Privacy Policy

Effective date: August 21, 2026

1. Information We Collect

We collect information you provide directly to us, including:

Account registration information (name, email address, password)
Business information (company name, address, phone number)
Customer data you input into the platform, including customer phone numbers used for appointment, job, and invoice SMS
Payment information (processed securely by Stripe — we do not store card numbers)
Communications you send to us

We also automatically collect certain technical information when you use the Service, including IP addresses, browser type, device information, and usage data.

2. How We Use Your Information

To provide, maintain, and improve the Service
To process transactions and send related information
To send administrative and operational notifications
To send SMS about appointments, jobs, and invoices when a shop and its customer have opted in
To honor STOP opt-out requests and HELP requests for the SMS program
To respond to your comments and questions
To monitor and analyze usage patterns to improve the Service
To detect and prevent fraudulent or unauthorized activity
To comply with legal obligations

3. SMS Program and Phone Numbers

Shops message customers about appointments, jobs, and invoices through the CRM. DispatchHQ processes those phone numbers only to deliver that shop's messages and to honor opt-out.

Public SMS from DispatchHQ is not live today. Sender numbers are parked pending carrier approval. This website does not collect mobile numbers for texts, and we do not publish a public SMS phone number.

A shop opts into DispatchHQ by creating an account and accepting the Terms of Service. Signing up or joining the email waitlist is not consent to receive marketing SMS from DispatchHQ. A customer opts in when they give a shop their mobile number and agree to receive texts about their appointments, jobs, or invoices. That happens when they confirm a booking on that shop's public booking page, or when they agree and the shop records that consent in the CRM. Consent is not a condition of purchase. A shop may text a customer only after that consent, and only after a sender number is approved.

Mobile opt-in data, including phone numbers collected for SMS, will not be shared or sold to third parties, affiliates, or lead generators for marketing or promotional purposes. DispatchHQ does not sell opt-in lists and is not a lead generator.

Opt-in: a customer provides a number and consents before SMS is sent.
Reply STOP to opt out
Reply HELP for help
Message frequency varies
Message and data rates may apply

4. Data Sharing

We do not sell your personal information. We may share information with:

Service providers — Stripe (payments), Twilio (SMS), SendGrid (email), and cloud infrastructure providers who assist in operating the Service
Legal requirements — when required by law or to protect our rights
Business transfers — in connection with a merger, acquisition, or sale of assets

5. Data Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. DispatchHQ is not SOC 2 certified. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your account data for as long as your account is active or as needed to provide the Service. If you cancel your account, we will delete your personal data within 90 days, except where we are required to retain it for legal or regulatory purposes.

7. Your Rights

You have the right to:

Access and receive a copy of your personal data
Correct inaccurate personal data
Request deletion of your personal data
Object to or restrict processing of your data
Data portability (export your data in a machine-readable format)

To exercise these rights, contact us at privacy@godispatchhq.com.

8. AI Features and Data Processing

DispatchHQ uses artificial intelligence to power features including business intelligence and automated recommendations. Voice agents are not a shipped live calling product. When you interact with AI features:

Your conversations and inputs are processed by third-party AI providers (including Anthropic, Google AI, and others)
AI providers process your data according to their respective privacy policies and data processing agreements
Your data is NOT used to train third-party AI models
AI-generated outputs are not shared between different subscriber organizations
Business intelligence features use ONLY publicly available data sources (Google reviews, public records, census data) — never data from other DispatchHQ subscribers

TCPA Consent Records: We maintain records of communication consent (SMS and voice) as required by the Telephone Consumer Protection Act. These records include the phone number, consent type, method of consent, timestamp, and proof reference. Consent records are retained for a minimum of 5 years after the last communication as required by law.

9. Cookies

We use cookies and similar tracking technologies to maintain your session, remember your preferences, and analyze usage. You can control cookies through your browser settings, though disabling cookies may affect the functionality of the Service.

10. California Privacy Rights (CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

The right to know what personal information we collect and how it is used
The right to delete personal information we have collected
The right to opt out of the sale of personal information (we do not sell personal information)
The right to non-discrimination for exercising your privacy rights

To submit a CCPA request, email us at privacy@godispatchhq.com.

11. International Users (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local supervisory authority. Our legal basis for processing your personal data is the performance of our contract with you and our legitimate business interests. For data transfers outside the EEA, we rely on Standard Contractual Clauses approved by the European Commission.

12. Do Not Sell or Share My Personal Information

DispatchHQ does not sell or share your personal information for cross-context behavioral advertising purposes as defined under the California Consumer Privacy Act (CCPA/CPRA). We do not engage in the sale of personal information to third parties for monetary or other valuable consideration.

If you wish to exercise your right to opt out of any future sale or sharing of personal information, you may contact us at privacy@godispatchhq.com with the subject line "Do Not Sell or Share My Personal Information."

13. Data Retention and Deletion

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

Active account data: retained for the duration of your subscription plus 30 days
TCPA consent records: retained for a minimum of 5 years after last communication as required by law
Financial/billing records: retained for 7 years as required by tax regulations
Communication logs (SMS/voice): retained for 2 years, then automatically purged
AI conversation history: retained for 1 year for service improvement, then anonymized

To request deletion of your data, contact us at privacy@godispatchhq.com. We will process your request within 45 days as required by applicable law.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us at:

DispatchHQ — Privacy Team
1925 Grand Ave Ste 129 #445104, Billings, MT 59102
Email: privacy@godispatchhq.com

Privacy questions: privacy@godispatchhq.com