Privacy | DispatchOS

1. Who operates DispatchOS

DispatchOS is the service name used for this field-service operations platform. The product is operated under the DispatchOS name and made available at rundispatchos.com. Where this policy refers to "DispatchOS," "we," "us," or "our," it means the DispatchOS service.

A formal legal entity name will be added here as soon as one is verified and registered. We do not claim a specific business entity registration until that information is confirmed.

2. Contact

You can reach us at support@rundispatchos.com for any privacy, security, or support question. We aim to respond as quickly as practical; we do not bind ourselves to a guaranteed response time.

3. Information we collect

When you use DispatchOS we may collect and process:

Account identity and contact information — your email address, the display name you set in onboarding, and your assigned role (manager or lead). Authentication is handled through the platform login flow; we do not store your password in our app data.
Business profile — business name, business type, service area, phone, logo, operating hours, and the configuration settings you choose.
Clients and service contacts — names, emails, phone numbers, addresses, notes, preferences, and property-access details entered by the business manager.
Employees and leads — name, email, phone, skills, availability, and pay settings for team members invited to a business.
Jobs, addresses, schedules, notes, and service photos — full job data including date, time, status, scope, instructions, assigned lead, before/after photos, signatures, and notes submitted by managers and leads.
Quotes and invoices — line items, totals, tax, payment method, and status for quotes and invoices you create.
Google Calendar information when connected — when a manager connects their Google Calendar, we read calendar events to display them in DispatchOS and we write DispatchOS-created events (job title, location, schedule) back to the calendar.
Support, export, and deletion requests — the subject, message, and metadata of support requests submitted in-app, plus records of data export and deletion requests.
Manual billing and access status — plan, trial dates, paid-through date, amount, payment notes, and audit records associated with manual billing.
Technical and security logs — minimal logs needed to operate the service, investigate issues, and protect accounts.

4. How we use your data

Provide scheduling, dispatch, job, employee, client, quote, and invoice functionality.
Secure your account and enforce access controls.
Provide support.
Maintain your billing access status (manual billing at launch).
Improve the reliability and security of the service.
Comply with legal obligations.

5. AI-assisted features

DispatchOS uses AI for three specific opt-in or manual features. We deliberately limit what is forwarded to AI providers:

User-consented photo analysis — when a Pro or Enterprise manager chooses to run an AI photo review on a completion photo, a sanitized copy of the selected photo (EXIF / GPS / device / timestamp metadata removed) is sent to an AI image-analysis provider. The original photo is not modified by this process and remains in your normal photo library. The function is opt-in and gated behind an explicit button — no photo is sent automatically.
Service-area label lookup — during onboarding, the service area you type is used to suggest city or region labels. The text you enter is sanitized to letters, numbers, spaces, commas, periods, and hyphens before any lookup occurs.
Fuel-rate suggestion — when a Pro or Enterprise manager clicks "Get current rate," the service-area label for your business is sent to a text-AI provider to estimate a local fuel price for mileage cost calculation.

What we do NOT do:

OpenClaw is not active. The previous "AI assistant" panel is not enabled.
A full platform-wide data dump is never sent to an LLM.
Customer CSV rows are not sent to an LLM.
Calendar events are not sent to an LLM for parsing.
Telegram is not used and is not available.

AI output may be inaccurate and should be reviewed by a human before acting on it. Photos of confidential documents, access codes, billing information, or sensitive personal items should not be submitted to AI photo review — see the in-app notice before each use.

Some data is shared with third parties by necessity — for example hosting, email delivery, Google Calendar, maps/directions, and AI image/text providers — as described in the next section. We do not claim that your data is "never shared with third parties."

6. Service providers

We rely on third-party service providers to operate DispatchOS:

Hosting, database, and authentication — the platform that runs DispatchOS hosts our database, file storage, and authentication.
Email delivery — used for invitations and account notifications to registered app users.
Google Calendar — when a manager connects their Google Calendar. Calendar scopes are limited to events and read-only calendar metadata.
Maps and directions — when you tap "Get Directions" on a job, your device's chosen maps app opens with the job address.
AI image and text services — for the three opt-in features described above.
Error and security monitoring — minimal logs used to keep the service reliable.
Payment collection — at launch, billing is manual and managed by DispatchOS support; we do not currently process subscription payments automatically in-app.

8. Security

We use reasonable safeguards including role-scoped access controls, server-side validation of business ownership, and stripping of sensitive tokens from data returned to the client. No system is perfectly secure. We cannot guarantee absolute security of your data. If you believe an account has been compromised, contact support@rundispatchos.com immediately.

9. Retention

Operational data is retained while your account is active.
After an approved deletion request, there is a 30-day grace period during which you can cancel the deletion by signing into your account.
Minimal billing, security, and audit records may be retained as legally necessary even after your account is deleted.
Temporary export files and the AI-bound photo copy are short-lived and are not stored permanently on your account.
Browser session storage is cleared when you log out; browser-local preferences (such as theme) persist on your device until you remove them.

10. Your choices and rights

Access and correction — you can view and update business, client, employee, job, quote, and invoice data through the app.
Export — managers can export their business data from Settings → Account. Leads can request their permitted account and assigned-job history.
Deletion — managers can request deletion from Settings → Account → Delete Account. Leads can request removal from Settings → Account → Delete Account.
Calendar disconnection — you can disconnect your Google Calendar from Settings at any time.
AI photo-analysis choice — AI photo review is opt-in per photo; you can always upload and use a photo without running AI review.
Contact — contact us any time at support@rundispatchos.com.

11. Children

DispatchOS is not intended for use by children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact support@rundispatchos.com and we will remove it.

12. International and state privacy rights

If you are located in a jurisdiction with specific data-protection rights (for example, certain US state laws or non-US privacy laws), you may have rights to access, correct, or request deletion of your personal information. We do not claim any specific certification or formal compliance that has not been reviewed by counsel. To exercise any right, contact support@rundispatchos.com.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on this page and update the "Effective" date at the top. Please review this page periodically to stay informed of any changes.