Privacy Notice

2. Personal Information We May Collect

1. Scope and Roles

This Privacy Notice explains how Dispatch Diligence Inc. d/b/a DispatchDiligence collects, uses, discloses, and protects personal information.

This Notice applies to personal information we process for our own business purposes, such as website visitors, prospects, customer representatives, Authorized Users, reseller contacts, vendor contacts, support communications, events, marketing, billing, security, and account administration.

When we process personal data contained in Customer Content on behalf of a business customer, we generally act as a processor, service provider, or contractor under the applicable customer agreement and data processing addendum. In that case, the customer is responsible for its own privacy notices, lawful basis, consents, and instructions.

3. Sources of Personal Information

• Directly from you, your employer, an end customer, a reseller, or Authorized Users.
• From use of the website, portal, support channels, and Services.
• From Third-Party Systems or public sources when a customer authorizes access.
• From vendors, analytics providers, payment processors, security tools, event partners, and business contacts.
• From referrals, introductions, and ordinary business development activities.

4. Purposes of Use

• Provide, operate, maintain, secure, troubleshoot, and improve the Services.
• Create accounts, authenticate users, administer subscriptions, and provide support.
• Generate and export Evidence Files as directed by customers.
• Communicate about services, updates, security, billing, renewals, events, marketing, press releases, and product information.
• Process orders, invoices, payments, and reseller or channel administration.
• Analyze usage, product performance, reliability, and customer needs.
• Protect rights, safety, security, and integrity of DispatchDiligence, customers, users, and systems.
• Comply with law, enforce agreements, and manage disputes.

5. AI, Analytics, Aggregated Data, and Training

We may use Feedback and aggregated, anonymized, or de-identified data for analytics, product improvement, benchmarking, industry insights, and service development where the data does not identify a customer, specific load, specific claim, specific carrier, individual, or other confidential customer-specific information.

We do not use Customer Content to train or improve a publicly available foundation model or general-purpose AI model unless the customer expressly agrees in a signed writing or the data has been aggregated and de-identified in a manner reasonably designed to prevent identification.

6. Disclosure of Personal Information

• Service providers and subprocessors that host, support, secure, analyze, or administer the Services.
• Resellers, channel partners, or marketplaces involved in quoting, ordering, billing, renewal, or support, as applicable.
• Customer administrators and Authorized Users within the relevant customer account.
• Professional advisors, auditors, insurers, financing sources, and business diligence recipients under confidentiality obligations.
• Law enforcement, regulators, courts, or other parties when required by law or necessary to protect rights, safety, security, or legal interests.
• Successors or participants in a merger, financing, acquisition, reorganization, or sale of assets.

7. Cookies and Similar Technologies

We use necessary cookies and similar technologies for site operation, pilot access, authentication, security, preferences, diagnostics, and service reliability. We may also use limited first-party analytics and product telemetry to understand whether the Services work as intended and where customers need support.

We do not currently use third-party advertising pixels on the public website, and we do not currently sell personal information or share personal information for cross-context behavioral advertising. If that changes, we will provide any legally required notice and opt-out mechanism before using those technologies.

You can control many cookies through your browser settings. You may also contact us at jeff@getdispatchdiligence.com to ask about available privacy choices, opt out of nonessential marketing communications, or submit a privacy request.

8. Security and Retention

We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is perfectly secure. Customers and users are responsible for account administration, credential security, user permissions, and limiting data submitted to the Services.

We retain personal information for as long as reasonably necessary for the purposes described in this Notice, to provide Services, comply with law, resolve disputes, enforce agreements, maintain security logs, and support business records, unless a longer retention period is required or permitted by law.

9. Your Privacy Choices and Rights

Depending on your location and relationship with DispatchDiligence, you may have rights to know or access personal information, correct inaccurate personal information, delete personal information, obtain a copy of personal information, opt out of sale, sharing, targeted advertising, or certain profiling, limit certain sensitive-data uses, object to or restrict certain processing, withdraw consent where processing is based on consent, and appeal a privacy-request decision.

To submit a request, contact jeff@getdispatchdiligence.com. We may need to verify your identity and relationship with the data before completing a request. If you use an authorized agent, we may ask for proof of authority and may still need to verify your identity directly.

For personal data contained in Customer Content that we process on behalf of a customer, we may direct your request to the customer or process it according to the customer's instructions.

10. State Privacy Notice Addenda

California: If the California Consumer Privacy Act, as amended, applies to your personal information, California residents may have rights to notice, access, deletion, correction, portability, opt out of sale or sharing, limit certain sensitive personal information uses, and non-discrimination for exercising privacy rights. We do not currently sell personal information or share personal information for cross-context behavioral advertising, and we do not knowingly sell or share personal information of individuals under 16.

Texas: If the Texas Data Privacy and Security Act applies to your personal information, Texas residents may have rights to access, correct, delete, obtain a portable copy, opt out of targeted advertising, sale, or certain profiling, and appeal a denied request. When we process Customer Content for a customer, we generally act under that customer's instructions.

Delaware: If the Delaware Personal Data Privacy Act applies to your personal information, Delaware residents may have rights to confirm processing, access, correct, delete, obtain a copy, opt out of targeted advertising, sale, or certain profiling, and appeal a denied request. We do not intend the Services for children and do not knowingly process children's personal information through the public website.

This section is intended to supplement the rest of this Notice and applies only where the relevant state law applies to DispatchDiligence and the personal information at issue.

11. International Users

DispatchDiligence is based in the United States. If you access the website or Services from outside the United States, your personal data may be transferred to, stored in, or processed in the United States and other jurisdictions where we or our service providers operate.

For individuals in the European Economic Area, United Kingdom, or Switzerland, our legal bases may include performance of a contract, legitimate interests, consent, compliance with legal obligations, and the establishment, exercise, or defense of legal claims. Depending on your location and the data at issue, you may have rights to access, rectify, erase, restrict, object to processing, request portability, withdraw consent, and lodge a complaint with a supervisory authority.

Customers may not submit special-category personal data, children's data, regulated health data, payment card data, government identification numbers, consumer credit data, or other High-Risk Data to the Services unless expressly permitted in a signed agreement and required safeguards are in place. If Customer Content includes personal data subject to international transfer restrictions, the applicable customer agreement or data processing addendum should identify the transfer mechanism and processing instructions.

12. Children

The Services are not intended for children and should not be used to collect personal information from children. Customers may not submit children's data.

13. Contact and Changes

Contact: DispatchDiligence Privacy, jeff@getdispatchdiligence.com.

We may update this Notice from time to time. The updated version will be effective when posted or as otherwise stated.