Privacy Policy

1. Introduction

This Privacy Policy describes how PBWeb LLC ("Company," "we," "us," or "our") collects, uses, and protects your personal information when you use DispatchHQ ("the Service"). We are committed to protecting your privacy and handling your data responsibly.

2. Information We Collect

Account Information

Data	Who	Purpose
Name	All users	Display in app, team management
Email address	Admins, Dispatchers	Authentication, account recovery, billing
Phone number	Volunteers	SMS authentication (OTP verification)
Password (hashed)	Admins, Dispatchers	Authentication

Organization Information

• Organization name and address
• Headquarters location (latitude/longitude) for map centering

Operational Data

• Volunteer GPS locations: Collected every 30 seconds while on duty, used for real-time dispatch coordination. Positions are held in memory only and are not stored in the database.
• Dispatch records: Pickup addresses, donor information, assignment history, and delivery photos
• Chat messages: Per-dispatch coordination messages, automatically deleted after 24 hours
• Volunteer logs: Miles driven and duration for each completed dispatch

Billing Information

Payment processing is handled by Stripe. We do not store credit card numbers, CVV codes, or full card details. We retain only:

• Stripe customer and subscription identifiers
• Subscription plan and status
• Billing period dates

Automatically Collected Information

We do not use cookies or third-party analytics trackers. Cloudflare, our infrastructure provider, may collect standard web traffic data (IP addresses, request metadata) as part of their service. See Cloudflare's Privacy Policy.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the DispatchHQ service
• Authenticate your identity and manage your account
• Send SMS verification codes via Twilio
• Process subscription payments via Stripe
• Display volunteer positions on the dispatch map in real time
• Enforce subscription plan limits
• Respond to support requests

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Data Sharing

We share data only with the following service providers, solely for operating the service:

Provider	Purpose	Data Shared
Cloudflare	Hosting, database, storage, CDN	All application data (encrypted at rest)
Twilio	SMS verification	Phone numbers
Stripe	Payment processing	Email, organization name, payment details

We may disclose information if required by law, court order, or governmental regulation.

5. Data Storage and Security

Your data is stored on Cloudflare's global infrastructure, primarily in the United States. We implement the following security measures:

• Passwords hashed with PBKDF2-SHA256
• Session tokens with 30-day expiration
• Rate limiting on authentication endpoints
• Role-based access control (admin, dispatcher, volunteer)
• Organization-scoped data isolation
• HTTPS encryption for all data in transit
• Stripe webhook signature verification
• File upload type and size validation

6. Data Retention

Data Type	Retention
Chat messages	24 hours (auto-deleted)
Volunteer GPS positions	In-memory only, not persisted
Dispatch records	Duration of account
Delivery photos	Duration of account
Account data	Duration of account + 30 days after deletion
Billing records	As required by tax/accounting law

7. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Delete your account and associated data
• Export your data in a standard format
• Object to processing of your data

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

8. Children's Privacy

DispatchHQ is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 18, we will promptly delete it.

9. 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 at least 14 days before they take effect. The "Effective Date" at the top of this page indicates the most recent revision.

10. Contact Us

For privacy-related questions or concerns, contact us at:

PBWeb LLC
Email: [email protected]
Web: dispatchhq.org