Privacy Policy

1) Scope & Controller

This Policy applies when we act as a data controller (e.g., for our website and account administration) and as a data processor on behalf of your organization (for Customer Data you input into the Service). When acting as a processor, we process data under your instructions and our agreement with you.

2) Information We Collect

• Account & Usage: Name, email, role, authentication logs, settings, actions taken in the Service.
• Customer Data: Jobs, clients, locations, photos/videos, forms, messages, invoices, payments (tokenized via providers), GPS trails.
• Device & Technical: IP address, device/browser type, app version, cookies, crash logs, performance metrics.
• Integrations: Data exchanged with third parties you connect (e.g., Stripe payments, QuickBooks invoices, Mapbox maps, Twilio messages).
• Support: Chat/email threads, attachments, and call notes handled by our U.S.-based team.

3) How We Use Information

• Provide, maintain, and improve the Service (including AI-assisted features, routing, and analytics).
• Process transactions and facilitate payments via providers (e.g., Stripe).
• Sync accounting data when enabled (e.g., QuickBooks).
• Communicate with you (support, product updates, security notifications).
• Monitor, detect, and prevent fraud/abuse; ensure security and integrity.
• Comply with legal obligations and enforce our Terms.

4) How We Share Information

• At your direction: With Integrations/Marketplace Apps you install or configure.
• Service providers: Hosting, analytics, communications, payments, mapping—bound by contract to process data on our behalf.
• Legal: To comply with law, protect rights/safety, or respond to lawful requests.
• Business transfers: As part of mergers, acquisitions, or asset sales (see below).

5) Tax Calculation & Third-Party Services

To assist our customers with accurate and efficient sales tax handling, Dispatch Scout integrates with TaxJar and related third-party tax rate providers to retrieve real-time sales tax rates based on the job or invoice location.

• Data Used: We transmit limited, non-personal location and transaction data (such as postal code, invoice amount, and tax category) to TaxJar solely for the purpose of rate lookup.
• Purpose: These tax rate lookups are intended to simplify tax estimation and reduce manual entry for our users.
• Accuracy & Responsibility: While TaxJar is a trusted provider, tax laws and rates change frequently. Dispatch Scout and its affiliates do not guarantee the accuracy, completeness, or applicability of any tax rate returned by TaxJar or similar providers.
• Customer Obligation: You remain solely responsible for determining the correct tax rates, collecting taxes, remitting payments to tax authorities, and ensuring compliance with all applicable laws and regulations.

By using the tax calculation features, you agree that Dispatch Scout is not responsible for errors, penalties, or liabilities arising from inaccurate or incomplete tax data. For binding tax advice, please consult your tax professional or accountant.

6) Cookies & Tracking Technologies

We use cookies, local storage, and similar technologies for authentication, preferences, analytics, and performance. You can control cookies via your browser settings. We may use analytics tools to understand usage trends.

7) Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information. No system is 100% secure; please use strong passwords and protect your credentials.

8) Data Retention

We retain information for as long as necessary to provide the Service and for legitimate business or legal purposes (e.g., compliance, dispute resolution). We may de-identify or aggregate data for analytics and product improvement.

9) Your Rights & Choices

• Access/Update: View or update your profile and certain Customer Data.
• Deletion: Request deletion of your personal data (subject to legal/contractual limits).
• Portability: Export certain data (e.g., CSV/XLSX).
• Preferences: Manage communications and notifications.

Contact support@dispatchscout.com to exercise rights. For data we process on behalf of an organization, we may direct you to that organization.

10) International Transfers

We may transfer, store, and process information in the United States and other jurisdictions. Where required, we use appropriate safeguards (e.g., SCCs) for cross-border transfers.

11) Children’s Privacy

The Service is not directed to children under 13 (or other age defined by local law), and we do not knowingly collect personal information from children.

12) Changes to this Policy

We may update this Policy from time to time. We will post the updated Policy with a new effective date. Your continued use of the Service after the effective date constitutes acceptance.

13) Contact

Questions about privacy? Email support@dispatchscout.com.

14) Region-Specific Disclosures

GDPR (EEA/UK/Switzerland)

Legal bases: We process personal data on bases including contract performance, legitimate interests (e.g., product improvement, security), consent (where applicable), and legal obligations. You may have rights to access, correct, delete, restrict, or object to processing, and data portability. You also have a right to lodge a complaint with a supervisory authority.

Controller/Processor roles: We act as a controller for website/account data and as a processor for Customer Data on behalf of your organization, per our agreement and any applicable data protection addendum (DPA).

CCPA/CPRA (California)

We do not “sell” or “share” personal information as defined by the CCPA/CPRA. We use service providers and contractors under written contracts. California residents may request access, deletion, and correction of their personal information, and may limit use of sensitive personal information where applicable.

15) Subprocessors

We use subprocessors (third-party vendors) to provide the Service (e.g., cloud hosting, analytics, messaging, payments, maps). We require appropriate contractual commitments, including confidentiality and security.

16) Data Breach Notification

In the event of a data breach affecting personal data, we will notify affected customers and/or authorities as required by applicable law and our contractual obligations.

17) Business Transfers

We may disclose or transfer information as part of any merger, sale, financing, or acquisition of all or part of our business, subject to this Policy and applicable law.

18) Do Not Track

Your browser may support “Do Not Track” signals. Because no common industry standard has been adopted, we do not respond to DNT signals. We will update this notice if standards emerge.

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This Policy is provided for informational purposes and is not legal advice. Consult your legal advisor to tailor it to your operations.