Privacy Policy

DispatchInAI platform privacy policy

1. Categories of personal information we process

We process the following categories of personal information (using the categories enumerated in Cal. Civ. Code § 1798.140):

• Identifiers — Tenant user names and email addresses; driver full name and mobile phone number; IP address of the dispatcher who recorded a driver’s consent.
• Customer-records information (Cal. Civ. Code § 1798.80(e)) — driver phone number associated with the driver record.
• Commercial information — load records, rate-confirmation PDFs uploaded by Tenants, broker information, dispatch history, and driver-response history.
• Internet or other electronic network activity — authentication logs, audit logs, IP address and user-agent of Tenant users when accessing the platform.
• Geolocation data — the pickup and delivery addresses recorded on a load (commercial addresses); and, where a driver has given consent, the driver’s device location shared through the driver web app. Driver location is collected only (a) at the moment the driver taps a load-status action (accepted, in transit, or delivered) and (b) when the driver responds to a dispatcher’s on-demand request — in each case after the driver’s device prompts for, and the driver grants, location permission. It is used solely for operational load tracking, is visible only to the Tenant’s authorized dispatchers, is retained with the load record, and is never sold or shared with third parties for marketing. The platform does not perform continuous or background tracking of drivers.
• Inferences — none drawn for profiling or targeted-advertising purposes.

We do not process: biometric information, racial or ethnic origin, religious or philosophical beliefs, union membership, genetic data, health information, sexual orientation, immigration status, contents of non-SMS communications, or any information about consumers we know to be under 16 years of age. Consent-based driver location (described above) is collected only at discrete moments for operational load tracking and is not used to infer any sensitive characteristic. Driver mobile phone numbers are not treated by DispatchInAI as “sensitive personal information” as defined under California or other state law.

2. Sources of personal information

• Directly from Tenants — Tenant user-account information at sign-up; driver records entered by dispatchers; rate confirmations uploaded by dispatchers.
• Directly from drivers — replies sent by drivers to dispatch SMS (e.g., YES, NO, STOP, HELP, freeform messages tied to a load).
• From service providers acting on our behalf — authentication metadata from Clerk; SMS delivery receipts and inbound-message metadata from Twilio.

3. Business and commercial purposes for processing

• Extracting structured load data from uploaded rate confirmations.
• Sending operational SMS to consented drivers and recording their replies.
• Maintaining audit and change-history records required for transportation compliance.
• Generating per-driver exports for back-office, payroll, and tax purposes.
• Authenticating and authorizing Tenant users; preventing fraud and abuse.
• Providing customer support and responding to Tenant and driver inquiries.
• Operating, maintaining, securing, and improving the platform.
• Meeting our legal, regulatory, and contractual obligations.

We do not process personal information for behavioral advertising, cross-context behavioral advertising, targeted advertising, profiling that produces legal or similarly significant effects on a consumer, or the training of third-party AI models. Rate-confirmation extraction is performed by a Tenant-isolated call to a large language model and the model provider does not use Tenant or driver data to train its models.

4. Categories of recipients

We disclose personal information only to the following categories of recipients, and only for the purposes described above:

• The Tenant that owns the record (and that Tenant’s authorized users) — full access to the Tenant’s own driver, load, and message records.
• Service providers / processors retained by DispatchInAI under written contracts that restrict use to the services provided to us: Clerk (authentication), Twilio (SMS delivery), Backblaze B2 (object storage for rate-confirmation PDFs), Anthropic (AI extraction of rate-confirmation fields), Render (web hosting and managed Postgres), Sentry (error tracking), Cal.com (demo scheduling on our public marketing site), and Google Analytics (usage measurement on our public marketing pages only — never within the signed-in platform or the driver app).
• Professional advisors (attorneys, accountants, auditors) bound by confidentiality obligations.
• Government authorities when required by valid legal process; we will, where lawful, notify the affected Tenant before producing data.
• An acquirer in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, subject to the acquirer’s assumption of this policy.

We do not “sell” personal information as that term is defined under the CCPA or any other U.S. state privacy law, and we do not “share” personal information for cross-context behavioral advertising. We have not done so in the preceding 12 months and have no plans to do so.

5. Mobile information

No mobile information — including driver phone numbers, SMS opt-in status, and message content — is shared with third parties or affiliates for marketing or promotional purposes. Mobile information is used only to deliver the operational SMS described in our Driver SMS Consent policy. Limited sharing with subcontracted service providers (for example, our SMS carrier Twilio) occurs only as required to deliver those messages. This disclosure is provided in the form required by the CTIA Messaging Principles and Best Practices and U.S. carrier application-to-person policies.

6. How we use information for our own purposes

We use Tenant user-account information (the email and name of dispatchers who sign in to the platform) to authenticate those users, to send service announcements about the platform, to bill the Tenant, to provide support, and to comply with our legal obligations. We do not market third-party products to Tenant users. Aggregated and de-identified usage metrics (load counts, message-delivery rates, error rates) are used to operate and improve the platform; de-identified data is not re-associated with any individual.

7. Data storage, isolation, and security

Each Tenant’s data is stored in an isolated Postgres database schema. Uploaded files are stored in object storage under tenant-scoped paths. Data in transit is encrypted with TLS 1.2 or higher; data at rest is encrypted using AES-256. Access is restricted to that Tenant’s authenticated users and to a small number of platform administrators who require access for support, operations, and compliance purposes, subject to audit logging. We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information; no system is perfectly secure, and we cannot guarantee absolute security.

8. Retention

We retain personal information for the period necessary to provide the platform and to satisfy our legal, accounting, and regulatory obligations, after which it is deleted or de-identified. Specific retention periods:

• Driver records and load records — retained for the period required by applicable transportation regulations, including, for U.S. drivers, Driver Qualification File retention of at least three years past the end of the driver’s employment with the Tenant.
• SMS message history — retained for the life of the associated load record and for at least four years thereafter, consistent with FMCSA records-of-duty-status and TCPA statute-of-limitations practice.
• Tenant user-account information — retained for the duration of the Tenant’s subscription and for 18 months thereafter for audit and billing purposes.
• Audit logs and security logs — retained for 24 months.
• Rate-confirmation PDFs — retained as part of the associated load record.

Records may be deleted earlier on verified request, subject to the retention obligations above and to a Tenant’s independent records-keeping obligations as the controller of the record.

9. Notice to California residents (CCPA / CPRA)

If you are a California resident, the CCPA gives you the following rights with respect to personal information that DispatchInAI processes about you as a business (i.e., Tenant user accounts):

• Right to know the categories and specific pieces of personal information we have collected about you, the categories of sources, the business or commercial purposes for collecting it, and the categories of third parties to whom we disclose it.
• Right to delete personal information we have collected from you, subject to statutory exceptions.
• Right to correct inaccurate personal information we maintain about you.
• Right to opt out of sale or sharing of personal information — not applicable, as we do not sell or share personal information.
• Right to limit use of sensitive personal information — not applicable, as we do not process sensitive personal information for purposes that would trigger this right.
• Right to non-discrimination for exercising any of these rights; we will not deny you the platform, charge you a different price, or provide a different level of service because you exercised a CCPA right.

If you are a driver and your personal information was provided to DispatchInAI by a Tenant, the Tenant is the “business” for purposes of the CCPA and we will refer your request to that Tenant, or honor it on the Tenant’s instructions, as applicable. To exercise a right, see Section 11.

Notice of financial incentive: we do not offer any financial incentive or price difference in exchange for personal information.

“Shine the Light”: California Civil Code § 1798.83 permits California residents to request information regarding the disclosure of personal information to third parties for those third parties’ direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes.

10. Notice to residents of other U.S. states with privacy laws

If you are a resident of Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Iowa, Delaware, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, Rhode Island, or Nebraska — or any other U.S. state that enacts a comprehensive consumer-privacy statute after the date of this policy — you have rights that include, depending on your state of residence:

• The right to confirm whether we process your personal data and to access that data.
• The right to correct inaccuracies in your personal data.
• The right to delete personal data we have collected from or about you, subject to statutory exceptions.
• The right to obtain a portable copy of personal data you provided to us, in a readily usable format.
• The right to opt out of the sale of personal data, targeted advertising, and profiling in furtherance of decisions that produce legal or similarly significant effects — none of which DispatchInAI engages in.
• The right to appeal our denial of a privacy-rights request (described in Section 11).
• The right to be free from discrimination for exercising these rights.
• Where applicable under your state’s law, the right to limit our processing of sensitive data or to provide opt-in consent before such processing. DispatchInAI does not knowingly process sensitive data as defined under state law.

Where DispatchInAI is acting as a processor for a Tenant, requests regarding the personal data of a driver should generally be directed to the Tenant that onboarded the driver; we will cooperate with and refer such requests to the Tenant, and will honor instructions from the Tenant as the controller. Where DispatchInAI is the controller (Tenant user-account information), we will respond directly.

11. How to exercise your privacy rights

To exercise any right described in Section 9 or Section 10, email hello@inai.llc with the subject line “Privacy Request” and include (a) the state in which you reside, (b) the right you are exercising, (c) the email address or phone number associated with your information, and (d) sufficient information for us to verify your identity. We may need to ask for additional information to complete verification.

Authorized agents. You may use an authorized agent to submit a request on your behalf. We will require the agent to provide a signed written permission from you and may require you to verify your identity directly.

Response timeline. We will acknowledge your request within 10 business days and respond substantively within 45 calendar days, with one 45-day extension where reasonably necessary and where notice of the extension is provided to you.

Appeals. If we decline your request in whole or in part, you may appeal that decision by replying to our written response within 45 days. We will respond to your appeal within 60 days. If your appeal is denied, you may contact your state Attorney General; for Texas residents, the Texas Attorney General’s consumer-protection division; for Virginia residents, the Virginia Attorney General’s office; and similarly for other states with comparable statutes.

12. Driver opt-out and operational rights

Independent of the state privacy rights above, any driver may at any time reply STOP to a DispatchInAI SMS to opt out of all further operational messages from the sending Tenant. Once a driver opts out, the platform programmatically blocks all further SMS to that number from that Tenant until the driver re-consents through the Tenant’s onboarding process. Reply HELP to receive program information.

13. Children

DispatchInAI is a business-to-business platform and is not directed to children. We do not knowingly collect personal information from anyone under 16 years of age. If we learn that we have collected personal information from a child under 16, we will delete that information.

14. International users

DispatchInAI is offered to freight dispatch companies operating in the United States. Personal information processed through the platform is stored and processed in the United States. If you access the platform from outside the United States, you understand that your information will be transferred to and processed in the United States.

15. Changes to this policy

We may update this policy from time to time. The “Last updated” date below reflects the most recent revision. Material changes will be communicated to active Tenants with at least 30 days’ advance notice; continued use of the platform after the effective date constitutes acceptance.

16. Contact

Questions about this policy, or requests under it, can be sent to hello@inai.llc. DispatchInAI is a product of inAI LLC (Illinois, USA). A postal address for written requests will be published here once the platform’s registered agent of record is finalized; until then, please use the email address above and we will respond in writing.

See also: Driver SMS Consent · Terms of Service

Last updated: May 25, 2026