Privacy Policy

The Dispatcher is operated by RJones LLC. In this policy, "we" and "us" mean RJones LLC.

The Dispatcher is software that helps a trucking company run dispatch: it tracks loads, drivers and trucks, reads and sends messages, keeps documents, and offers an AI assistant. This policy explains what data the service handles and what we do with it. Each customer company (an "organization") controls its own data; we handle it on the organization's behalf to provide the service.

1. What data we handle

• Account data: your name, work email address and role (owner, admin, dispatcher, driver or read-only), and sign-in records.
• Operations data: loads, rates and offers, brokers, shippers and other contacts, drivers, trucks and trailers, assignments, and the compliance and mileage records the organization enters.
• Messages: chat conversations with the AI assistant, and the emails, text messages and fax records the organization sends or receives through the service.
• Call logs: records of phone calls placed or received through the organization's phone carrier account, such as numbers, times and outcomes.
• Documents: rate confirmations, bills of lading, attachments and other files the organization uploads, receives by email, or saves.
• Memory notes: short notes the organization teaches the assistant (for example a broker's preferences). Notes can be shared with the organization or private to one person.
• Voice: if you use the microphone, your speech is turned into text by speech software that we run ourselves; it is not sent to a third-party speech service.
• Connected-account credentials: API keys, tokens and app passwords the organization supplies so the service can reach its AI provider, phone carrier, email and other accounts.
• Audit records: a log of important actions (who changed what, who approved what).

2. How we use it

Only to provide the features the organization turns on: showing and updating loads and drivers, drafting and sending messages after the required approvals, filing documents, answering questions in chat, recalling notes in later conversations, keeping records for audit, and keeping the service secure. We do not sell personal data and we do not use it for advertising.

3. Who else processes data

Data reaches the following kinds of services only as needed for a feature the organization uses:

• Hosting and database providers that run the application and store its data.
• Sign-in service: email sign-in links and codes are handled by our authentication provider (Supabase).
• AI model providers chosen by the organization: OpenAI, Anthropic, or the organization's own Claude subscription. When someone uses an AI feature, the relevant content (the question, and the loads, messages, email text, documents or notes needed to answer it) is sent to that provider. If the organization has not chosen a provider, AI features are off.
• Phone, text and fax carriers: Telnyx or Twilio (and a fax provider) through the organization's own account, to place calls and send texts and faxes.
• Google: Gmail and Google Drive, if the organization connects a Google account (see section 6). Microsoft Outlook or another mailbox over IMAP/SMTP can be connected instead.
• Workflow automation: the organization's own workflow engine (n8n), if it uses one, receives event notifications from the service (for example that a message arrived, with the sender and a short excerpt) so it can run the organization's own workflows. It does not receive data for marketing.
• Other services the organization connects, such as load boards, ELD providers or a web search provider (web search can be switched off per organization).

We disclose data to others only when the organization directs it through these features, when a law or legal process requires it, or to protect the security of the service.

4. Storage and security

• Connected-account credentials are encrypted at rest with AES-256-GCM and are not readable through the app or by the AI assistant. API keys we issue are stored only as hashes. Credentials are not written to logs.
• Each organization's data is separated: every query is scoped to the signed-in organization and database row-level security applies to every customer table.
• Access depends on role. The AI assistant acts with no more permission than the person using it, and actions such as sending messages to outside parties or booking a load need a person's approval.
• The audit log is append-only. Other stored data relies on the encryption of the database host's disks and backups.

5. Retention, export and deletion

• Operational records (loads, messages, documents, audit log) are kept while the organization uses the service; the service does not delete operational history on its own.
• Memory notes: owners and admins can export all notes (JSON or CSV) and erase everything from Back Office, Memory. Erase can be undone for 24 hours. A deleted note can be restored for an undo window (30 days by default), after which its content is blanked. Records of which notes were used in a conversation are deleted after 30 days. Lessons recorded automatically by the system are archived after a retention period (365 days by default).
• Disconnecting accounts: an owner or admin can disconnect the email account in Back Office at any time, and can remove saved AI keys.
• Anything else: to ask for a copy of your data or for deletion of an account or organization, email themasterdispatcherboss@gmail.com. We will respond and remove the data we are not required to keep.

6. Google user data

If an organization's owner or admin connects a Google account (Gmail or Google Workspace), The Dispatcher asks Google for these permissions: Gmail (read, send and organize mail) and Google Drive. The service sees Google data only after that person approves access on Google's own sign-in page; it never sees the mailbox password. This is what we do with it:

• Gmail: reads inbox mail that arrives after the connection (from brokers, drivers, and rate confirmations or bills of lading), sends mail on the organization's behalf (messages to outside parties from the AI assistant wait for a person's approval), files each message under The Dispatcher labels, and, when a person asks the AI assistant to tidy the mailbox (labels, read/unread, archive), does that for the messages named. Moving mail to Gmail's Trash needs a person's approval first, can be undone for 30 days, and The Dispatcher never permanently deletes mail.
• Google Drive: saves, organizes and reads back the company's files (such as rate confirmations and signed documents) in a folder named "The Dispatcher", and, when a person asks the AI assistant, searches, reads, moves, renames, copies and merges files anywhere in the connected Drive account. Moving files to Drive's Trash needs a person's approval first and can be undone for 30 days; The Dispatcher never permanently deletes files.
• Google Voice (optional): if an organization turns on the Google Voice text channel, the service signs in to that organization's own Google Voice web page in a protected browser session (it does not store the Google password) to read and send text messages for that organization. Texts received this way are treated as untrusted content and never trigger actions without a person's approval.
• Why: only to provide these user-facing features for the organization that connected the account. We do not use Google user data for anything else.

The use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We do not sell Google user data.
• We do not use Google user data for advertising, and do not use it to develop, improve or train generalized AI or machine-learning models.
• We do not allow humans to read Google user data unless we have the user's consent for specific messages or files, it is necessary for security purposes (such as investigating abuse), or it is required to comply with applicable law.
• We transfer Google user data to others only to provide the user-facing features the organization turned on, for security, or to comply with law. For AI features, the relevant email or file content is sent to the AI model provider the organization has chosen (section 3), solely to produce the answer or draft requested.
• Google tokens are stored encrypted. The AI assistant cannot read them.

You can disconnect Google in Back Office, Email connection, or revoke access at any time at myaccount.google.com/permissions. To have data we obtained through Google removed, email themasterdispatcherboss@gmail.com.

7. Text messaging (SMS)

The program itself (what the texts are about, how consent is obtained, STOP and HELP) is described in the Terms of Service, section 13. This is what we do with the data:

• What we handle: the mobile phone number, the text of each message sent or received, its time and delivery status, the replies STOP, START and HELP, and the do-not-contact list. If a team member records that a person agreed (or declined) to receive texts, we also keep that record: yes or no, that it was verbal on a call, who recorded it and when, and an optional call reference.
• Consent is verbal: the person is asked on a call "Would you like to receive text messages regarding order information?" and a yes is recorded as described in the Terms. The answer, time and call reference are shown on the contact. Whether or not a yes is recorded, a STOP is always honored.
• Who handles it: the number and message go to the phone carrier that delivers the text (Telnyx or Twilio, through the organization's own account, or the organization's Google Voice number if it uses that channel), and to the other providers in section 3 only as needed to run a feature the organization uses. We do not sell this data.
• Sharing: SMS opt-in data and phone numbers collected for SMS consent will not be shared with third parties or affiliates for marketing or promotional purposes.
• Keeping it: messages and consent records are kept while the organization uses the service. Do-not-contact entries are kept as evidence of the opt-out, even after a number is released.
• Opting out and questions: reply STOP to any text, or email themasterdispatcherboss@gmail.com. Questions about this policy are answered by RJones LLC.

8. Changes

If we change this policy we will update the date at the top.