Privacy Policy

1) Scope & Application

This Privacy Policy applies to personal information we collect and process through the Dispatch Scout platform, website, mobile applications, and related services.

About Dispatch Scout: Dispatch Scout is a Wyoming Limited Liability Company based in Wyoming, United States, operating throughout the United States. We comply with all applicable federal and state privacy laws.

2) Data Controller vs. Data Processor Roles

When We Are a Data Controller:

We act as a data controller when collecting and processing information about:

• Account administrators and users (your business contact information, login credentials, usage data)
• Website visitors and prospective customers
• Marketing and analytics data
• Billing and payment information
• Support and communications data

For this data, we determine how and why it is processed, and this Privacy Policy governs our practices.

When We Are a Data Processor:

We act as a data processor when handling Customer Data you input into the Service, including:

• Your end customer information (names, addresses, phone numbers, service history, property details)
• Your employee/technician information (names, schedules, performance data, location tracking)
• Job details, invoices, photos, messages, and other business records
• Communications between you and your customers

For Customer Data, you (the business customer) are the data controller. You determine what data is collected and how it is used. We process this data on your behalf according to your instructions and our Terms of Service. Our data processing is governed by our Agreement with you.

Notice to End Users & Employees:

If you are an end customer of a business using Dispatch Scout, or an employee/technician whose data is in the Service:

• Your service provider (the business) is the data controller of your personal information
• Direct your privacy questions and requests to them
• They are responsible for complying with privacy laws regarding your data
• They should provide you with their own privacy notice
• For questions about how Dispatch Scout processes data on their behalf, contact us at privacy@dispatchscout.com

3) Information We Collect

Information You Provide Directly:

• Account & Profile Information: Name, email address, phone number, company name, job title, role, persona, authentication credentials
• Customer Data: Information about your customers, employees, jobs, appointments, invoices, estimates, payments, service history, property details, photos, videos, forms, messages, notes
• Payment Information: Payment method details (processed by third-party payment processors; we store only tokenized data, last 4 digits, billing address)
• Communications: Support requests, chat messages, email correspondence, call recordings (with notice), feedback, survey responses
• Integration Data: Data from third-party services you connect (QuickBooks, Stripe, etc.)

Information Collected Automatically:

• Usage Data: Features used, actions taken, pages viewed, time spent, search queries, clicks
• Device & Technical Data: IP address, device type, operating system, browser type and version, device identifiers, app version, language preferences
• Location Data: Precise GPS coordinates, WiFi access points, IP-derived general location, route and travel history (see Field Service Data section)
• Cookies & Tracking: Cookies, web beacons, local storage, session data, analytics identifiers
• Performance Data: Error logs, crash reports, diagnostic data, load times, API response times

Information from Third Parties:

• Business Partners: Payment processors (Stripe), accounting services (QuickBooks), communication providers (Twilio), mapping services (Mapbox|Google Maps)
• Marketing & Analytics: Google Analytics, advertising partners, marketing automation tools
• Public Sources: Publicly available business information, industry databases
• Social Media: If you connect via social login (Google, Facebook), we receive basic profile information they share

4) Artificial Intelligence & Machine Learning

We use artificial intelligence (AI) and machine learning (ML) technologies to provide and improve our Services, including:

• Predictive scheduling and intelligent route optimization
• Automated data entry and form completion suggestions
• Customer insights, forecasting, and business analytics
• Anomaly detection for fraud and security threats
• Customer support assistance and chatbot functionality
• Service recommendations and best practice suggestions
• Job matching and technician assignment optimization

Data Use for AI Training: We may use aggregated, de-identified Customer Data and usage patterns to train and improve our AI and machine learning models. This helps enhance Service accuracy, functionality, and features for all users. We do not use your identifiable personal information to train models that benefit competitors or unrelated third parties.

Third-Party AI Services: We may use third-party AI service providers (including but not limited to OpenAI, Anthropic, Google Cloud AI, Amazon Web Services AI/ML services, xAI) to process data and deliver AI features. These providers are bound by data protection agreements. A current list of AI subprocessors is available at dispatchscout.com/subprocessors.

AI Output Disclaimer: AI-generated outputs (predictions, recommendations, automated entries, insights, completion suggestions) are provided for convenience only. We do not warrant their accuracy, completeness, reliability, or suitability for your specific needs. You are solely responsible for reviewing and validating AI outputs before relying on them for business decisions, customer interactions, or operational purposes.

Human Oversight: You should maintain appropriate human oversight of AI-generated content and decisions, particularly for customer-facing communications, scheduling, pricing, employee evaluation, and other business-critical functions.

Opt-Out: If you do not consent to your data being used for AI model training, you may contact privacy@dispatchscout.com to opt out or disable certain AI features. Disabling AI features may reduce Service functionality and user experience.

5) Field Service-Specific Data Practices

Location Tracking

As a field service management platform, we collect and use location data for core Service functionality.

Types of Location Data Collected:

• Precise GPS coordinates (latitude/longitude) from mobile devices
• WiFi access point information
• IP address-derived general location (city/state/postal code)
• Mobile device location services data
• Route and travel history, mileage tracking

Purposes for Location Data Use:

• Job dispatch and intelligent routing optimization
• Real-time estimated arrival times for customers
• Mileage tracking and expense reporting
• Job site arrival/departure verification and time tracking
• Fleet management and vehicle tracking
• Service area analysis and territory management
• Emergency assistance and safety monitoring

Who Can Access Location Data:

• Your employer/business (the account administrator) can view real-time and historical location data of technicians and field employees
• End customers may see estimated arrival times derived from location data
• Location data may be shared with mapping services (Mapbox, Google Maps) for routing and display purposes

User Controls: You can disable location services in your device settings, but this will significantly impair Service functionality, including dispatch, routing, mileage tracking, time verification, and job completion features.

Technician & Employee Performance Data

If you are a technician or field employee using Dispatch Scout through your employer:

Performance Information Collected:

• Job completion times, rates, and efficiency metrics
• Customer ratings, reviews, and feedback
• Revenue per job or time period
• Response times and on-time performance
• Productivity metrics and utilization rates
• Skills, certifications, and service capabilities
• Availability, schedule adherence, and time tracking
• Quality metrics and customer satisfaction scores

How Performance Data Is Used:

• Your employer uses this data for job assignment, scheduling optimization, and workload balancing
• Performance evaluation, training needs identification, and professional development
• Compensation decisions, bonuses, and incentive calculations
• Business management, operational improvements, and service quality enhancement
• Aggregate performance data (de-identified) may be used for industry benchmarking

Your Rights as an Employee/Technician:

• Your employer (the business customer) is the data controller for your personal information
• Direct privacy questions, access requests, and complaints to your employer
• You may have rights under applicable employment and privacy laws to access, correct, or request deletion of your information
• For questions about how Dispatch Scout processes your information as a data processor, contact privacy@dispatchscout.com

End Customer Data (B2B2C Relationships)

If you are a customer of a business using Dispatch Scout (e.g., you hired a plumber, electrician, HVAC technician, or other service provider who uses our platform):

• The service provider (business) is the data controller of your personal information
• They determine what information is collected about you and how it is used
• Dispatch Scout processes your data on behalf of the business as a data processor
• Direct privacy questions, access requests, deletion requests, and complaints to the service provider
• The business is responsible for providing you with privacy notices and obtaining necessary consents
• They should explain how your data is used, stored, and protected

6) How We Use Information

We use personal information for the following purposes:

Service Provision & Functionality:

• Provide, operate, maintain, and improve the Service
• Process transactions, invoices, and payments
• Enable scheduling, dispatch, routing, and job management
• Facilitate communications between you and your customers
• Provide customer support and respond to inquiries
• Deliver AI-assisted features and intelligent recommendations

Business Operations & Analytics:

• Analyze usage patterns and Service performance
• Conduct research and analytics to improve features
• Develop new products, features, and services
• Create aggregate insights and industry benchmarks (de-identified)
• Understand user preferences and behavior

Communications:

• Send transactional communications (account verification, billing, confirmations)
• Provide technical notifications and security alerts
• Send marketing communications about features, updates, and promotions (with opt-out)
• Conduct surveys and request feedback
• Respond to customer service requests

Security, Fraud Prevention & Legal Compliance:

• Monitor, detect, and prevent fraud, abuse, and security threats
• Ensure security and integrity of the Service
• Authenticate users and prevent unauthorized access
• Comply with legal obligations and enforce our Terms of Service
• Protect rights, property, and safety of Dispatch Scout, users, and the public
• Respond to lawful requests from authorities

Legal Bases for Processing (Where Applicable):

• Contract Performance: Processing necessary to provide the Service under our Terms of Service
• Legitimate Interests: Product improvement, security, fraud prevention, analytics, marketing (balanced against your privacy rights)
• Consent: Where you have provided consent (e.g., marketing communications, optional features)
• Legal Obligation: Compliance with applicable laws and regulations

7) How We Share Information

Sharing At Your Direction:

• With Integrations and Marketplace Apps you install, authorize, or configure
• With third parties when you explicitly request or consent to sharing
• When you use share or export features

Service Providers & Subprocessors:

We share information with trusted third-party service providers who process data on our behalf under written contracts requiring confidentiality and data protection:

• Payment Processing: Stripe (for credit card and ACH payments), Plaid (for bank account verification)
• Accounting Integration: QuickBooks, Xero, Sage (when you enable accounting sync)
• Communication Services: Twilio (for SMS/texting), SendGrid or similar (for transactional emails)
• Mapping & Routing: Mapbox, Google Maps API (for location services and route optimization)
• Cloud Hosting & Infrastructure: Amazon Web Services (AWS), Google Cloud Platform, or Microsoft Azure (for data storage and processing)
• Analytics & Performance: Google Analytics, Mixpanel or similar (for usage analytics and insights)
• Customer Support: Zendesk, Intercom, or similar (for support ticket management and live chat)
• AI & Machine Learning: OpenAI, Anthropic, Google Cloud AI, AWS AI/ML, xAI (when using AI-powered features)
• Security & Monitoring: Security monitoring tools, fraud prevention services
• Email & Marketing: Email service providers, marketing automation platforms (with your consent)

A complete, current list of subprocessors is available at dispatchscout.com/subprocessors. We will update this list when subprocessors change.

Business Transfers:

• In connection with mergers, acquisitions, asset sales, financing, reorganizations, or bankruptcy
• We will provide notice and, where legally required, obtain consent before transferring personal information to a new entity
• The acquiring entity will be bound by this Privacy Policy or will provide notice of policy changes

Legal & Safety Purposes:

• To comply with applicable laws, regulations, legal processes, or governmental requests
• To enforce our Terms of Service, investigate violations, and take action against policy violations
• To protect the rights, property, and safety of Dispatch Scout, our users, or the public
• To detect, prevent, or address fraud, security, or technical issues
• To respond to lawful requests from law enforcement or regulatory authorities

Aggregate & De-Identified Data:

We may share aggregated or de-identified data with partners, industry analysts, or for benchmarking purposes. This data cannot be used to identify you or any individual. Examples include:

• "Average job completion time in the plumbing industry is X hours"
• "Service businesses using our scheduling feature see Y% improvement in efficiency"
• "Field service trends across different regions and service types"

No Sale of Personal Information:

We do not sell personal information for money. We may share certain data (cookies, device information, usage data) with analytics and advertising partners for service improvement and marketing purposes. You can opt out of such sharing via by contacting privacy@dispatchscout.com.

8) 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 job or invoice location.

• Data Transmitted: We transmit limited, non-personal location and transaction data (such as postal code, invoice amount, and tax category) to TaxJar solely for rate lookup purposes.
• 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 does 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 correct tax rates, collecting taxes, remitting payments to tax authorities, and ensuring compliance with all applicable tax laws and regulations.

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

9) Cookies & Tracking Technologies

We use cookies, web beacons, web sockets, local storage, and similar technologies for authentication, preferences, analytics, and performance optimization.

Types of Cookies We Use:

1. Strictly Necessary Cookies:

• Essential for Service operation and security
• Enable core functionality like authentication, account access, and secure sessions
• Cannot be disabled without significantly impairing Service functionality

2. Functional Cookies:

• Remember your preferences and settings (language, time zone, display options)
• Enhance features and personalization
• Optimize your experience after logging in
• Enable chat and support features

3. Performance & Analytics Cookies:

• Collect usage information (pages visited, features used, time spent, error messages)
• Aggregated and anonymous data to improve Service performance
• Help us understand how users interact with the Service
• Examples: Google Analytics, Mixpanel

4. Targeting & Advertising Cookies:

• Deliver relevant advertising based on your interests
• Track advertisement performance and effectiveness
• Third-party cookies from advertising partners
• Manage and optimize marketing campaigns

Your Cookie Controls:

• Browser Settings: You can accept, block, or delete cookies through your browser settings. Visit your browser's help section for instructions.
• Service Settings: Manage cookie preferences in your Account settings or via our cookie consent tool
• Third-Party Opt-Outs:
  • Google Analytics Opt-Out: Browser Add-On
  • Digital Advertising Alliance: Opt Out
  • Network Advertising Initiative: Opt Out
• Mobile Device Settings: Limit ad tracking in iOS Settings > Privacy > Advertising, or Android Settings > Google > Ads

Impact of Disabling Cookies: Blocking or deleting certain cookies may limit Service features, prevent login, or require re-entering preferences. Strictly necessary cookies cannot be fully disabled.

Learn More About Cookies: Visit www.allaboutcookies.org for detailed information about cookies and how to manage them.

10) Security

We implement comprehensive technical, administrative, and physical safeguards designed to protect personal information from unauthorized access, use, alteration, and destruction.

Technical Security Measures:

• Encryption in Transit: TLS/SSL protocols for all data transmitted between your device and our servers
• Encryption at Rest: Encryption of sensitive data stored in our databases
• Secure Authentication: Strong password requirements, password hashing with industry-standard algorithms
• Intrusion Detection: Monitoring systems to detect and prevent unauthorized access
• API Security: Secure API access with authentication tokens, rate limiting, and access controls
• Secure Development: Security-focused development practices, code reviews, dependency scanning

Organizational Security Measures:

• Access Controls: Role-based access controls limiting employee access to personal information on a need-to-know basis
• Employee Training: Regular training on data security, privacy practices, and incident response
• Vendor Security: Security requirements and due diligence for all third-party service providers
• Incident Response: Documented incident response plan, regular testing and drills
• Data Minimization: Collection and retention of only necessary personal information
• Background Checks: Screening of employees with access to sensitive data

Physical Security Measures:

• Data centers with physical access controls, surveillance, and environmental protections
• Secure facilities for our operations and employee workspaces
• Protection of physical devices and media containing personal information

Your Security Responsibilities:

• Use strong, unique passwords for your account (combination of letters, numbers, special characters)
• Enable two-factor authentication (2FA) if available for added security
• Keep your login credentials confidential; do not share with others
• Secure your devices with passwords, encryption, and up-to-date security software
• Use password managers such as those offered by Apple, Google, Last Pass or 1Password
• Rotate passwords (we recommend quartley)
• Use secure network connections; avoid public WiFi for sensitive operations
• Notify us promptly at security@dispatchscout.com of any suspected unauthorized access, security breach, or suspicious activity
• Log out of your account when finished, especially on shared devices

Security Disclaimer:

While we implement industry-standard security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You transmit and store information in our Service at your own risk. If you have questions about security, contact security@dispatchscout.com.

11) Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal, tax, accounting, and business requirements.

Retention Periods by Data Type:

Data Type	Retention Period	Reason
Account & Profile Data	Duration of subscription + 60 days	Service provision, data export window
Customer Data (your business records)	As determined by you; deletable anytime	You control as data controller
Precise Location History (GPS)	Duration of subscription + 60 days	Job verification, mileage tracking
Transaction & Billing Records	7 years	Tax compliance, accounting requirements
Support Communications	Indefinite	Quality assurance, dispute resolution
Usage & Analytics Data	2 years (individual); indefinite (aggregated)	Service improvement, analytics
Marketing Data	Until opt-out + suppression list	Respect opt-out preferences
Security Logs	1 year	Security monitoring, incident response
Backup Data	Up to 90 days in backup systems	Disaster recovery
Legal Hold Data	Until resolution of matter	Legal compliance, litigation

Post-Termination Data Handling:

After your account is terminated or canceled:

• You have 60 days to export your Customer Data via the Service's export features
• After 60 days, we will delete or de-identify your data in accordance with our retention schedule
• Some data may be retained longer as required by law, for pending legal matters, tax compliance, fraud prevention, or to enforce our Terms
• Backup copies may persist for up to 90 days before automatic purging
• Aggregate and de-identified data may be retained indefinitely

Aggregate & De-Identified Data:

We may retain and use aggregated or de-identified data indefinitely for analytics, benchmarking, industry research, product improvement, and marketing purposes. This data cannot be used to identify you or any individual and is not subject to this retention policy.

Data Deletion Requests:

You may request deletion of your personal information at any time by contacting privacy@dispatchscout.com. We will honor your request subject to:

• Legal exceptions (e.g., tax records, pending litigation)
• Legitimate business needs (e.g., fraud prevention, enforcing Terms)
• Technical limitations (e.g., backup systems)

We will respond to deletion requests within the timeframes required by applicable law (typically 45 days).

12) Your Rights & Choices

Account Management:

• Access & Update: View and update your profile information, account settings, and certain Customer Data through your Account dashboard
• Download Data: Export certain data (jobs, customers, invoices) in standard formats (CSV, XLSX) via export features
• Delete Data: Delete certain Customer Data through the Service interface
• Close Account: Cancel your subscription and request account deletion

Communication Preferences:

• Marketing Emails: Unsubscribe via the link at the bottom of any marketing email, or update preferences in Account settings
• SMS/Text Messages: Reply STOP to any marketing text message, or contact privacy@dispatchscout.com
• Phone Calls: Request to be added to our do-not-call list by contacting privacy@dispatchscout.com
• Transactional Communications: You cannot opt out of essential account, billing, security, or service-related communications while maintaining an active account

Cookie & Tracking Preferences:

• Manage cookie preferences through your browser settings
• Opt out of third-party analytics and advertising as described in the Cookies section
• Enable browser-based opt-out preference signals (e.g., Global Privacy Control)

General Privacy Rights:

Depending on your location, you may have additional rights under applicable privacy laws. See the Region-Specific Privacy Rights section below for details.

13) State & Regional Privacy Rights

US State Privacy Laws

If you are a resident of California, Colorado, Connecticut, Delaware, Iowa, Indiana, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you have specific privacy rights under your state's privacy law.

Your State Privacy Rights Include:

• Right to Know/Access: Request information about the categories and specific pieces of personal information we collect, use, and disclose about you, including sources, purposes, and third-party recipients
• Right to Correct: Request correction of inaccurate personal information we maintain about you
• Right to Delete: Request deletion of your personal information (subject to legal exceptions such as completing transactions, legal compliance, fraud prevention)
• Right to Data Portability: Receive your personal information in a portable, machine-readable format (where technically feasible)
• Right to Opt-Out of Profiling: Opt out of automated decision-making and profiling that produces legal or similarly significant effects (we do not currently engage in such profiling)
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights (no denial of service, different prices, or different quality)
• Right to Limit Use of Sensitive Personal Information: Certain states allow you to limit use of sensitive personal information (we use sensitive PI only for permitted purposes)

How to Exercise Your State Privacy Rights:

• Online Form: Submit a request via our Privacy Request Form (if available)
• Email: privacy@dispatchscout.com with "Privacy Rights Request" in the subject line
• Include: Your name, email address, state of residence, and specific right you wish to exercise

Verification Process:

To protect your privacy and security, we verify your identity before processing privacy requests:

• Low-Risk Requests (e.g., opt-out of marketing): Email verification via confirmation link
• Medium-Risk Requests (e.g., access to personal information): Email verification plus one additional factor (account login, phone verification, or security questions)
• High-Risk Requests (e.g., deletion or account changes): Multi-factor verification (account login plus phone verification or knowledge-based authentication)

If we cannot verify your identity with reasonable certainty, we may deny your request and will explain why. Information provided for verification is used only for that purpose and is deleted afterward.

Authorized Agents:

You may designate an authorized agent to make requests on your behalf. We require:

• Signed written permission from you authorizing the agent, or
• Power of attorney granted to the agent under applicable law
• We may verify your identity directly even when using an authorized agent

Response Timeframes:

We will respond to your request within 45 days (or 60 days where permitted by law). If we need additional time, we will notify you and explain the reason for the extension.

Right to Appeal:

If we deny your privacy request, in whole or in part, you have the right to appeal our decision:

• Submit your appeal to privacy@dispatchscout.com with "Privacy Request Appeal" in the subject line
• Include your name, email, description of original request, and reason for appeal
• We will review your appeal and respond within 45-60 days
• If we deny your appeal, we will provide information about how to contact your state attorney general to lodge a complaint

California Residents - CCPA/CPRA Rights

California Personal Information Collection & Use Chart:

Personal Information Category	Collected?	Business Purpose	Sold or Shared?
Identifiers (name, email, IP address, account ID)	Yes	Provide Service, communications, analytics, customer support	Analytics partners only (opt-out available)
California Customer Records (contact info, financial info)	Yes	Account management, billing, transaction processing	No (payment processors only)
Protected Classifications (age 18+ verification)	Limited	Age verification for account eligibility	No
Commercial Information (transaction history, purchase records)	Yes	Provide Service, business records, analytics	No
Internet/Device Information (IP, browser, cookies, usage)	Yes	Service functionality, analytics, security, user experience	Analytics partners only (opt-out available)
Geolocation Data (precise GPS, location history)	Yes	Routing, dispatch, job tracking, mileage, verification	No (mapping services only)
Audio/Visual (photos, videos of job sites, support calls)	Yes	Service documentation, records, customer support	No
Professional/Employment Info (job title, company, skills)	Yes	Account management, Service provision, technician matching	No
Education Information	No	N/A	No
Inferences (preferences, behavior patterns, predictions)	Yes	Service personalization, recommendations, analytics	Analytics partners only (opt-out available)
Sensitive Personal Information (login credentials, precise geolocation)	Yes	Authentication, security, core Service functionality only	No

Categories of Third Parties We Disclose Personal Information To:

• Service providers and subprocessors (hosting, analytics, payment processing, communications)
• Integrations and Marketplace Apps you authorize
• Analytics partners (Google Analytics, similar services)
• Business transfer parties (mergers, acquisitions)
• Law enforcement and legal authorities (as required by law)

California-Specific Rights:

• Opt-Out of Sale/Sharing: We do not sell personal information for money. We may share certain data (cookies, device info, usage data) with analytics partners. Opt out by emailing privacy@dispatchscout.com, or by enabling Global Privacy Control in your browser.
• Browser-Based Opt-Out Signals: We recognize and honor browser-based opt-out preference signals such as Global Privacy Control (GPC). When enabled, we treat it as an opt-out of sale/sharing for that specific browser/device.
• Sensitive Personal Information: We use sensitive personal information (login credentials, precise geolocation) only for purposes permitted by California law: providing services you request, security, fraud prevention, and legal compliance. We do not sell or share sensitive PI.
• Minors Under 16: We do not knowingly sell or share personal information of individuals under 16 years of age.
• Financial Incentives: We do not currently offer financial incentives for personal information collection or retention. If we do in the future, we will provide notice and obtain opt-in consent.
• Non-Discrimination: We will not deny you services, charge different prices, or provide different quality for exercising California privacy rights.

Shine the Light Law: California residents may request information about our disclosure of personal information to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their direct marketing without your opt-in or an opportunity to opt out. To opt out of any future sharing, email privacy@dispatchscout.com.

Contact California Attorney General: You have the right to lodge a complaint with the California Attorney General:

• Website: https://oag.ca.gov/contact
• Phone: (916) 210-6276 or (800) 952-5225
• Address: California Department of Justice, Office of the Attorney General, 1300 I Street, Sacramento, CA 95814

GDPR (European Union, UK, Switzerland)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR) and equivalent laws.

Legal Bases for Processing:

• Contract Performance: Processing necessary to provide the Service and fulfill our Terms of Service
• Legitimate Interests: Product improvement, security, fraud prevention, analytics (balanced against your rights)
• Consent: Where you have provided explicit consent (e.g., marketing, optional features)
• Legal Obligation: Compliance with applicable laws and regulations

Your GDPR Rights:

• Right of Access: Obtain confirmation of processing and access to your personal data
• Right to Rectification: Correct inaccurate or incomplete personal data
• Right to Erasure ("Right to be Forgotten"): Request deletion in certain circumstances
• Right to Restriction of Processing: Limit processing in certain situations
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Withdraw Consent: Withdraw consent at any time (without affecting prior processing)
• Right to Lodge a Complaint: File a complaint with your supervisory authority
• Rights Related to Automated Decision-Making: Not be subject to solely automated decisions with significant effects (we do not engage in such processing)

Data Controller vs. Processor: We act as a data controller for website and account data, and as a data processor for Customer Data on behalf of your organization (see Section 2).

Data Protection Authority: If you are in the EU/EEA, you have the right to lodge a complaint with your local data protection authority. A list is available at: https://edpb.europa.eu/about-edpb/board/members_en

For UK residents: UK Information Commissioner's Office (ICO) at https://ico.org.uk

14) International Data Transfers

Dispatch Scout is based in Wyoming, United States. We currently operate only in the United States and process all data within the United States using cloud infrastructure located in US data centers.

Future International Operations: If we expand internationally in the future, we will:

• Update this Privacy Policy to reflect international data transfers
• Implement appropriate safeguards such as Standard Contractual Clauses (SCCs), adequacy decisions, or other legally recognized transfer mechanisms
• Provide notice to users about data transfer practices

Third-Party Subprocessors: Some of our third-party service providers may process data internationally. We ensure they provide adequate data protection through contractual obligations and compliance with applicable data transfer requirements. See our subprocessors list for details.

By using our Services, you acknowledge that your information may be transferred to and processed in the United States and, where applicable, in other jurisdictions where our subprocessors operate, where data protection laws may differ from those in your country of residence.

15) Children's Privacy

Dispatch Scout's Services are not directed to children under 16 years of age, and we do not knowingly collect, use, sell, or share personal information from anyone under 16.

We do not knowingly allow individuals under 16 to register for or use the Service. The Service is designed for businesses and their employees, not for use by minors.

If You Are a Parent or Guardian: If you believe your child under 16 has provided us with personal information, please contact us immediately at privacy@dispatchscout.com. We will promptly investigate and delete such information.

If We Discover Minor Data: If we become aware that we have collected personal information from a child under 16 without verified parental consent, we will take steps to delete that information as quickly as possible.

16) Data Breach Notification

We maintain an incident response plan and conduct regular testing to ensure readiness in the event of a data breach.

In the event of a data breach that compromises personal information, we will:

• Investigate Promptly: Conduct immediate investigation to determine the nature, scope, and impact of the breach
• Contain the Breach: Take immediate steps to contain the breach and prevent further unauthorized access
• Assess Risk: Evaluate the risk to affected individuals based on the type of data compromised
• Notify Affected Users: Notify affected users without undue delay as required by applicable law (typically within 72 hours of discovery for certain breaches)
• Notify Authorities: Report the breach to relevant regulatory authorities as required by law
• Provide Information: Inform you about the breach, types of data affected, steps we are taking, and protective measures you can take
• Offer Assistance: Where appropriate, offer assistance such as credit monitoring or identity theft protection services
• Remediate: Take corrective action to address vulnerabilities and prevent future incidents

How We Will Notify You: Breach notifications will be sent via email to the address associated with your account, and may also be posted as a prominent notice on our website or within the Service.

If you suspect a security incident or unauthorized access, please contact us immediately at security@dispatchscout.com.

17) Business Transfers

We may disclose or transfer personal information as part of any merger, sale, financing, acquisition, divestiture, reorganization, dissolution, bankruptcy, or similar transaction or proceeding involving all or part of our business or assets.

In such events:

• Personal information may be transferred to the acquiring entity or successor
• We will provide notice before personal information is transferred and becomes subject to a different privacy policy
• Where legally required, we will obtain your consent before the transfer
• The acquiring entity will be bound by this Privacy Policy or will provide notice of policy changes and obtain consent where required
• Your rights under this Privacy Policy will continue to apply until a new policy takes effect

The transferred information will remain subject to this Privacy Policy and applicable laws governing data protection.

18) Do Not Track & Browser-Based Opt-Out Signals

Do Not Track (DNT):

Your browser may support "Do Not Track" (DNT) signals. Because no common industry standard for DNT has been adopted, we do not currently respond to DNT signals. We will update this notice if industry standards emerge and we implement DNT support.

Learn more about DNT: www.allaboutdnt.com

Browser-Based Opt-Out Preference Signals (CPRA Requirement):

We recognize and honor legally recognized browser-based opt-out preference signals, such as the Global Privacy Control (GPC).

When we detect an opt-out preference signal from your browser:

• We will treat it as a request to opt out of the sale or sharing of your personal information for targeted advertising
• We will apply the opt-out to the specific browser and device from which the signal is sent
• You may need to enable the signal on each browser and device you use to access our Services
• The opt-out applies to cookies and tracking technologies; you may need to submit a separate request for non-cookie data sharing

Enable Browser-Based Opt-Out Signals:

• Global Privacy Control: https://globalprivacycontrol.org/ (available as browser extension or built into certain browsers)
• Check your browser settings for privacy controls and opt-out options

Additional Opt-Out Options: You can also opt out by contacting privacy@dispatchscout.com.

19) Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our data practices or Services
• Changes in applicable laws and regulations
• New technologies, features, or business operations
• User feedback and industry best practices

How We Notify You of Changes:

• Effective Date: We will update the "Last Modified" date at the top of this Policy
• Material Changes: For material changes affecting your rights or how we process personal information, we will provide prominent notice through:
  • Email notification to your registered email address
  • In-app notification when you next log in
  • Banner or prominent notice on our website
  • Pop-up or modal requiring acknowledgment for significant changes
• Non-Material Changes: For minor updates (clarifications, formatting, updated contact information), we will update only the "Last Modified" date

Your Acceptance:

• Your continued use of our Services after the revised Policy becomes effective indicates your acceptance of the changes
• If you do not agree to the updated Policy, you should discontinue use of our Services and may close your account
• For material changes affecting your rights, we may require affirmative consent (clicking "I Accept" or similar) before the changes take effect

Version History:

Previous versions of this Privacy Policy are available upon request by contacting privacy@dispatchscout.com. We encourage you to review this Policy periodically to stay informed about our privacy practices.

20) Contact Us

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

Privacy Inquiries:

Email: privacy@dispatchscout.com
Subject Line: Include "Privacy Inquiry" or specific request type (e.g., "Data Access Request", "Privacy Rights Request")
Response Time: We aim to respond within 5 business days for general inquiries, and within applicable legal timeframes for privacy rights requests (typically 45 days, extendable to 60 days with notice)

Security Concerns:

Email: security@dispatchscout.com
For: Security incidents, suspected breaches, vulnerabilities

General Support:

Email: support@dispatchscout.com
Hours: Monday-Friday, 8:00 AM - 5:00 PM Central Time

For Business Customers (B2B):

If you are a business customer with questions about data processing on behalf of your organization, or about our data processing agreement (DPA), contact privacy@dispatchscout.com or your dedicated account manager.

Data Protection Officer:

If required by law, we will designate a Data Protection Officer. Contact information will be provided here if applicable.

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