Privacy Policy

Last updated: September 5, 2026 · Terms of Service · Cookie Policy

1. Who we are

Dispatch Pro is operated by [OPERATOR LEGAL NAME]. Privacy questions and requests go to our privacy officer: [PRIVACY OFFICER NAME], [CONTACT EMAIL]. This policy covers the Dispatch Pro platform. It is written to comply with Canadian privacy law (PIPEDA and BC's Personal Information Protection Act).

2. What we collect

Everything we hold, you or your counterparty entered — or the platform generated from your use of it:

• Account: email, name, company name, phone. If you set a password, we store only a salted hash of it, never the password.
• Equipment (owners): machine names, weights, axle hints, notes, and the home location you pin.
• Moves: pickup and drop-off addresses and map pins, dates and times, equipment descriptions, notes, job references, estimates, quotes, and prices.
• Drop-off photos (dispatchers): photos a dispatcher attaches to a booked move, stored with our hosting provider alongside the move record.
• Ratings: the stars each side gives the other on completed moves.
• Activity records: an audit trail of actions on each move (who did what, when), and monthly truck-count records for dispatcher billing.
• Security records: sign-ins, failed sign-in attempts, and administrative actions, each with the IP address the request came from. This is how an account takeover or a disputed change gets investigated. It is not used to locate you, build a profile, or anything but security.
• Driver trips (drivers, where a dispatch company uses the driver app): when you tapped Start and End, the odometer readings you type, any note you add, and photos you take at each end. Photos may contain whatever was in frame, and may carry location data recorded by your phone's camera. Your company's admins and dispatchers can see your trips; other drivers cannot. Your employer, not us, decides that you use the app — speak to them about why, and see section 9 for your rights either way.
• Billing (dispatchers): handled by Stripe. We store Stripe identifiers and billing status — never card numbers.
• Integration credentials (dispatchers, optional): if you connect your accounting system, we store the access tokens that connection issues, encrypted. If you connect it using an application you registered yourself, we also store that application's client ID and secret, encrypted. We never ask for, and you must never give us, the username or password of another service.
• Technical: one session cookie (see section 4) and standard server logs at our hosting provider.

3. What we don't do

No advertising trackers. No analytics cookies. No cross-site tracking. No sale or rental of personal information — to anyone, ever. We do not read your location from your device; locations exist only where a user typed an address or placed a pin.

4. Cookies and browser storage

One first-party cookie, dp_session, keeps you signed in. It is HttpOnly, contains only a random token, and expires after 30 days without use. Sign-in links and session tokens are stored on our side only as one-way hashes.

Two settings also live in your browser's local storage and never reach us: which company you last worked as, and how tall you dragged a map panel. There are no advertising or analytics cookies, and no third party sets anything — the pages load no outside scripts, fonts, or frames at all. The full list, and why there is no consent banner, is in the Cookie Policy.

5. How we use information

• Run the marketplace: show your request to the dispatcher you chose, compute estimates from their settings, schedule and track moves, generate invoices.
• Exchange contact details: when a move is booked, the owner's and dispatcher's contact details are shared with each other — both directions — so they can run the move.
• Bill dispatchers their monthly per-truck subscription (through Stripe).
• Send transactional email: sign-in links and notices about requests, quotes, bookings, and cancellations. No marketing email without separate consent.
• Keep simple stats: a dispatcher's ratings of clients feed that dispatcher's own client list; owners' ratings of a dispatcher reach that dispatcher only as an average, never by name.
• Keep the marketplace honest: monitor for abuse, using the audit trail and billing records.
• Meet legal obligations.

6. Who information goes to

• Your counterparty: the dispatcher you send a request to sees its details and your company identity; once a move is booked, contact details flow both ways.
• Service providers, only what each needs to do its job: Cloudflare (hosting, database, email delivery), Stripe (dispatcher billing), and our geocoding/routing provider (currently Geoapify — it receives addresses and coordinates you enter, not your identity). Map tiles are fetched through our own server.
• Authorities, when the law requires it.
• A successor, if the business is sold or reorganized — this policy follows the data.

7. Where information lives

The platform runs on Cloudflare's global network, so information may be stored or processed outside Canada (including in the United States), where it can be subject to that jurisdiction's laws. By using the platform you consent to that transfer. Questions about our providers' locations can go to the privacy officer.

8. How long we keep it

• Sessions: 30 days without use. Sign-in links: minutes.
• Security records with IP addresses: 12 months, then the IP is cleared from the row while the record of what happened is kept. An IP is useful for investigating a recent incident and serves no purpose years later.
• Moves, quotes, invoices, billing records, and the audit trail: kept as business and tax records — up to 7 years, as Canadian tax law requires.
• Driver trip records and their photos: kept with the move they belong to, on the same business-record basis. A driver who wants their own records reviewed should ask their employer first — the company controls the account.
• Account data: until you ask us to delete it, minus the records above that we must keep.

9. Your rights

You can ask to access or correct your personal information, ask us to delete what we are not required to keep, and withdraw consent (which may end our ability to serve you). Write to the privacy officer at [CONTACT EMAIL] — we respond within 30 days. If you are not satisfied, you can complain to the Office of the Information and Privacy Commissioner for British Columbia or the Privacy Commissioner of Canada.

10. Security

All traffic is HTTPS. Sign-in and session tokens are stored only as one-way hashes; passwords as salted PBKDF2 hashes. Cookies are HttpOnly. Each dispatch company's data is isolated per company. No system is perfectly secure — if you find a problem, report it to [CONTACT EMAIL].

11. Not for minors

The platform is a business tool for people acting for a business. It is not directed at, and must not be used by, anyone under the age of majority.

12. Changes

If this policy changes materially, we will give notice by email or in the product before the change takes effect. The current version and its date are always shown at the top of this page.