AI Disclosure Policy

1. Overview

DispatchHQ incorporates artificial intelligence throughout its platform to help service businesses operate more efficiently. This disclosure explains how AI is used, its limitations, and your responsibilities when relying on AI-generated outputs.

Core principle: AI features within DispatchHQ are designed to assist human decision-making, not replace it. Every AI-generated recommendation, document, or communication should be reviewed by a qualified human before being acted upon.

2. AI Features in DispatchHQ

The following features are powered by artificial intelligence:

• AI Directors — Specialized assistants for Sales, Legal, Finance, HR, Marketing, DevOps, and Operations that provide recommendations and draft content
• CEO Bot — A conversational interface for business owners to receive briefings and delegate tasks to AI Directors
• Training Bot — Provides step-by-step job guidance to field technicians based on equipment manuals and best practices
• Product Expert (Dave) — A customer-facing bot that answers questions about DispatchHQ features
• Voice Agents — Not a shipped live calling product. DispatchHQ does not offer live AI phone agents that make and receive calls on behalf of your business today.
• Smart Scheduling — AI-optimized calendar management that considers drive times, skills, and priorities
• Automated Estimates — AI-assisted generation of professional service estimates
• Business Intelligence — Market insights derived from publicly available data sources

3. AI Does Not Replace Professional Advice

AI-generated content within DispatchHQ does not constitute professional advice of any kind. Specifically:

• Legal: The AI Legal Director helps prepare documents and identify potential issues, but it is not a licensed attorney. Always consult a qualified attorney before making legal decisions, signing contracts, or relying on legal information provided by the platform.
• Financial: The AI Finance Director provides financial summaries and projections, but it is not a certified public accountant (CPA) or licensed financial advisor. Always consult qualified financial professionals for tax, accounting, and investment decisions.
• Medical/Safety: The Training Bot provides procedural guidance based on manufacturer documentation, but it does not replace proper trade certification, safety training, or professional judgment in the field. Technicians must always follow applicable safety codes and regulations.
• HR/Employment: The AI HR Director assists with drafting job postings and onboarding materials, but it does not replace qualified HR professionals or employment attorneys for matters involving labor law compliance, discrimination claims, or employee disputes.

4. Limitations of AI

AI systems, including those used by DispatchHQ, have inherent limitations:

• AI can produce inaccurate, incomplete, or outdated information ("hallucinations")
• AI may misinterpret context, tone, or intent in conversations
• AI recommendations are based on patterns in training data and may not account for unique circumstances
• AI cannot guarantee outcomes or results for your business
• AI-generated documents may require modification to comply with local laws and regulations

You are solely responsible for reviewing, verifying, and approving all AI-generated content before using it in your business operations, sharing it with customers, or relying on it for decision-making.

5. Human Oversight Requirement

DispatchHQ is designed with human oversight as a core principle:

• All AI-generated communications (emails, SMS, voice calls) should be reviewed by a human before being sent to customers when possible
• AI-drafted contracts and legal documents must be reviewed by a qualified attorney before execution
• Financial reports and projections should be verified by your accountant or financial advisor
• Scheduling recommendations should be confirmed by a manager familiar with team capabilities and customer needs
• Training Bot guidance does not replace hands-on training, mentorship, or trade certification requirements

6. Data Privacy in AI Processing

When you interact with AI features:

• Your conversations and data are processed by third-party AI providers (Anthropic, Google AI) under strict data processing agreements
• Your data is NOT used to train third-party AI models
• AI-generated outputs are isolated to your account and never shared with other subscribers
• Business Intelligence features use only publicly available data — never proprietary data from other DispatchHQ subscribers
• You can request deletion of your AI conversation history at any time

For complete details on data handling, please review our Privacy Policy.

7. Voice AI Disclosure

Voice Agents are not a shipped live calling product. The following applies if voice calling is enabled — it is not a claim that live phone agents ship today. When AI voice agents make or receive calls on behalf of your business:

• The AI agent identifies itself as an AI assistant at the beginning of each call
• Customers are informed they are speaking with an automated system
• Customers can request to speak with a human at any time during the call
• All voice interactions comply with TCPA requirements (see our Terms of Service, Section 7)
• Call recordings and transcripts are stored securely and subject to our data retention policies

8. Continuous Improvement

We continuously work to improve the accuracy, reliability, and safety of our AI features. This includes regular audits of AI outputs, updates to underlying models, and incorporation of user feedback. If you encounter an AI response that seems inaccurate or inappropriate, please report it to ai-feedback@godispatchhq.com so we can investigate and improve.

9. Changes to This Policy

We may update this AI Disclosure Policy as our AI capabilities evolve. Material changes will be communicated via email or in-app notification at least 14 days before taking effect. Continued use of AI features after the effective date constitutes acceptance of the updated policy.

10. Contact Us

For questions about our AI features or this disclosure, contact us at:

DispatchHQ — AI Governance
1925 Grand Ave Ste 129 #445104, Billings, MT 59102
Email: ai-feedback@godispatchhq.com