Privacy Policy

1. Introduction

[Company Name] ("we", "us", or "our") operates dispatching.pro, a trucking management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and ensuring the security of your personal information. By using our Service, you consent to the data practices described in this policy.

Important: Our Service is intended for users who are at least 18 years old. We do not knowingly collect information from individuals under 18 years of age.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us when creating an account or using our Service:

• Identity Information: First name, last name, full name
• Contact Information: Email address (used as username), phone number
• Account Credentials: Username, password (stored as encrypted hash)
• Business Information: Company name, business type (person, sole proprietor, corporation, partnership, LLC)
• Role Information: Your role within the organization (admin, trucker, dispatcher)

2.2 Organization Information

When you create or join an organization, we collect:

• Company Details: Organization name, type (single owner-operator, small trucking company, dispatching service)
• Address Information: Street address, city, state/province, ZIP/postal code, country
• Regulatory Identifiers: MC Number, DOT Number (US), CVOR Number (Canada)
• Tax Information: Tax ID/EIN (if provided)
• Contact Information: Organization email address, phone number

2.3 Operational Data

In the normal course of using our trucking management platform, we collect:

• Trip Information: Driver names, truck and trailer numbers, pickup/delivery locations, dates, broker information, rate confirmations, mileage, status updates, notes
• Expense Records: Expense type (fuel, repair, maintenance, tolls, etc.), amounts, dates, locations, descriptions, fuel quantities, service providers, vehicle information
• Invoice Data: Customer information, billing addresses, invoice amounts, PO numbers, payment terms, tax calculations, payment status
• Account Management: Customer, broker, shipper, and receiver information including company names, addresses, contact details, and notes
• Fleet Information: Truck numbers, trailer numbers, license plates, VIN numbers
• Activity Logs: User actions, timestamps, and system events for audit and tracking purposes

2.4 Uploaded Files and Documents

We store files and documents you upload to the Service:

• Rate confirmations and load agreements
• Proof of delivery (POD) documents
• Lumper receipts and detention documentation
• Expense receipts (fuel, repairs, tolls, etc.)
• Invoice attachments
• Other business documents related to trucking operations

Note: All uploaded files are stored locally on our servers located in secure data centers in the United States and Canada. We do not use third-party cloud storage services for your documents.

2.5 Payment Information

When you subscribe to our Service:

• Payment Card Information: We do NOT store full credit card numbers. Payment processing is handled by Stripe, our PCI-compliant payment processor.
• Billing Information: Billing address, subscription plan details, payment history
• Stripe Customer ID: A unique identifier linking your account to your Stripe customer profile

2.6 Technical Information

We automatically collect certain technical information when you use our Service:

• Authentication Data: JWT tokens, session information, login timestamps
• Device Information: Browser type and version, operating system, device identifiers
• Usage Data: Pages visited, features used, time spent on pages, interaction patterns
• IP Address: Your Internet Protocol address for security and fraud prevention
• Cookies: Essential authentication cookies and analytics cookies (see our Cookie Policy)
• Analytics Data: Aggregate usage statistics collected through Vercel Analytics

2.7 Legal Acceptance Records

We maintain records of your acceptance of legal documents:

• Document type (Terms of Service, Privacy Policy, etc.)
• Document version accepted
• Timestamp of acceptance
• IP address at time of acceptance
• User agent (browser/device information)

3. How We Use Your Information

3.1 Service Delivery

We use your information to provide, maintain, and improve our Service:

• Create and manage your user account
• Authenticate your identity and maintain session security
• Store and organize your trucking operational data
• Generate invoices and financial reports
• Process uploaded documents and attachments
• Provide trip tracking and expense management features
• Enable multi-user collaboration within organizations

3.2 Billing and Payment

• Process subscription payments and manage billing
• Administer free trial periods
• Send payment receipts and invoices
• Handle subscription renewals and cancellations
• Detect and prevent payment fraud

3.3 Communication

• Send service-related notifications and updates
• Respond to your inquiries and support requests
• Notify you of important changes to our Service or policies
• Send administrative messages regarding your account

3.4 Security and Fraud Prevention

• Protect against unauthorized access and security threats
• Detect and prevent fraudulent activities
• Monitor for Terms of Service violations
• Maintain audit logs for security investigations

3.5 Analytics and Improvement

• Analyze usage patterns to improve Service performance
• Understand user preferences and behaviors
• Develop new features and functionality
• Optimize user experience and interface design

3.6 Legal Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and court orders
• Enforce our Terms of Service
• Maintain records of legal agreement acceptances

4. Legal Basis for Processing (US & Canadian Users)

We process your personal information based on the following legal grounds:

• Consent: You have given explicit consent for us to process your personal information when you create an account and accept our Terms of Service and Privacy Policy.
• Contract Performance: Processing is necessary to fulfill our contract with you to provide the Service you've subscribed to.
• Legitimate Interests: We have legitimate business interests in improving our Service, preventing fraud, and ensuring security, provided these interests don't override your privacy rights.
• Legal Obligations: We may process your information to comply with legal requirements, such as tax reporting or responding to valid legal requests.

5. How We Share Your Information

5.1 Within Your Organization

Information you create or upload is shared with other authorized users within your organization based on their role and permissions. Organization administrators have access to all organizational data.

5.2 Service Providers

We share information with trusted third-party service providers who assist in operating our Service:

• Stripe: Payment processing services (PCI DSS compliant). Stripe receives billing information and payment card details necessary to process subscriptions. See Stripe's Privacy Policy.
• Vercel Analytics: Website analytics and performance monitoring. Vercel collects aggregate usage data to help us understand how users interact with our Service. See Vercel's Privacy Policy.
• Infrastructure Providers: Hosting and server infrastructure located in the United States and Canada.

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal requests from law enforcement or government agencies
• Court orders, subpoenas, or legal processes
• Protection of our legal rights or property
• Investigation of potential violations of our Terms of Service
• Prevention of fraud or security threats

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change in ownership or control of your personal information.

5.5 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

5.6 We Do NOT Sell Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy:

• Active Accounts: We retain your information for the duration of your active subscription.
• After Cancellation: Upon cancellation, we provide a 30-day grace period for you to export your data. After 30 days, your data may be permanently deleted.
• Legal Requirements: We may retain certain information longer if required by law, for tax purposes, or to resolve disputes (typically 7 years for financial records).
• Anonymized Data: We may retain anonymized, aggregated data indefinitely for analytics and service improvement.
• Security Logs: Access logs and security-related information may be retained for up to 2 years.

7. Data Security

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

• Encryption: Data transmitted between your browser and our servers is encrypted using TLS/SSL. Passwords are hashed using bcrypt before storage.
• Authentication: Secure JWT-based authentication with httpOnly cookies to prevent XSS attacks.
• Access Controls: Role-based access controls ensure users only access data they're authorized to see.
• Infrastructure Security: Servers are hosted in secure data centers with physical security controls.
• Regular Updates: We keep our systems updated with the latest security patches.
• Monitoring: We monitor for suspicious activity and unauthorized access attempts.
• Data Backups: Regular automated backups to prevent data loss.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

8. Your Privacy Rights

8.1 Access and Portability

You have the right to access and receive a copy of your personal information. You can export your data from within the Service or contact us to request a data export.

8.2 Correction

You can update and correct your personal information directly through your account settings. For information you cannot update yourself, contact us at legal@dispatching.pro.

8.3 Deletion

You have the right to request deletion of your personal information. You can delete your account through account settings or by contacting us. Note that:

• Deletion requests will be processed within 30 days
• Some information may be retained as required by law or for legitimate business purposes
• Anonymized data may be retained for analytics

8.4 Objection and Restriction

You may object to certain uses of your information or request that we restrict processing. Contact us to exercise this right.

8.5 California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information (subject to certain exceptions)
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

8.6 Canadian Privacy Rights (PIPEDA)

If you are a Canadian resident, you have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA):

• Right to know why your information is collected and how it will be used
• Right to access your personal information
• Right to correct inaccurate information
• Right to withdraw consent (subject to legal and contractual restrictions)
• Right to file a complaint with the Privacy Commissioner of Canada

8.7 Exercising Your Rights

To exercise any of these rights, please contact us at legal@dispatching.pro. We will respond to your request within 30 days (or as required by applicable law).

9. International Data Transfers

Our Service is operated primarily in the United States and Canada. If you access our Service from outside these countries, your information may be transferred to, stored, and processed in the United States or Canada.

By using our Service, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence. We take steps to ensure your information receives adequate protection wherever it is processed.

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

If we become aware that we have collected personal information from a child under 18 without parental consent, we will take steps to delete that information promptly.

If you believe we have collected information from a child under 18, please contact us immediately atlegal@dispatching.pro.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to provide and improve our Service. For detailed information about the cookies we use, please see our Cookie Policy.

12. Third-Party Links

Our Service may contain links to third-party websites or services that are not owned or controlled by us. This Privacy Policy does not apply to third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the version number and effective date at the top of this policy
• Notify you by email or through a prominent notice on our Service
• Provide at least 30 days' notice before the changes take effect

Your continued use of the Service after changes take effect constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For California Residents: You may contact us to exercise your CCPA rights or submit a request by emailing legal@dispatching.pro with "CCPA Request" in the subject line.

For Canadian Residents: You may contact us to exercise your PIPEDA rights or file a complaint with the Privacy Commissioner of Canada at www.priv.gc.ca.