Introduction

DispatchPilot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our logistics management platform and SMS communication services.

Information We Collect

How We Use Your Information

SMS Messaging & Consent

Data Sharing & Disclosure

AI Processing

DispatchPilot uses trusted third-party AI and cloud service providers that process information on our behalf to deliver AI features. The provider used depends on the feature and may change when a fallback is needed. Messages, photos and documents, together with relevant conversation, company, driver, load, vehicle and available location information, may be shared with these providers to answer dispatch questions, assess photos, extract document information, find repair options and assist with load and ETA workflows. AI can make mistakes.

The driver app's AI processing permission screen identifies this sharing and asks for your choice before new AI processing. This permission is separate from company AI settings and SMS consent. In app versions with this control, you can review or withdraw permission in Settings; human-only conversations remain available. Withdrawal stops future AI requests from that app and cannot recall information already sent. Access to earlier messages and documents is unchanged.

A current list of the AI service providers we use is available on request at privacy@dispatchpilot.app.

Improving Our AI Models

We use the files that companies and drivers upload to the Service (documents, photos and videos) and the labels people confirm (for example, a correction to what the system read from a document, or a confirmation of what a photo or document shows) to train and improve DispatchPilot's own AI models, as described in Section 6.3 of our Terms of Service. This includes regulated categories: drug and alcohol testing records, Clearinghouse results, background and MVR reports, and medical certificates. We use this material internally, and we de-identify it where practical.

Learning how documents are laid out is shared across customers and uses structural layout information only (such as a shipper's business name and location, printed label names and field positions), never the values on your documents.

Default and opt-out. Companies are opted in by default. A company administrator can opt out at any time in the DispatchPilot dashboard under Settings, in the Data & privacy tab (the Model training card), and can opt back in there too. Opting out excludes the company's data from training use. It does not delete any file: files are still retained as described under Data Retention. Enterprise agreements may include different terms.

Shared Lane Rates

Carriers price lanes better when they can see what a lane really pays. DispatchPilot's AI Operator learns from how load offers turn out across carriers, and it shares what it learns only in anonymized, combined form. This helps every carrier price lanes with real market information instead of guesses. We also use the combined data to maintain and improve DispatchPilot.

What we record. When a load offer your company works in DispatchPilot is booked, or a broker declines your asking price, we record the lane (the pickup state, the delivery state, and the equipment type), a trip-length range, the month, the rate per mile rounded to the nearest 5 cents, whether the load was booked or declined, and how your asking price compared with the posted rate. We do not record your company's name, your drivers, customers or brokers, load or reference numbers, contacts, contracts, documents, or any free text.

What other carriers see. Other carriers never see an individual entry or which company it came from. Their AI Operator receives only combined figures for a lane, such as a typical rate and range and how often brokers accept different asking prices, and blends them with that carrier's own history. A lane's combined figures are used only when at least 3 other carriers contributed to that lane in the last 6 months, and each company's contribution to a lane is capped. These limits are there to keep any one carrier from being identified.

Default and opt-out. This is on by default. A company administrator can turn it off at any time in the DispatchPilot dashboard under Settings, in the Data & privacy tab (the Model training card), the same switch that controls model training, and can turn it back on there too. When it is off, we stop recording your company's lane rates, and your AI Operator stops receiving other carriers' combined lane rates. Lane rates your company shared before it opted out stay in the combined data. They are not deleted, and they have no company name, driver, broker or customer in them. Enterprise agreements may include different terms.

Data Security

Data Retention

Your Rights

To ask us to delete your account and personal information, contact us using the details below. Our support team removes your records and ends your access. Your email address, phone number and username are replaced with placeholders, and so is your name unless it is on a record the law requires us to keep. Uploaded files and the labels derived from them are kept for AI training, as described under Data Retention above. Records the law requires us to keep are retained for the required period.

International Transfers

Your information may be processed in countries other than your own. We ensure appropriate safeguards protect your information per this policy.

California Privacy Rights

California residents have additional rights under CCPA including the right to know, delete, and opt-out of data sales (which we don't do). The right to delete is subject to the retention described under Data Retention above.

Contact Information

Policy Updates

We may update this Privacy Policy periodically. Material changes will be notified via email or platform notification.