Subscription Agreement (export 30 days; deletion within 60 days of termination; backups purge within 35 days after that). Call recordings, if AI calling becomes available: 12 months by default; the customer can configure their own retention between 12 and 36 months for their evidence needs. Account/billing records: as required by tax and corporate law (typically 7 years). Logs: 30–90 days.

7. Cookies

Essential cookies (login sessions, security) — always on. Analytics cookies (usage measurement) — on only with your consent where required; you can decline in the cookie banner without losing functionality. We do not use advertising cookies or third-party ad trackers.

8. Your rights

Depending on your state (California, Colorado, Connecticut, Texas, Virginia, and a growing list), you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of sale/sharing/targeted advertising (we don't do those). Email privacy@dispatchingiq.com and we will respond within the legally required time (typically 45 days). We will not discriminate against you for exercising rights. If you are a driver or contact whose data lives in a customer's account, we will route your request to that customer and assist them in honoring it. Appeal process: reply to our decision and a manager reviews it; you may also contact your state Attorney General.

9. Changes

We'll post updates here and notify account owners of material changes at least 30 days before they take effect.

10. Contact

DispatchingIQ, LLC — New York, NY 10034 — privacy@dispatchingiq.com