Privacy Policy — DispatchDesk

Last Updated: December 16, 2025

DispatchDesk ("DispatchDesk," "we," "us," or "our") operates the website located at dispatchdesk.ai (the "Site") and provides an AI-powered call answering and scheduling service (the "Services"). This Privacy Policy explains how we collect, use, disclose, and protect information.

1) Information We Collect

We may collect the following categories of information:

A. Information you provide

• Contact details (name, email, phone number, company name)
• Booking information (requested meeting time, notes you submit)
• Form submissions and messages you send us

B. Information collected through the Services (if you use DispatchDesk as a customer)

• Caller information (caller name, phone number, address/service location if provided, issue description, preferred appointment time)
• Call metadata (time, duration, routing, outcomes)
• Call recordings and/or transcripts (if enabled)
• Appointment and calendar details (when connected)

C. Automatically collected information

• Device and usage data (IP address, browser type, pages visited, referring/exit pages)
• Cookies and similar technologies (see Section 5)

2) How We Use Information

We use information to:

• Provide and operate the Site and Services
• Schedule demos and communicate with you
• Capture and route calls, log details, and book appointments (for customers using the Services)
• Improve performance, troubleshoot issues, and develop new features
• Measure and optimize advertising performance (e.g., conversions)
• Prevent fraud, abuse, and security incidents
• Comply with legal obligations

3) How We Share Information

We may share information with:

• Service providers who help us run the Site and Services (e.g., hosting, analytics, communications, scheduling, payments, customer support)
• Advertising/analytics partners to measure ad performance (e.g., conversion tracking)
• Professional advisors (lawyers, accountants) as needed
• Legal/compliance parties when required by law or to protect rights, safety, and security
• Business transfers if we are involved in a merger, acquisition, or sale of assets

We do not sell your personal information in the traditional sense.

SMS consent is not shared with third parties or affiliates for marketing purposes.

4) Third-Party Services

We may use third-party tools to operate DispatchDesk. Depending on your setup, these may include providers for:

• Telephony/SMS and call routing
• AI processing (call handling, transcription, summarization)
• Scheduling/calendar integrations
• Website analytics and advertising measurement
• Hosting and performance monitoring
• Payments/invoicing (if applicable)

These providers process information under their own terms and privacy policies.

5) Cookies & Advertising

We may use cookies, pixels, and similar technologies for:

• Site functionality
• Analytics (understanding traffic and usage)
• Advertising measurement (e.g., tracking form submissions or booked demos)

You can control cookies through your browser settings. Some features may not function properly if cookies are disabled.

6) Call Recording & Communications (SMS/Phone/Email)

Call Recording/Transcription: If enabled, calls may be recorded and/or transcribed for quality, training, documentation, and service delivery purposes.

Communications: If you submit your phone number, you agree that we may contact you at that number about your inquiry, including by call, SMS, or email. Message and data rates may apply. You can opt out of SMS at any time by replying STOP.

7) Data Retention

We keep information only as long as necessary to:

• Provide the Services
• Maintain business records
• Comply with legal obligations

Retention periods may vary depending on the type of data and customer configuration.

8) Security

We use reasonable administrative, technical, and organizational measures to protect information. No method of transmission or storage is 100% secure, and we can't guarantee absolute security.

9) Your Rights & Choices

Depending on your location, you may have rights to:

• Request access to or deletion of your personal information
• Correct inaccurate information
• Opt out of certain communications (marketing emails, SMS)

To request access, changes, or deletion, contact us at info@dispatchdesk.ai.

10) Children's Privacy

Our Site and Services are not intended for children under 13, and we do not knowingly collect information from children.

11) Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last Updated" date.

12) Contact Us

DispatchDesk
Email: info@dispatchdesk.ai
Address: 1104 Sabine St, Austin, TX, 78701