Privacy Policy

AIDispatcher LLC ("AI Dispatcher", "we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect information when you use the AI Dispatcher website, applications, APIs, browser extension, and related services (collectively, the "Services").

By creating an account or using our Services, you acknowledge that you have read and agree to this Privacy Policy. This Policy should be read together with our Terms of Use.

1. Scope and Our Role

AI Dispatcher is a communication-automation tool for truck dispatchers. It acts on behalf of, and at the direction of, the dispatcher or motor carrier that is our customer, and it automates one narrow part of the dispatcher's own work: outbound calls and related contact with brokers about a specific load the dispatcher has already selected.

For account and billing information, we act as a controller. For the business content you submit in order to run a call — load details, broker contact details, call scripts, documents you upload — we act as a processor on your behalf and handle that content only on your instructions, as described in Section 4.

2. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, applicable laws, or our business practices. When we make material changes, we will update the "Last updated" date and, where required by law, notify users through the Service or by email.

3. Information We Collect

We collect only what is necessary to operate the Services. Depending on how you use the Service, we may collect the following categories of information:

• Account Information. Your name, email address, profile picture, and authentication identifiers received from Google OAuth or another supported identity provider.
• Organization Information. Company name, business profile, workspace configuration, user roles, and organization settings.
• Load Information Submitted for a Call. The load and broker details you submit, or that the browser extension transfers at your instruction, in order for a call to be placed — for example origin, destination, equipment, dates, reference number, posted rate, notes, and the broker's name and phone number. This information is collected for the purpose of that specific call and is retained only as part of that call's record (see Section 8).
• Call Data. Call metadata (numbers dialed, timestamps, duration, status, cost), and, where you enable it and applicable law permits, call audio recordings and transcripts, together with the structured outcome of the call.
• Uploaded Documents. Files you choose to upload, such as rate confirmations or other dispatch documents, submitted for AI analysis in support of the same call workflow.
• AI Processing Data. Prompts, model inputs and outputs, extracted structured information, and summaries produced while performing a task you requested.
• Communication Data. Messages sent through the platform, support requests, and feedback.
• Technical Information. IP address, browser type, operating system, device identifiers, language settings, timestamps, referring pages, and usage statistics.
• Cookies and Similar Technologies. Authentication cookies, session identifiers, security tokens, and analytics data required for the operation of the Service.

4. What We Do Not Collect or Do

These are firm commitments, not merely current practice:

• We never collect load board credentials. We do not request, receive, store, or use the username, password, API key, session token, or any other credential of any load board, dispatch platform, or transportation management system, and we never log in to any such platform. You work in your own account, in your own browser session, under your own login.
• We do not search, crawl, or monitor third-party platforms.We do not run searches, queries, crawling, indexing, scraping, polling, or bulk collection against any load board or other website.
• We do not aggregate load data. We do not build, maintain, or offer a load database, load index, search engine, load marketplace, load-comparison feature, rate index, rate history, market analytics dataset, or broker directory out of information submitted by customers, and we do not combine data belonging to different customers.
• We do not train AI or machine learning models on your data.See Section 6.
• We do not sell personal information and we do not share it for cross-context behavioral advertising.
• We do not redistribute your data. We do not resell, republish, redistribute, or disclose load, rate, or broker information to other customers or to third parties, except to the subprocessors listed in Section 9 acting under contract to deliver the Services, or where required by law.

5. How We Use Your Information

Data is taken for the call, and only for the call. Load, broker, and contact information that reaches the Services is used for the single purpose of preparing, placing, and completing the specific call you requested, and reporting that call's outcome back to you.

Your information may be used to:

• Create and manage your account and workspace.
• Authenticate users through Google OAuth.
• Prepare, place, conduct, and record the calls you initiate, and return the results to you.
• Extract structured information from a document you uploaded, at your request, in support of that call workflow.
• Store your own configuration, scripts, and call history.
• Provide customer support that you request.
• Bill you and process payments.
• Detect abuse, fraud, unauthorized access, or security incidents.
• Maintain audit logs and troubleshoot technical issues.
• Comply with applicable laws and legal obligations.
• Communicate important updates regarding the Service.

We do not use load, broker, rate, or call content for market analysis, benchmarking, statistics, product development, aggregation, resale, or any other secondary purpose.

6. AI Processing: Runtime Only, No Training

To conduct calls and read documents you submit, certain content is securely transmitted to third-party AI providers, including large language model and voice model providers, solely to generate the requested response. This is runtime inference: the information is supplied as input to complete your task and is not used further.

We do not train, fine-tune, pre-train, distill, align, or otherwise improve any artificial intelligence or machine learning model on load data, broker data, call audio, call transcripts, or call outcomes obtained through the Services. We do not build machine learning models, training datasets, evaluation datasets, or benchmarks from that data, and we do not transfer any such model to third parties. We contract with our AI providers on terms that exclude the use of customer data to train or improve their models.

7. The Browser Extension

The optional AI Dispatcher browser extension exists for one purpose: to transfer information that you, a human user, have already selected or copied yourself into the Services, so that a call can be placed about that specific load.

The extension acts only in response to an explicit action you take, in your own browser session, for a load you have already opened or selected. It performs no searches, crawling, scraping, polling, or background collection; it does not navigate or drive any third-party website on your behalf; it does not read, capture, transmit, or store credentials of any third-party platform; and it transmits only the fields needed to place and conduct that call. You can use the Services without the extension by entering load information manually, and you can remove the extension at any time.

8. Data Retention

We retain information only for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, enforce our agreements, and maintain the security and integrity of our platform.

• Account and organization information is retained while your account remains active.
• Load and broker information is retained only as part of the record of a call that was placed or attempted. Information submitted for a call that is cancelled or never placed is not kept as a separate dataset and is deleted from operational storage. We keep no standing collection of loads outside of call records.
• Call recordings and transcripts are retained for the period configured for your workspace, or until you delete them.
• Uploaded documents and AI-generated results are retained until you delete them or request account deletion.
• Security and audit logs are retained for a limited period necessary for security and accountability.

You may delete call records and workspace data, or request deletion of your account, at any time. Absent a legal obligation to retain, we delete accordingly. Backups are purged on their normal rotation.

9. How We Share Information

We do not sell your personal information. We disclose information only when necessary to provide the Services or when required by law.

In connection with providing the Services, your information is transmitted to, processed by, and stored on infrastructure we operate or engage, including systems accessible via the domain aidispatcher.online and related hosting environments. Each customer's data is kept within that customer's own workspace and is not pooled with, or made visible to, other customers.

Your information may be shared with:

• Our own server infrastructure and cloud hosting environments (including aidispatcher.online and associated hosting) for storage, processing, and delivery of the Services.
• Cloud infrastructure providers, including Supabase, for secure storage and database services.
• AI service providers, for conducting calls and analyzing documents you submit, under contracts that prohibit training on your data.
• Telecommunications, SIP, and voice providers, in order to place the calls you initiate.
• Authentication providers such as Google OAuth.
• Payment processors, if subscription billing is enabled.
• Service providers assisting with monitoring, security, customer support, and infrastructure.
• Government authorities, where disclosure is required by law.

10. Calls, Recording, and Consent

Calls are initiated by you, at your direction, and the AI voice agent identifies itself as an AI assistant calling on behalf of your company. Where call recording is enabled, you are responsible for compliance with all laws applicable to outbound calling, AI-assisted communication, call recording, and consent, including one-party and two-party consent rules in the jurisdictions of the calling and called parties, and for providing any notice or obtaining any consent required.

11. Legal Basis for Processing

Where applicable under GDPR and similar privacy laws, we process personal information on one or more of the following legal bases:

• Your consent.
• Performance of a contract.
• Compliance with legal obligations.
• Our legitimate interests in operating and securing the Service.

12. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect your information from unauthorized access, disclosure, alteration, or destruction.

These safeguards include encrypted HTTPS/TLS connections, secure authentication, access controls, workspace-level data isolation, infrastructure monitoring, logging, and regular security updates. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

13. Cookies

AI Dispatcher uses cookies and similar technologies to maintain authenticated sessions, remember user preferences, improve performance, and enhance security.

You may configure your browser to reject cookies. However, some features of the Services may not function properly if cookies are disabled.

14. International Data Transfers

Your information may be processed or stored in countries other than your own, including the United States, where our infrastructure or service providers operate.

Where required by applicable law, we implement appropriate safeguards to protect personal information transferred internationally.

15. Your Privacy Rights

Depending on your jurisdiction, including under the General Data Protection Regulation (GDPR), you may have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information.
• Restrict or object to certain processing activities.
• Receive a portable copy of your personal information.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with your local data protection authority.

To exercise any of these rights, please contact us using the email address provided below. We may request additional information to verify your identity before fulfilling your request. Where we act as a processor on behalf of a customer, we will refer the request to that customer.

16. Children's Privacy

AI Dispatcher is intended for business users and individuals who are at least 18 years old. We do not knowingly collect personal information from children under 18 years of age.

If we become aware that personal information has been collected from a child, we will take reasonable steps to delete that information as quickly as practicable.

17. Third-Party Services

Our Services may integrate with third-party providers including, but not limited to, authentication providers, cloud infrastructure, artificial intelligence providers, telecommunications providers, and payment processors.

These providers process information in accordance with their own privacy policies and contractual obligations. We encourage you to review their privacy practices where appropriate.

Load boards, dispatch platforms, and other data sources you use are governed by their own agreements and privacy policies. We are not a party to your relationship with them, and you remain responsible for ensuring that submitting information to the Services is permitted under those agreements.

18. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact:

AIDispatcher LLC
Delaware, USA
Email: support@aidispatcher.online

We will make reasonable efforts to respond to privacy-related requests within the time required by applicable law.