Privacy Policy

Effective Date: October 26, 2026 · Previous: October 17, 2026

Blue Collar Coding LLC, operating as DispatchDeck ("we," "us," or "our"), is committed to protecting your privacy. DispatchDeck is a product of Blue Collar Coding LLC (1109 6th St E, Williston, ND 58801). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fleet management platform and services.

1. Information We Collect

Account Information

When you create an account, we collect:

Name and email address
Company name
Phone number (optional)
Password (encrypted)

Fleet and Operational Data

To provide our services, we collect data you enter about your operations:

Driver information (names, contact info, license details)
Vehicle and equipment details (unit numbers, VINs, maintenance records)
Job and dispatch information
Inspection reports (DVIRs)
Time and attendance records
Documents you upload (photos, receipts, compliance documents, company policies, HR manuals)

Mobile Phone Numbers

Important: We collect mobile phone numbers to send SMS notifications including dispatch schedules, safety alerts, and operational updates. Mobile phone numbers collected for SMS purposes will not be shared with third parties for marketing or promotional purposes.

Payment Information

Payment processing is handled by Stripe. We do not store your full credit card number. Stripe's privacy policy governs their handling of your payment data.

Automatically Collected Information

When you use our Service, we may automatically collect:

Device information (browser type, operating system)
IP address
Usage data (pages visited, features used)
Error logs for troubleshooting
Analytics data via Google Analytics (page views, session duration, referral source, geographic region)

2. How We Use Your Information

We use your information to:

Provide and maintain the Service
Send dispatch notifications and operational alerts via SMS and email
Process payments and manage subscriptions
Provide customer support
Send service-related announcements
Improve and develop new features
Detect and prevent fraud or abuse
Comply with legal obligations

Our Access to Your Account Data

To operate DispatchDeck and provide support, authorized DispatchDeck personnel may access the data in your account — including your roster, records, and uploaded documents. We access your data only when necessary for legitimate purposes: operating and maintaining the service, troubleshooting, responding to your support requests, preventing fraud or abuse, and complying with legal obligations. We do not sell your data, and we do not share it with third parties except as described in this policy. DispatchDeck is operated by a single company, and access is limited to authorized personnel.

3. Smart Tools and Document Processing

DispatchDeck includes Smart Tools features powered by Google Gemini that process your data to provide intelligent assistance. These features include:

Smart Search: When you use Smart Search in the HR module, uploaded company documents (PDFs, policies, manuals) are sent to Google Gemini to answer your questions. Document content is processed in real-time and is not retained by the AI provider after the request completes.
Receipt Scanning: Photos of receipts may be processed to extract vendor, amount, and line item information.
Help Center Assistant: Questions you ask the Help Center are processed to provide relevant answers about DispatchDeck features.
Texting Assistant (optional): If a company turns it on, texts its crew send to the company’s DispatchDeck number are processed to read and answer them automatically. Crew can reply HUMAN to stop the assistant answering them. See our Fleet SMS Privacy Policy.

What this means for your data:

Document content is transmitted securely (encrypted in transit) to Google's Gemini API
Google does not use your data to train or improve their models when accessed via API
Processed content is not stored by the AI provider beyond the duration of the request
All Smart Tools features are scoped to your organization's account — no data is shared across tenants
You control what documents you upload and can delete them at any time

Smart Tools security log: We keep a 30-day security log of Smart Tools conversations (the question, the reply, and which tools ran) to catch misuse and fix problems. That includes texts drivers and crew send to a company’s DispatchDeck number when its texting assistant is on. Phone numbers, emails, SSNs and dates of birth are masked; questions about drug tests, MVRs or medical status are not kept; hiring, HR and document features log no content at all. It’s deleted automatically and never used to train AI. Once a day, any conversation our checks flag for possible misuse is emailed to our team through SendGrid, our email provider.

4. Information Sharing

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

Third Party	Purpose
Firebase / Google Cloud	Hosting, database, authentication
Stripe	Payment processing
Twilio	SMS message delivery
SendGrid	Email delivery
Google Gemini	AI-powered features
Google Gmail API	Optional — send customer emails from a connected rep's Gmail account (see Section 5)
Google Analytics	Website analytics and usage tracking

We may also disclose information:

To comply with legal obligations or valid legal processes
To protect our rights, privacy, safety, or property
In connection with a merger, acquisition, or sale of assets

4A. AI Assistants You Connect

If you connect your own AI assistant (such as Claude) to DispatchDeck, the assistant can request information from your account and make changes on your behalf, limited to what your login can access. DispatchDeck does not receive the transcript of your conversations with your assistant; we receive only the requests the assistant sends us. Those requests can include text from your conversation, such as a note you asked it to add. We record each request — which action, the details it sent, and whether it succeeded — and we automatically mask phone numbers, email addresses and Social Security–style numbers that we detect in those details. Masking is pattern-based and may not catch everything; names and other free text are not removed. Your company's owner can review all of these records; other users can review their own. Records are scheduled for automatic deletion 90 days after they are created. We also keep a record of each connection (who connected, when, and when it was disconnected) for as long as your account is active. Information your assistant receives from DispatchDeck is sent to your AI provider and is governed by that provider's terms and privacy policy. The Smart Tools retention statements in Section 3 apply to our own features, not to an assistant you connect. You can disconnect an assistant at any time in DispatchDeck under Account.

5. Google Gmail Integration (Limited Use Disclosure)

DispatchDeck offers an optional integration that allows sales representatives to send emails to customers from their own Gmail account, directly within our CRM module. This integration uses Google's Gmail API with the gmail.send OAuth scope.

Data We Access

Permission to send email messages on your behalf (gmail.send scope only)
Your Google account email address and basic profile information (openid, email, profile) — used only to display which account is connected

Data We Do NOT Access

We do not read, search, or view messages in your inbox, sent folder, drafts, or any other Gmail folder
We do not access your contacts, labels, filters, or settings
We do not delete or modify any existing messages

How We Use This Access

Emails you compose within the DispatchDeck CRM compose window are sent via the Gmail API so they appear in the recipient's inbox as coming from your address and are preserved in your Gmail Sent folder for your records
A record of each sent email (recipient, subject, timestamp) is logged as CRM activity so your team has an audit trail of customer communication
We never send email from your account unless you click Send on a message you composed

How We Store Credentials

A Google-issued refresh token is stored encrypted in Google Cloud Firestore, scoped to your CRM rep profile, and accessible only by our backend Cloud Functions
You can disconnect your Gmail account at any time in the CRM Team admin view. Disconnecting removes the refresh token and revokes our ongoing access
You may also revoke access directly at https://myaccount.google.com/permissions

Limited Use Compliance: DispatchDeck's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Gmail data for advertising, do not sell Gmail data, do not transfer Gmail data except as necessary to provide or improve the feature, and do not allow humans to read Gmail data except with your explicit consent, for security purposes, to comply with applicable law, or for operational purposes where the data has been aggregated and anonymized.

6. Data Retention

We keep your data for as long as your account is active.

If you delete your account: when the account owner deletes the account in Settings, we delete your company’s data right away — people, vehicles, jobs, billing, files and settings — and the logins that belong only to your company.

If you cancel: we hold your data for 30 days after your paid period ends (90 days if you pick that option when you cancel) so you can come back, then delete it the same way.

Except where required by law: a few records we are required by law to keep are not deleted with your account. We move them out of your account, where no one using DispatchDeck can see them, and keep them for the period the law requires:

Background-check records for checks ordered through DispatchDeck — who was checked, which report, when, and its status — for 5 years. We do not keep a copy of the report itself.
Billing records for compliance services we charged you for — for 7 years.

We also keep our own log of account activity (who changed what and when, with sensitive details masked) and a record of text messages sent through DispatchDeck, which we use to secure the service and look into problems.

The Smart Tools security log described in Section 3 is deleted automatically 30 days after each entry is created.

Backup copies may persist for up to 180 days
We may retain anonymized, aggregated data indefinitely

You may request deletion of your data at any time by contacting us.

7. Data Security

We implement industry-standard security measures including:

Encryption in transit (HTTPS/TLS)
Encryption at rest for sensitive data
Access controls and authentication
Regular security reviews

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

8. Your Rights and Choices

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

Access: Request a copy of your personal data
Correction: Update inaccurate information
Deletion: Request deletion of your data, except records we must keep by law (see Data Retention)
Portability: Receive your data in a portable format
Opt-out: Unsubscribe from marketing communications

To exercise these rights, contact us at support@dispatchdeck.app.

9. SMS and Mobile Communications

If you or your employees receive SMS messages from our Service:

Messages include dispatch notifications, schedule updates, and safety alerts
Message frequency varies based on operational activity
Message and data rates may apply
Reply STOP to opt out of SMS messages
Reply HELP for assistance

See our SMS Terms and Conditions for complete details.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

Right to know what personal information we collect and how it's used
Right to delete your personal information
Right to opt-out of the sale of personal information (we do not sell your data)
Right to non-discrimination for exercising your rights

11. Children's Privacy

Our Service is not intended for children under 18. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

12. International Users

Our Service is hosted in the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S., where data protection laws may differ from your country.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Effective Date" at the top indicates when the policy was last revised.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Blue Collar Coding LLC (operating as DispatchDeck)
1109 6th St E, Williston, ND 58801
Email: support@dispatchdeck.app
Website: https://dispatchdeck.app