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Privacy Policy

Application: Dispatch Clerks (the "App") Operator: Dispatch Clerks ("Dispatch Clerks", "we", "us", or "our") Effective Date: May 11, 2026 Last Updated: May 11, 2026

Dispatch Clerks is a business-to-business workforce application provided to employees, contractors, and authorized partners of tenant companies that have been issued access. This policy describes what information the App collects, how it is used, where it is stored, and the choices available to users.

This is not a consumer service. The App is intended solely for authorized personnel performing dispatch, driving, office, and administrative duties.

1. Who This Policy Covers

This policy applies to:

  • Drivers — operators using the mobile app to accept loads, upload waybills, capture signatures, and submit safety reports.
  • Office — users creating and assigning jobs, handling permits, safety review, and administrative workflows.
  • Master Admins — users with full company-level configuration access.
  • Developers — users with system-level technical and configuration access.

    • References to "you" mean any authorized user of the App.

    2. Information We Collect

    2.1 Information You Provide

    When an account is created (by you, by an administrator, or via company invitation), we collect:

  • Identity information: full name, email address, phone number, role, company affiliation, and (optionally) profile avatar.
  • Authentication credentials: password (stored only as a salted hash by our authentication provider) and, where enabled, two-factor authentication state.
  • Driver-specific records: stored signature image used to endorse delivery waybills, oversize/overweight opt-in flag, and assignment to an owner operator (where applicable).
  • Operational content you submit: job details, pickup/drop-off addresses, asset (truck/trailer) information, driver presets, entity (client/well/location) records, permit measurements, safety report narratives, follow-up answers, and traffic-alert descriptions.

    • 2.2 Information Collected Automatically

    When you use the App, the following information is collected automatically in the course of operating the service:

  • Device & push: an Expo push notification token tied to your device, used to deliver job, permit, safety, and traffic notifications.
  • Location data: Latitude/longitude attached to safety reports, traffic alerts, and job pickup/drop-off addresses.
  • Photos & media: images you capture or select for waybills, safety reports, and job documentation.
  • Usage records: timestamps of account creation, job acceptance, completion, cancellation, permit issuance/delivery, safety-report review, and similar audit events.

    • 2.3 Information We Do Not Collect

  • We do not collect advertising identifiers.
  • We do not sell personal information to third parties.
  • We do not perform continuous background location tracking.

    • 3. How We Use Information

    We use the information collected to:

  • Operate the dispatch workflow — creating jobs, matching drivers to loads, tracking assignment status, and preventing overbooking.
  • Generate, deliver, and audit oversize/overweight permits and other government documents associated with your loads.
  • Capture and retain proof-of-delivery records (waybill photos, consignee signatures).
  • Route safety and hazard information to office users so corrective action can be taken.
  • Send push notifications about job assignments, permits, safety alerts, and traffic alerts.
  • Apply Row-Level Security so users can only see information belonging to their company and (where applicable) their assignments.
  • Maintain operational, compliance, and incident-investigation records.

    • 4. How Information Is Shared

    Access to information within the App is governed by role and company:

  • Within your company. Other users of your company can see information appropriate to their role.
  • With service providers. Supabase, Expo, Google Maps, Apple, and Google operate parts of the App on our behalf.
  • For legal and safety reasons. We may disclose information if compelled by law or to protect rights, property, or safety.

    • We do not sell personal information.

    5. Security and Retention

  • Row-Level Security (RLS): Every database table enforces tenant- and role-scoped access at the database level.
  • Signed URLs: Photos, waybills, signatures, and permits are served through short-lived signed URLs.
  • Encryption: Data is encrypted in transit (TLS) and at rest.
  • Retention: Operational records may be retained for the period required by federal and state transportation regulators.

    • 6. Your Choices and Rights

    Depending on your jurisdiction, you may have the right to access, correct, delete, object to processing, port your information, or withdraw consent for optional features.

    To exercise these rights, contact us at the address in Section 8.

    7. Changes to This Policy

    We may update this policy from time to time. When we make material changes, we will revise the "Last Updated" date and notify you in-app.

    8. Contact Us

    Questions or requests should be directed to:

    Dispatch Clerks Email: [email protected]