Privacy Policy

1. Introduction

Dispatchify Technologies LLC ("Dispatchify," "we," "us," or "our") operates the Dispatchify platform, a national platform that connects businesses and individuals seeking security services ("Clients" or "Opportunity Submitters") with licensed security service providers ("Providers"), and provides Providers with tools including a subscription-based RFP discovery and AI-powered proposal generation suite (the "RFP Suite"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our website, mobile application, and related services (collectively, the "Platform").

By accessing or using the Platform, you agree to this Privacy Policy. If you do not agree with our practices, please do not use the Platform.

2. Information We Collect

2.1 Information from Opportunity Submitters (Clients)

When you submit an opportunity requesting security services, we collect:

• Full name
• Company or business name (if applicable)
• Phone number
• Email address
• Location and zip code
• Service needs and requirements
• Timeframe and schedule preferences

2.2 Information from Security Providers

When you register as a Provider, we collect:

• Full name and contact information
• Company name and business address
• State-issued security services license number (e.g., Private Patrol Operator license in California, or the equivalent license in your state)
• Proof of insurance documentation
• Payment information (processed by Stripe)
• Account credentials

2.3 Information Collected Through the RFP Suite

When you use the RFP Suite, we additionally collect and process:

• Company profile information you provide for proposal generation, including company description, years in business, number of active officers, certifications, service highlights, brand colors, equipment rates, payment terms, and terms and conditions
• RFP search queries, filters, and browsing history within the RFP Suite
• AI-generated proposal content, including drafts and final versions
• Your edits, customizations, and preferences applied to AI-generated proposals
• Usage data related to RFP Suite features (proposals generated, RFPs viewed, export history)

2.4 Information Collected Automatically

When you use the Platform, we automatically collect:

• Device information (type, operating system, unique identifiers)
• IP address and general location data
• Browser type and settings
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Operate, maintain, and improve the Platform
• Connect Clients with qualified security Providers
• Process transactions and manage token purchases and subscriptions
• Verify Provider credentials (state security services license and insurance)
• Communicate with you about your account and our services
• Investigate and resolve disputes, including fraudulent opportunity claims
• Enforce our Terms of Service and protect against misuse
• Comply with legal obligations
• Analyze usage patterns to improve user experience (via Google Analytics)
• Generate AI-powered proposal content using your company profile and RFP data
• Improve the quality and relevance of AI-generated proposals through anonymized and aggregated usage analytics
• Display relevant RFP opportunities based on your search preferences and company profile

4. How We Share Your Information

4.1 Opportunity Information Shared with Providers

When a Provider unlocks an opportunity using tokens, they receive access to the Client's contact information, including name, company, phone number, email address, location, and service requirements. By submitting an opportunity, Clients consent to this disclosure.

4.2 Service Providers

We share information with third-party service providers who assist us in operating the Platform:

• Stripe: Payment processing for token purchases and subscriptions
• Google Analytics: Website and app analytics
• Cloud hosting providers: Data storage and infrastructure

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

4.3 Third-Party AI Service Providers

The RFP Suite uses third-party artificial intelligence services to generate proposal content. As of the date of this Privacy Policy, we use Anthropic's Claude API for AI-powered proposal generation. When you use the RFP Suite, the following information may be transmitted to our AI service provider for processing:

• Your company profile information (company name, description, credentials, certifications, and service highlights)
• RFP details relevant to the proposal being generated (facility type, service requirements, location, and scope)

Under our current agreement with our AI service provider, data submitted through the API is not used to train the provider's models. However, AI service providers may retain API inputs and outputs for a limited period for trust and safety purposes, such as abuse detection, in accordance with their data usage policies. We encourage you to review our AI service provider's data usage policy for the most current information. We select AI service providers that maintain appropriate data security and privacy standards, and we will update this Privacy Policy if we change AI service providers or if the data handling terms materially change.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency), or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.5 Business Transfers

If Dispatchify is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

4.6 No Sale of Personal Information

We do not sell your personal information to third parties for their marketing purposes. The sharing of opportunity information with Providers who unlock opportunities is part of our core service functionality. The transmission of data to AI service providers for proposal generation is performed solely to provide the RFP Suite service and is not considered a sale of personal information under applicable law. If you believe any data sharing constitutes a "sale" under your state's privacy law, you may opt out by contacting us at info@dispatchify.io.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information about your use of the Platform. Cookies are small data files stored on your device that help us:

• Remember your preferences and settings
• Authenticate your identity and keep you logged in
• Analyze how the Platform is used
• Deliver relevant content and features
• Measure the effectiveness of our communications

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of the Platform.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.

• Opportunity data: Retained for 30 days after an opportunity expires or is fully claimed
• Provider account data: Retained for 30 days after account closure
• Transaction records: Retained as required for tax and legal compliance
• RFP Suite data: Company profile data and generated proposals are retained for the duration of your active account. Upon account closure or RFP Suite subscription cancellation, generated proposals are retained for 30 days before deletion.
• AI interaction data: Logs of AI API requests and responses (prompts and generated content) are retained for up to 90 days for quality assurance and troubleshooting purposes, after which they are deleted. Our third-party AI service provider may separately retain API data for trust and safety purposes in accordance with their own data retention policies.
• Anonymized and aggregated data: Anonymized and aggregated usage data derived from the RFP Suite (which does not identify individual users or companies) may be retained indefinitely for Platform improvement and analytics purposes.

After the applicable retention period, we will securely delete or anonymize your information.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure servers, and access controls. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data transmitted to third-party AI service providers for proposal generation is encrypted in transit using industry-standard TLS encryption.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete information.
• Deletion: You may request that we delete your personal information, subject to certain exceptions.
• Opt-out: You may opt out of receiving promotional communications from us.
• AI Data: You may request information about what data has been processed through third-party AI services in connection with the RFP Suite, and you may request deletion of your generated proposals and associated AI interaction logs.

To exercise these rights, please contact us at info@dispatchify.io. We will respond to your request within 30 days.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You may request information about the categories and specific pieces of personal information we have collected, the sources of that information, our business purposes for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing:While we do not sell personal information in the traditional sense, if you believe any data sharing constitutes a "sale" under California law, you may opt out by contacting us.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To submit a request, email us at info@dispatchify.io with "California Privacy Request" in the subject line. We may need to verify your identity before processing your request.

10. Other State Privacy Rights

Residents of states with comprehensive data privacy laws may have additional rights under their respective state statutes. As of the date of this Privacy Policy, states with comprehensive privacy laws in effect include California, Virginia, Colorado, Connecticut, Utah, Iowa, Indiana, Tennessee, Montana, Texas, Oregon, Delaware, New Hampshire, New Jersey, Nebraska, Maryland, Minnesota, Rhode Island, and Kentucky, with additional states enacting legislation on an ongoing basis.

These rights may include the right to access, correct, and delete your personal data; the right to obtain a copy of your data in a portable format; the right to opt out of the sale of personal data, targeted advertising, or certain profiling activities; and the right to appeal a denial of your privacy request. To exercise any applicable rights, please contact us at info@dispatchify.io. We will respond within the timeframe required by your state's law.

11. Children's Privacy

The Platform is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

12. Geographic Limitations

The Platform is intended for use only within the United States. We do not knowingly collect personal information from individuals outside the United States. If you access the Platform from outside the United States, you do so at your own risk and are responsible for compliance with local laws.

13. Third-Party Links

The Platform may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by sending an email to the address associated with your account. Your continued use of the Platform after such notification constitutes acceptance of the updated Privacy Policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Dispatchify Technologies LLC

19360 Rinaldi #403

Porter Ranch, CA 91326-1607

Email: info@dispatchify.io