Privacy & Confidentiality Policy

Use of the platform is also governed by the Terms of Service, which is incorporated by reference.

1. Scope

This Privacy & Confidentiality Policy governs how Dispatify ("Company", "we", "us") handles customer data, confidential information, and internal access.

By using the platform, the customer agrees to the terms outlined below.

2. Confidential Information

All data associated with a customer account is considered confidential.

This includes, but is not limited to:

• Shipment and load history
• Carrier and broker relationships
• Customer and consignee information
• Internal operational data
• Pricing, margins, and workflows
• User activity, logs, and internal notes

Dispatify does not sell, share, lease, or disclose confidential information to third parties, except where legally required. The platform runs on third-party hosting and infrastructure providers, which necessarily process customer data in the course of operating the service, but such providers act only on Dispatify's instructions, are bound by confidentiality obligations, and are not permitted to access or use customer data for any purpose of their own. They are not third parties within the meaning of this section.

3. Brand, Name & Public Disclosure

Dispatify does not publicly identify customers as users of the platform.

• Company names, logos, or brand references are not used in marketing or public materials
• Explicit written permission is required for any public association
• Platform usage alone does not constitute consent

4. Administrative Access

Dispatify administrators have full system-level access to all customer accounts and data. This access exists solely for:

• Debugging and issue resolution
• Technical support and customer requests
• Platform maintenance and updates
• Security, monitoring, and abuse prevention
• Product improvements and performance optimization

All personnel with administrative access are bound by strict internal confidentiality obligations and are prohibited from disclosing or misusing customer data. It is not a default employee privilege: access is restricted to a small number of personnel, granted only where the work at hand requires it. When an issue needs to be diagnosed, direct exposure to a customer's account is avoided wherever and as far as possible.

Actions taken through administrative access are written to the customer's audit trail and are marked as administrator actions, so a customer can see what was done in their environment. The details that would identify the administrator, such as a username or IP address, are withheld. The purpose of the trail is to show a customer what happened in their account, and marking vendor actions distinctly is what keeps it an accurate record of what their own team did.

5. Automatic Bug & Diagnostic Reporting

When the platform encounters an error, a diagnostic report is sent automatically to Dispatify. It contains a structural render of the page — how the interface was laid out and which fields were in use — and a short trail of the interactions immediately before the error.

It is not a screenshot and it is not a keylogger. The contents are stripped in the browser before anything is sent: the report records that a field was filled, not what was typed into it. Shipment details, carrier and broker names, consignee information, and rates are not transmitted in a diagnostic report.

Dispatify's administrative access under Section 4 is unaffected by this. The point of the diagnostic report is that a crash does not need to move a customer's data anywhere in order to be fixed.

Diagnostic reports are confidential information under Section 2 and are accessible only under the controls in Section 4.

6. Data Ownership

All data entered into the platform remains the property of the customer.

Dispatify acts solely as a processor and custodian of such data for the purpose of providing the service.

7. Data Export & Retrieval

Dispatify does not provide self-service export tooling. Structured data delivery is performed by Dispatify on request, in a standard format such as CSV or Excel workbook. Export is available at any time to accounts in good standing, meaning accounts with no overdue balance, and there is no charge for it and no limit on how often it may be requested.

Where payment obligations are unmet, export requests are not processed until the outstanding balance is settled. This does not affect the data itself, which is retained in full under Section 8 and is never deleted for non-payment.

Separately, on termination of a subscription Dispatify delivers a complete export of the customer's data covering the full period of the subscription, whether or not one is requested, as described in Section 7 of the Terms of Service.

8. Data Retention

Customer data is retained while the account exists and may be retained after suspension or termination in accordance with operational, legal, and compliance requirements. Once a subscription has ended and the export described in Section 7 has been delivered, a customer may request deletion of their data at any time, and it is deleted, except where a legal or regulatory obligation requires it to be kept for longer.