Plain-English summary: Dispatch Stream is a business platform. We collect account and operational data to run the service, security data to protect it, and usage data to improve it. We do not sell personal information. Companies control their data and who can access it.
1) Scope
This Privacy Policy explains how Dispatch Stream, LLC ("Dispatch Stream", "we", "us", "our"), an Illinois limited liability company, collects, uses, and shares information in connection with our websites, applications, connected services, and related features (the "Service").
If you use Dispatch Stream through your employer or another organization, that organization is the "Customer" and controls how Customer Data is processed. We act as a service provider/processor for Customer Data.
This Privacy Policy is incorporated into the Terms of Service. If there is a conflict, the Terms of Service control.
Company details such as company name, DOT/MC numbers, billing address, and company settings.
User management data such as role assignments, invitation status, and access controls.
Notification preferences, alert channels, and delivery settings.
2.2 Operational data (Customer Data)
Loads, dispatch records, route and stop schedules, mileage calculations, driver and vehicle details, maintenance, invoices, and uploaded documents.
Driver portal submissions such as proof of delivery, photos, notes, and other paperwork uploaded by drivers.
Company or equipment documents you choose to make available to drivers through the Driver Portal.
Repair shop and vendor contacts, work orders, and preventive maintenance schedules when you use those features.
Broker, shipper, consignee, and carrier contacts; load tenders; rate confirmations; and customer payment terms.
Driver recruiting, onboarding, and safety records (for example, license/endorsement data, employment history, compliance records, incident or accident reports, emergency contacts, and availability or time-off requests) when you use those features.
Accounting and pay records (for example, invoices, statements, deductions, contractor records, pay matrices, and tax identifiers like EINs) when you use those features.
Invoice/statement delivery details and payment instructions you provide (for example, recipient emails, remittance addresses, factoring contacts, and remit notes).
Reports, analytics, and summaries generated from your data (for example, performance dashboards or tax prep summaries).
Document reading/extraction results (for example, parsed fields) when you enable auto-fill or document processing.
Support requests, help tickets, and attachments you submit (for example, screenshots or documents).
Import/export files (for example, CSV uploads/downloads) and processing logs.
Telematics or safety data from connected providers, if you authorize integrations.
Accounting exports, billing status, and integration settings when you connect payment or accounting services.
Integration sign-in details and connection metadata (for example, provider connection grants, connection keys, incoming link secrets, access scope, and connection status) used to operate connected services.
Messages or communications sent through the Service.
Support submissions are optional. Please avoid sending sensitive personal information (for example, payment card numbers or government IDs) in support tickets, messages, or attachments unless we explicitly request it. You control the content you submit.
2.3 Usage, device, and security information
IP address, browser type, device identifiers, time zone, and authentication events.
Audit logs and security signals (for example, failed logins, session activity, and access attempts).
Security settings and account administration actions (for example, MFA enrollment status, session timeouts, or password resets).
Notification delivery metadata (for example, delivery status, timestamps, and channel used).
Diagnostic logs and error reports used to investigate issues and fulfill support requests.
2.4 Location and telemetry
Location data for vehicles, drivers, or assets when enabled by integrations or devices.
Diagnostic or status data from connected telematics systems.
2.5 Third-party and public sources
Regulatory or verification data from public sources (for example, FMCSA carrier records).
Integration data from services you connect (for example, Motive, Anytrek, Intuit QuickBooks, RingCentral, or mapping providers).
2.6 Sensitive information
Certain safety, recruiting, or compliance features may require or allow sensitive information such as Social Security numbers, dates of birth, government IDs, medical certifications, drug test results, background checks, or emergency contact details. If you choose to provide or store sensitive information, you represent that you have a lawful basis and have provided required notices and obtained any necessary consents. You are responsible for complying with applicable employment, privacy, and recordkeeping laws.
2.7 Recruiting upload links and applicant submissions
When a Customer uses recruiting features that create an applicant upload link, we collect and process the information submitted through that link on the Customer's behalf. This may include:
Applicant contact details (for example, name, email, phone) and application identifiers.
Documents and files uploaded by the applicant (for example, CDL, medical card, certifications, or other onboarding documents).
Consent confirmations and upload metadata (for example, timestamps, device/browser information, and link usage logs).
These applicant submissions are processed for the Customer that generated the link and are not shared with other Customers. Applicants should review the Customer's privacy notices for how the Customer uses and retains applicant data.
3) How We Use Information
Provide the Service: account setup, access control, billing, support, and feature delivery.
Support & troubleshooting: respond to requests, analyze logs, and resolve technical issues.
Integrations: connect, update, and process data from connected services, including incoming service calls or push feeds.
Security: fraud prevention, abuse detection, and incident response.
Notifications: send compliance alerts, OTP codes, service announcements, and account updates, including system-sent email notifications based on your preferences.
Product improvement: reliability, performance, and feature planning.
Communications: service notices, security alerts, and requested support.
Recruiting and onboarding: process applicant submissions, store recruiting documents, and support workflows requested by the Customer.
We may generate de-identified or aggregated data for analytics and benchmarking. This data does not identify you or your users and may be used to improve the Service.
4) How We Share Information
Service providers: hosting (for example, Google Cloud/Firebase), payment processing (Stripe), document processing/OCR (Google Document AI), email delivery, and support tooling.
Communications providers: email and messaging vendors used to deliver notices, OTPs, or compliance alerts, including system-sent notification emails.
Integrations: only when you connect a third-party service and authorize access (for example, Motive, Anytrek, Intuit QuickBooks, RingCentral). We share the minimum data necessary to perform the requested update or action.
Customer-directed recruiting submissions: applicant uploads are shared with and visible to the Customer that generated the applicant link, and not to other Customers.
Public data and mapping: limited identifiers sent to providers such as FMCSA or Google Maps to validate company data or resolve addresses.
Legal: to comply with law, enforce agreements, or protect rights and safety.
Business transfers: in connection with a merger, acquisition, or sale of assets.
We do not sell personal information. If we plan to share data in a way that requires consent, we will obtain it.
5) Cookies and Tracking
We use cookies and similar technologies for authentication, security, and service performance. Some analytics may be used to understand usage and improve the Service. See our Cookie Policy for details.
Most browsers allow you to control cookies. Blocking essential cookies may prevent the Service from working correctly.
6) Retention
We retain information as long as needed to provide the Service, meet legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on data type and legal requirements. Support tickets, import/export logs, security events, and backups may be retained for limited periods to ensure service continuity and compliance.
Recruiting and applicant documents are retained based on the Customer's instructions and applicable laws, and may be deleted or de-identified when no longer needed for recruiting, compliance, or legal purposes. Driver-submitted paperwork and shared equipment/company documents are retained based on the Customer's instructions and operational requirements. Certain driver-uploaded submissions (for example, pending or unapproved paperwork) may be automatically removed after a configured retention period unless the Customer changes those settings.
7) Security
We use reasonable administrative, technical, and physical safeguards to protect information. No system is completely secure. See Security for an overview of controls.
8) Your Rights & Choices
8.1 Account and marketing
Update your account information from your profile or by contacting support.
Opt out of marketing communications using the unsubscribe link in emails.
8.2 California privacy rights
California residents may request access, deletion, or correction of personal information and may opt out of the sale of personal information. We do not sell personal information. Requests can be submitted using the contact details below.
8.3 EU/UK privacy rights
EU/UK residents may have rights to access, correct, delete, restrict processing, object, and data portability. We will honor valid requests where required by law.
8.4 Nevada residents
Nevada residents may opt out of the sale of personal information. We do not sell personal information.
8.5 Applicants and recruiting data
If you are an applicant submitting information to a Customer through a recruiting upload link, that Customer controls your data. Requests to access, correct, or delete applicant information should be directed to the Customer that invited you.
9) International Transfers
Dispatch Stream is headquartered in the United States. We may process information in the U.S. or other countries where we or our service providers operate. Where required, we use contractual safeguards for international transfers.
10) Children
The Service is not intended for children under 16. We do not knowingly collect personal information from children.
11) Changes
We may update this Privacy Policy. We will provide notice of material changes and update the effective date above.
Contact
Dispatch Stream, LLC Attn: Privacy 256 Central Ave # 72242 Roselle, IL 60172 Email: privacy@dispatchstream.com