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Privacy Policy

Last updated: January 1, 2026

Our Commitment: Your privacy is fundamental to our business. We collect only what's necessary, protect it with industry-standard security, and never sell your data.

1. Information We Collect

1.1 Information You Provide

  • Account Information: Name, email, phone, company name, DOT number, MC number.
  • Billing Information: Payment card details (processed by Stripe), billing address.
  • Operational Data: Loads, drivers, trucks, customers, rates, documents you create.
  • Communications: Emails, support tickets, chat messages, feedback.
  • Uploaded Documents: PDFs, rate confirmations, and other files you submit for processing.

1.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, time spent, clicks, searches.
  • Device Information: Browser type, OS, IP address, device identifiers.
  • Log Data: Access times, errors, referral URLs.
  • Cookies: Session cookies, preference cookies, analytics cookies.

1.3 Information from Public Sources

  • Public Records: FMCSA carrier information, safety ratings, authority status.
  • Market Data: Publicly available rate benchmarks and lane data for analysis.

2. How We Use Your Information

Service Delivery

  • Provide dispatch intelligence features
  • Process AI agent operations
  • Parse uploaded documents
  • Generate reports and analytics

Business Operations

  • Process payments and billing
  • Provide customer support
  • Send service notifications
  • Enforce terms of service

Product Improvement

  • Analyze usage patterns
  • Train AI models (anonymized)
  • Develop new features
  • Fix bugs and issues

Communication

  • Send product updates
  • Marketing (with consent)
  • Security alerts
  • Billing reminders

3. Information Sharing

We do NOT sell your personal information to third parties. Ever.

We share information only in these limited circumstances:

  • Service Providers: Companies that help us operate (Stripe for payments, Azure for hosting and document processing). They are contractually bound to protect your data.
  • Legal Requirements: When required by law, subpoena, or to protect our rights.
  • Business Transfer: In case of merger, acquisition, or sale, your data may transfer to the new owner (with notice).
  • With Your Consent: Any other sharing only with your explicit permission.

4. Data Security

We implement industry-standard security measures to protect your data:

Technical Measures

  • TLS 1.3 encryption in transit
  • AES-256 encryption at rest
  • SOC 2 compliant infrastructure
  • Regular security audits
  • Multi-factor authentication available

Operational Measures

  • Employee access controls
  • Security awareness training
  • Incident response procedures
  • Vendor security assessments
  • Regular backups

5. Data Retention

5.1 Standard Retention Periods

  • Active Accounts: Data retained while your account is active.
  • After Cancellation: Operational data deleted within 30 days; billing records retained 7 years per law.
  • Trial Accounts: Data deleted 30 days after trial expires if not converted.
  • Backups: Encrypted backups may retain data up to 90 days for disaster recovery.
  • Aggregated Data: Anonymized analytics retained indefinitely.

5.2 Trial and Fraud Prevention Data

To prevent trial abuse and protect the integrity of our Service, we retain certain business identifiers and fraud prevention data indefinitely, including:

  • MC and DOT numbers: Retained indefinitely to ensure one trial per carrier authority.
  • FMCSA verification records: Legal name, carrier status, and physical address as retrieved from public FMCSA databases at time of registration.
  • Payment method fingerprints: A non-reversible identifier of the payment method used (not the card number itself).
  • Hashed email and phone identifiers: One-way hashed versions used for fraud detection.

Note: MC and DOT numbers are public business identifiers registered with the U.S. Department of Transportation and are not considered personally identifiable information.

5.3 Data Deletion Requests

You may request deletion of your personal data by contacting us. Upon verified request, we will delete:

  • Personal contact information (name, email, phone)
  • Account preferences and settings
  • Usage history and analytics data

Data we cannot delete: MC/DOT numbers and associated fraud prevention records will be retained to prevent future trial abuse, even after account deletion. This retention is necessary for our legitimate business interests and the protection of our Service.

6. Your Rights

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

Access & Portability

Request a copy of your data in a portable format.

Correction

Update or correct inaccurate personal information.

Deletion

Request deletion of your personal data (with exceptions).

Opt-Out

Unsubscribe from marketing communications.

To exercise these rights, email support@dispatchingiq.com or use the settings in your account dashboard.

7. Cookies & Tracking

We use the following types of cookies:

TypePurposeDuration
EssentialLogin, security, core functionalitySession
FunctionalPreferences, settings1 year
AnalyticsUsage patterns, performance2 years
MarketingAdvertising (only with consent)90 days

You can manage cookie preferences in your browser settings or through our cookie banner.

8. AI & Machine Learning

Our AI agents process your data to provide intelligent automation. Here's how:

  • AI processes your loads, communications, and preferences to make recommendations.
  • Your data is NOT used to train AI models shared with other customers.
  • We may use anonymized, aggregated data to improve general AI capabilities.
  • AI decisions are logged for transparency and audit purposes.
  • You can disable AI features at any time from account settings.

9. California Privacy Rights (CCPA)

California residents have additional rights under the CCPA:

  • Right to Know: Categories and specific pieces of personal information collected.
  • Right to Delete: Request deletion of personal information.
  • Right to Opt-Out: We do not sell personal information (no opt-out needed).
  • Non-Discrimination: We will not discriminate against you for exercising rights.

To make a request, email support@dispatchingiq.com with "CCPA Request" in the subject line.

10. Children's Privacy

DispatchingIQ is a B2B service for trucking companies and is not intended for children under 18. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your data is stored and processed in the United States on Microsoft Azure infrastructure. If you are accessing from outside the US, you consent to the transfer of your data to the US. We implement appropriate safeguards for international transfers.

12. Changes to This Policy

  • We may update this Privacy Policy from time to time.
  • Material changes will be notified via email or in-app notification.
  • We encourage you to review this page periodically.
  • Continued use after changes constitutes acceptance.

Contact Us

For privacy-related questions or to exercise your rights:

DispatchingIQ, LLC

A subsidiary of Innovative Solutions Truck Dispatching, LLC

New York, NY

Privacy Officer

Email: support@dispatchingiq.com

General Support: support@dispatchingiq.com