Privacy Policy

Status. The operating entity for DispatchTrace is in formation. The bracketed items below are completed once registration is final; until then they are shown as placeholders rather than left to imply something that is not yet true.

1. Who we are and what this covers

DispatchTrace is a transportation management platform for U.S. motor carriers, operated by [legal entity name] ("DispatchTrace," "we," "us"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and what choices you have. It forms part of our Terms of Service.

It covers two different things, and the distinction matters:

• The dispatchtrace.com website. We are responsible for the limited information collected here — essentially what you type into the demo request form.
• The DispatchTrace application. The data a carrier puts into its account — loads, drivers, equipment, documents, settlements — belongs to that carrier. We process it on the carrier's behalf and under its instructions. If you are a driver, an employee or a business contact of a carrier that uses DispatchTrace, that carrier decides what is collected and why; see section 10.

The Service is for business use. It is not directed to consumers, and accounts are created by invitation only.

2. Information we collect

2.1 Information you give us

• Demo requests. Name, company, email, phone and anything you write in the message field on the demo form.
• Account information. Name, work email, phone, role and company details for each user we or a carrier's administrator invites.
• Operational data uploaded by a carrier. Drivers and their licences, medical cards and other qualification records; trucks, trailers and insurance units; loads, stops, rates and customers; broker and shipper contacts; settlements and pay; fuel and toll transactions; invoices and factoring reports; and documents such as rate confirmations, bills of lading and proofs of delivery.

2.2 Information collected automatically

• In the application: sign-in and session records, IP address, browser and device information, and an audit trail of actions taken in the account.
• On the website: standard web-server request logs. The website loads no third-party scripts, fonts, tag managers or analytics, and sets no advertising or analytics cookies. See section 8.

2.3 Information from connected services

• ELD providers. Where a carrier connects its ELD account, we poll that provider for vehicle position and odometer readings and match them to trucks by unit number. We do not receive hours-of-service logs or DVIRs.
• Imported files and documents. Fuel and toll transactions, and factoring payment reports, arrive as files or documents that a carrier uploads.

3. How we use information

• Provide, operate and support the platform
• Create loads and dispatch records, calculate driver pay and settlements, produce invoices, factoring reports, mileage and fuel summaries and tax reports
• Read uploaded documents automatically to extract their details (see section 6)
• Authenticate users, enforce permissions and keep an audit trail
• Send transactional email — invitations, password resets, invoices, statements and system alerts
• Respond to demo requests and support enquiries
• Detect, investigate and prevent fraud, abuse and security incidents
• Diagnose faults, improve reliability and develop the product, including through aggregated statistics that do not identify any carrier, driver or individual
• Comply with law and enforce our agreements

We do not use Customer Data for advertising, and we do not use it to train artificial-intelligence models.

4. How we share information

We share information only in these situations:

• Service providers (sub-processors). The vendors listed in section 5, which process data on our behalf under contract.
• Services a carrier connects. Where a carrier connects an ELD provider using its own credentials, data is exchanged with that provider as needed for the integration.
• Recipients a carrier chooses. Invoices, statements, factoring reports and load documents are generated for the carrier to send to its brokers, customers, factoring company or drivers. We have no live connection to any factoring company, load board or accounting package — these are exports the carrier sends itself.
• Legal. Where required by law or legal process, or to protect the rights, safety or property of DispatchTrace, our customers or others.
• Business transfers. In connection with a merger, acquisition, financing or sale of assets, subject to this Policy.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

5. Sub-processors

We use the following providers to run the Service:

• Cloudflare R2 — object storage for uploaded documents, generated PDFs and database backups
• ZeptoMail (Zoho) — transactional email delivery
• Microsoft Azure AI Document Intelligence — optical character recognition of uploaded documents
• Microsoft Azure OpenAI Service and Anthropic — automated extraction of details from uploaded documents, and mileage calculation
• Microsoft Azure Maps — address lookup, geocoding and routing
• ELD providers selected by the carrier — vehicle position and odometer data
• Our hosting and infrastructure providers — servers, managed networking and TLS certificates

These providers process data under commercial contracts and are not permitted to use it for their own purposes. We will provide the current list, including processing locations, on request to support@dispatchtrace.com. We use no analytics, advertising or tracking vendors.

6. Automated processing of documents

When a rate confirmation, payment report or similar document is uploaded, we send it to the document-intelligence and AI providers named in section 5 so that its details — such as load numbers, addresses, dates and amounts — can be extracted and pre-filled for you. A person reviews and confirms what is extracted before it is used.

These providers are used under commercial API terms rather than consumer offerings, and we do not use Customer Data to train AI models. Extraction is a convenience, not a decision-making process: no automated decision producing legal or similarly significant effects on an individual is made by the Service.

7. Where data is processed

The Service is operated from data centres in the United States and the European Union, and the providers listed in section 5 may process data in either region. Where data is transferred across borders, we rely on the transfer mechanisms in our contracts with those providers. The current hosting locations are available on request.

8. Cookies and similar technologies

The dispatchtrace.com marketing website sets no cookies and makes no third-party requests — no analytics, no advertising pixels, no externally hosted fonts or scripts. There is nothing here to consent to or opt out of.

The application uses strictly necessary storage only: what is needed to keep you signed in, hold your session and remember interface preferences such as table layout. It does not use advertising or cross-site tracking cookies.

9. Security

Measures we actually operate:

• Encryption in transit — HTTPS/TLS for all traffic to the application, and TLS required on database connections
• Multi-factor authentication — time-based one-time codes, enabled for every user account by default and required at sign-in
• Role-based access control — permissions are deny-by-default, and each carrier's data is isolated to its own company
• API keys — stored hashed, shown once at creation, revocable immediately
• Daily backups of the database, stored in object storage and retained for 30 days
• Audit logging of actions taken in an account
• Rate limiting on authentication and API endpoints

We deliberately do not claim certifications or audits we have not obtained: DispatchTrace has not undergone a SOC 2 or ISO 27001 audit and has not commissioned a third-party penetration test. No system is completely secure. Carriers should keep their own copies of records they are legally required to retain.

Report a suspected vulnerability or unauthorized access to support@dispatchtrace.com.

10. Drivers, employees and business contacts

Drivers do not have DispatchTrace logins. Their records are created and maintained by the carrier that employs or contracts with them, and the carrier decides what is collected, including any location and odometer data from an ELD it connects.

The carrier is responsible for giving the notices and obtaining the consents that law requires for that collection and use. If you are a driver, employee or business contact and want to see, correct or delete your information, contact the carrier directly — it controls the account. If you contact us instead, we will refer you to the carrier and support it in responding.

11. Retention

• While an account is active, operational records are retained so the carrier has a complete history.
• After termination, the carrier has 30 days to request an export. After that we may delete its data from active systems, and backup copies age out within 30 days.
• Inside the application, shorter windows apply to some records: audit entries and expired sign-in sessions are purged after about three months, notifications after twelve months, and odometer history after two years.
• Demo requests and support correspondence are kept for as long as needed to respond and for a reasonable period afterwards.
• We may retain data longer where law requires it or to resolve a dispute.

Retention inside DispatchTrace is not a substitute for a carrier's own record-keeping. Records a carrier must keep under DOT, IFTA, IRP, tax or payroll rules — often for several years — are the carrier's responsibility to preserve independently.

12. Your rights and choices

Depending on where you live, you may have the right to:

• access and review the personal information we hold about you
• correct information that is inaccurate or incomplete
• request deletion, subject to legal and contractual limits
• obtain a copy of your information in a portable format
• opt out of marketing email at any time, using the unsubscribe link or by emailing us
• withdraw consent where we rely on it

We do not sell personal information or share it for targeted advertising, so there is nothing to opt out of on that front, and we do not offer financial incentives for data. We will not discriminate against you for exercising a right.

To make a request, email support@dispatchtrace.com. We may need to verify your identity. If your information sits inside a carrier's account, we will forward your request to that carrier as described in section 10.

13. Children

The Service is not directed to anyone under 18 and we do not knowingly collect information from children. If we learn that we have, we will delete it promptly.

14. Changes to this Policy

We may update this Policy from time to time. We will post the new version here and update the date at the top. For material changes affecting account holders, we will give notice by email or in the application before the change takes effect.

15. Contact

Questions, requests or complaints about privacy: support@dispatchtrace.com. Once registration is complete, our postal address will be [registered address].