MyDispatchHub

Legal

Privacy Policy

Last updated: October 23, 2026

Introduction

MyDispatchHub Technologies Inc. ("MyDispatchHub", "we", "us", or "our") provides transportation-management software for transportation companies and a mobile application for their drivers.

This Privacy Policy explains how we collect, use, disclose, and safeguard information. It applies to:

  • the MyDispatchHub website;
  • the MyDispatchHub web application (our transportation management system, or TMS);
  • the MyDispatchHub driver mobile application; and
  • related services and communications (together, the "Service").

Most information in the Service is submitted by the transportation companies that use it (our "customers"), including information about their drivers and staff. We process that information on our customers' behalf to provide the Service to them.

Information We Collect

Account and Contact Information

Depending on how you use the Service, this may include:

  • Name, email address, and phone number
  • Company and business information
  • Driver profile information
  • Account credentials and preferences
  • Subscription and billing details for your company's account, such as your plan and usage. We do not collect payment-card numbers through the Service.

Driver and Operational Information

When a customer uses the Service to manage its operations, we process information such as:

  • Driver identity and profile information, such as name, contact details, address, date of birth, emergency contact, and driver's licence details
  • Employment and compensation information entered by the customer, such as pay rates, and, where the customer chooses to record it, a social insurance number (stored encrypted)
  • Orders, loads, and trips assigned to a driver, including pickup and delivery locations, schedules, stop contacts, and cargo details
  • Truck and trailer equipment assignments
  • Documents and photos uploaded through the Service, such as bills of lading, proof-of-delivery documents, delivery photos, and driver's licence images
  • Delivery and proof-of-delivery status information
  • Settlement and pay-statement information, where applicable
  • Messages exchanged through the Service

Mobile Authentication Information

When a registered driver requests a mobile login, MyDispatchHub processes:

  • The driver's registered mobile phone number
  • Authentication request metadata, such as when a code was requested and how many verification attempts were made
  • One-time passcode (OTP) verification status
  • Session information required to authenticate the driver and keep them signed in, such as session tokens

MyDispatchHub uses SMS verification codes solely to authenticate registered drivers and secure access to the mobile application. Verification codes are generated and checked by MyDispatchHub and expire shortly after they are issued.

SMS consent information and mobile numbers are not sold or shared with third parties for their own marketing purposes.

Communications service providers that deliver our SMS messages process the mobile number and message content only as necessary to deliver authentication messages on our behalf.

Location Information

The current version of the MyDispatchHub driver mobile application does not collect your device's location, in the foreground or in the background.

The Service does process location information that is part of a customer's operations, such as pickup and delivery addresses, stop locations entered by a dispatcher, and merchant locations included in fuel-card transaction records that a customer imports.

If we introduce features that use device location, we will update this Privacy Policy and ask for your permission through your device's operating system before collecting it.

Technical Information

When you use the Service, we may automatically collect:

  • IP address
  • Device type and operating system
  • App and browser information
  • Authentication and session metadata
  • Error and performance logs

SMS Communications

When a registered driver enters their mobile number in the MyDispatchHub mobile application and taps "Request OTP," they request and consent to receive a one-time SMS authentication code from MyDispatchHub.

  • Message frequency varies based on login requests: each request sends one verification code, and another is sent only if you request a new code.
  • Standard message and data rates may apply.
  • Reply HELP for help.
  • Reply STOP to opt out of SMS messages.
  • Opting out may prevent SMS-based authentication, and may prevent access to the mobile application until another supported authentication method is available.
  • We keep a record of each verification message we send — the mobile number, message type, message content, time and delivery status — as evidence of the request and for security and troubleshooting.
  • Verification messages are not marketing. This SMS program does not send promotional messages.
  • These messages are transactional. MyDispatchHub does not use verification messages for marketing or promotional purposes.

Push Notifications

Where enabled, the mobile application may use push notification services to deliver operational notifications. To do this, the app may register a device notification token, together with the device platform, with MyDispatchHub after you sign in. Notifications may include:

  • Load or trip assignments
  • Trip updates
  • Dispatch information
  • Other operational notifications, such as document status

The notification token is deactivated when you sign out. You can turn off push notifications at any time in your device settings.

How We Use Information

We use information to:

  • Provide and maintain the transportation management service
  • Authenticate users and drivers
  • Deliver dispatch and trip information
  • Process uploaded documents, including extracting information from them
  • Provide customer support
  • Maintain the security of the Service
  • Detect and prevent fraud and abuse
  • Send transactional communications
  • Comply with legal obligations
  • Improve the Service

Service Providers

We use service providers that process information on our behalf, under our instructions, to operate the Service. Depending on the features used, these may include:

  • Cloud hosting, storage, and infrastructure providers
  • Communications providers, including SMS delivery providers
  • Email delivery providers
  • Push notification providers
  • Artificial-intelligence providers used to extract information from documents you upload and to process messages
  • Security and bot-protection providers
  • Payment, analytics, or support providers, where applicable

Data Sharing and Disclosure

We do not sell personal information.

We do not sell or share SMS opt-in data or consent information with third parties for their own marketing or promotional purposes.

We share information only:

  • With service providers acting on our behalf, as described above
  • With integrations you request, such as a connected email account or a connected carrier or customer
  • To meet legal obligations, or to protect the rights, property, or safety of MyDispatchHub, our customers, or others
  • In a corporate transaction, such as a merger, acquisition, financing, or sale of assets

Google API Services — Limited Use Disclosure

MyDispatchHub offers an optional integration with Google services that allows you to send invoices and notifications directly from your Gmail account. When you choose to connect your Google account, we request access to the following:

  • Gmail Send (gmail.send): Used exclusively to send invoice emails and business notifications on your behalf through your connected Gmail account. We never read, scan, or access any of your existing emails or inbox content.
  • Email Address (userinfo.email): Used solely to identify which Google account is connected and display the associated email address in your settings.

If you choose to sign in with Google, we receive your name, email address, and basic profile information from Google to authenticate you.

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

  • We only use Google data for the purposes described above (signing you in, sending emails you initiate, and displaying your connected email address).
  • We do not transfer Google user data to third parties except as necessary to provide the email sending service, with your explicit consent, or as required by law.
  • We do not use Google user data for advertising, market research, or training AI/ML models.
  • We do not allow humans to read your Google data unless you give us explicit permission, it is required for security purposes, or it is required by law.

Token Storage and Security: OAuth access and refresh tokens are encrypted at rest using application-level encryption. Tokens are stored in our database and are never exposed to client-side code or logged. You can disconnect your Google account at any time from Settings, which deletes the stored tokens.

Data Retention: We retain Google OAuth tokens only while your account is connected. They are deleted when you disconnect your Google account or when your MyDispatchHub account is deleted.

Microsoft (Outlook) Integration

If you connect a Microsoft account, MyDispatchHub requests permission to send email on your behalf (Mail.Send) and to read your basic profile (User.Read) so we can show which mailbox is connected. We use this access only to send the emails you or your company choose to send through the Service, such as invoices and payment reminders. Tokens are encrypted at rest with application-level encryption and are deleted when you disconnect the account from Settings.

Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, use, alteration, or disclosure. These include:

  • Encryption of data in transit
  • Encryption at rest for our primary database
  • Additional encryption of particularly sensitive fields, such as social insurance numbers and connected-account credentials
  • Access controls that separate each customer's data and limit access by role

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain personal information for as long as reasonably necessary to provide the services, satisfy legal, accounting, security, and operational requirements, and resolve disputes. Retention periods vary depending on the type of information and applicable obligations. Some temporary information, such as files uploaded only for automated data extraction, is deleted on a shorter schedule.

Your Rights and Choices

Subject to applicable law, you may have the right to:

  • Access your personal information
  • Correct inaccurate or incomplete information
  • Request deletion of your personal information
  • Withdraw consent where we rely on it, such as by replying STOP to SMS messages or turning off push notifications

If you are a driver or staff member of a MyDispatchHub customer, your employer or contracting company controls much of the information about you in the Service. We may refer your request to that organization, and we will assist it in responding.

To make a request, contact us at admin1@mydispatchhub.com. We may need to verify your identity before acting on a request.

International Processing

We and our service providers may process and store information in Canada, the United States, or other jurisdictions. Information processed outside your jurisdiction may be subject to the laws of that jurisdiction, including lawful access by its authorities. We use contractual and other safeguards appropriate to applicable privacy laws when information is processed by service providers.

Children's Privacy

The Service is intended for businesses and their adult users. It is not intended for individuals under the age of 18, and we do not knowingly collect personal information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We will update the Last updated date and provide additional notice where required by law.

Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact:

See also our Terms of Service.