Privacy Policy

1. Introduction

DispatchNode ("we," "our," "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, mobile application, and related services.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, organization name, and payment information. Authentication is handled by a SOC 2-compliant identity provider.

Service Usage Data

We collect information generated through your use of the Service, including:

• AI voice call recordings and transcripts
• Customer contact information you enter or that callers provide
• Scheduling, dispatch, and job data
• Payment transaction records processed through Stripe
• Knowledge base content you upload for your AI agent

Automatically Collected Data

We automatically collect device information, IP addresses, browser type, and usage analytics to improve the Service.

3. How We Use Your Information

• To provide, operate, and maintain the Service
• To process AI voice calls and generate transcripts on your behalf
• To manage scheduling, dispatching, and payment processing
• To send transactional notifications (job updates, payment receipts)
• To improve and optimize the Service through aggregated analytics
• To provide customer support
• To comply with legal obligations

4. Data Sharing & Third Parties

We do not sell your personal information. We share data only with the following categories of service providers, solely to operate the Service:

• Identity provider — authentication and identity management
• Payment processor — payment processing
• Telephony provider — phone number provisioning and voice routing
• Voice AI engine — AI voice synthesis and conversation
• Google Calendar / Outlook — calendar integration (only when you connect your calendar)
• Cloud hosting provider — hosting and infrastructure

Each provider is contractually bound to use your data only for the purpose of providing their service to us.

5. Call Recording & AI Data

When your AI agent handles a call, the conversation may be recorded and transcribed. Recordings are stored securely and are accessible only to your organization. We do not use the content of your calls to train AI models for other customers. You are responsible for complying with call recording consent laws in your jurisdiction.

6. Data Retention

We retain your data for as long as your account is active. After account termination, we retain your data for 30 days to allow for export, after which it is permanently deleted. Aggregated, anonymized analytics data may be retained indefinitely.

7. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS), encrypted storage at rest, tenant-isolated databases, and role-based access controls. However, no method of electronic storage is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal information
• Export your data in a portable format
• Opt out of certain data processing
• Withdraw consent where processing is based on consent

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

9. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us at privacy@dispatchnode.com and we will delete it.

10. Cookies & Tracking

We use essential cookies for authentication and session management. We use Google Analytics for aggregated usage statistics. We do not use advertising trackers or sell tracking data.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notice at least 30 days before they take effect. Your continued use of the Service after changes constitutes acceptance.

12. Contact

For privacy-related questions or requests, contact us at privacy@dispatchnode.com.