Simple Dispatcher

Privacy Policy for the “Simple Dispatcher” Service

Effective date: 23.11.2025
Last updated: 24.11.2025

This Privacy Policy (“Policy”) describes what data the “Simple Dispatcher” service (“Service”, “we”, “us”) collects and processes, as well as how and why this data is used.

By using the Service, you confirm that you have read this Policy and agree to its terms. If you do not agree with this Policy, please stop using the Service.

1. Data Controller

The data controller is the owner of the “Simple Dispatcher” service.
Contact email for privacy‑related questions:
E-mail: info@simpledispatcher.com

2. Data We Process

We may process the following categories of data:

2.1. Data Provided by the User

When registering, configuring an account, and working in the Service, you may provide:

  • First name, last name, display name;
  • E-mail address;
  • Login / identifier in the Service;
  • Information about loads, trucks, routes, bids/proposals;
  • Profile settings and working preferences (including filters, search parameters, and delivery of offers).

2.2. Data Collected Automatically

When you use the Service, we may automatically collect:

  • IP address and approximate location based on IP;
  • Browser type and version, language settings;
  • Device type and operating system;
  • Date and time of requests, session duration;
  • URLs of visited pages and actions in the interface;
  • Technical logs of server operations and errors.

2.3. Data from Third‑Party Services (Google, E‑mail, Payments, etc.)

If you connect third‑party services, we may process:

  • Google / Gmail:

    • access and refresh tokens required for integration;
    • e-mail sender addresses, subjects, and snippets of message bodies;
    • Labels you configure (for example, which label to use for search/processing of incoming messages);
    • Settings for sending e-mails on your behalf (sender name, address, templates).

  • Payment services (e.g. Stripe):

    • your customer identifier in the payment system;
    • information about payment and subscription status (success/failure/canceled);
    • technical webhook data (including transaction identifiers).
      We do not store full bank card details on our servers.

  • Telegram and other messengers (when using webhooks/integrations):

    • chat/user identifiers used by the bot;
    • content of messages or commands sent to the bot;
    • technical data about message delivery and status.

The volume and type of data received from third‑party services depends on your settings and consents you provide in the relevant service (for example, during Google OAuth authorization).

3. Purposes of Data Processing

We process your data for the following purposes:

  1. User registration and authentication

    • creating and managing user accounts;
    • authentication via login/password or API tokens.

  2. Providing the core functionality of the Service

    • managing dispatching operations (loads, trucks, routes, proposals, etc.);
    • working with boards, filters, history, and settings;
    • interacting with e-mail (search/processing of messages, sending messages using templates);
    • generating and sending offers/bids.

  3. Integrations with third‑party services

    • processing emails from mailboxes (Gmail and others);
    • sending emails on your behalf;
    • processing payments and subscription statuses;
    • handling incoming webhooks (payment systems, Telegram, etc.).

3.1. Specifics of Processing Gmail Data (Google API)

When you connect Gmail, we request and use only the scopes that are necessary for the integration to work:

  • https://www.googleapis.com/auth/gmail.readonly
  • https://www.googleapis.com/auth/gmail.modify
  • https://www.googleapis.com/auth/gmail.send

Our application “Simple Dispatcher” uses the Gmail API exclusively to automate the processing of work-related emails containing load information within a specific label that you explicitly select in the integration settings.

How we use each scope

  • gmail.readonly is used to:

    • search and read emails only within the label you have selected (for example, a label dedicated to bids or loads);
    • retrieve service information (sender, subject, date, identifiers, limited text fragments) in order to display load- or bid-related data inside the Service interface.

  • gmail.modify is used to:

    • add a service label (for example, “processed”) only to emails from the selected label, so that you can see which emails have already been processed and avoid duplicate work;
    • synchronize the status of emails between Gmail and the Service interface.

  • gmail.send is used to:

    • send replies to specific emails (Reply) from the selected label;
    • send new messages to the contact e-mail associated with a particular load/bid,
      only when you explicitly perform an action (click “Send” in the Service interface).

We do not send emails automatically without your involvement and do not use Gmail access for mass mailings, advertising campaigns, or user profiling.

Processing limits and retention periods

  • we read and process only emails in the label you have explicitly chosen;
  • all Gmail data is used solely inside the Service for filtering, displaying information, and forming operational offers/bids;
  • data retrieved from Gmail (including temporary caches) is stored for no longer than 24 hours in encrypted form and is automatically deleted after that period, including:
    • temporary files;
    • caches;
    • backups that contain these temporary data fragments;
  • we do not share the content of emails with third parties and do not use it for:
    • advertising or marketing purposes;
    • external analytics that is not directly related to your work in the Service;
  • emails marked as “not for distribution” or similar internal labels are not used for any external transfer and remain in your mail account.

Compliance with Google API Services User Data Policy (including Limited Use)

We comply with the Google API Services User Data Policy, including the Limited Use requirements:

  • Gmail data is used only to provide the core dispatching and communication features of the Service – processing requests and managing correspondence about loads;
  • access to data is not sold, not transferred, and not used to build separate commercial products or services;
  • the volume of requested data and set of operations are limited to the minimum required (read for the selected label, add/remove service labels, send messages on explicit user action);
  • we implement organizational and technical safeguards (encryption, role‑based access restrictions, security logging without storing unnecessary email content).

You can at any time:

  • disable the integration in the Service settings;
  • revoke Gmail access in your Google Account settings (Google Account → Security → Third‑party access).
    After access is revoked, all Gmail‑related features (reading, modifying, sending messages via the Gmail API) stop working immediately.

  1. Technical support and service improvement

    • analyzing logs and errors to fix issues;
    • improving the interface and performance;
    • testing new features and services.

  2. Informational and service notifications

    • sending e-mails/notifications about events in the Service;
    • notifying you about subscription statuses, payments, and critical changes affecting the Service.

  3. Legal compliance

    • storing and providing data in cases required by applicable law;
    • preventing fraud, abuse, and violations.

4. Legal Bases for Processing

We process personal data based on:

  • your initiative and request to use the Service (performance of a contract/offer);
  • your consent (for example, when enabling integrations with Google, Telegram, and other third‑party services);
  • the need to comply with legal obligations of the data controller (accounting, responding to lawful requests from authorities);
  • our legitimate interests (maintaining availability and security of the Service, protecting our rights and interests in case of disputes), provided that your rights and freedoms are respected.

5. Cookies and Similar Technologies

We may use cookies and similar technologies (local storage, etc.) for:

  • maintaining sessions and authentication;
  • saving user preferences;
  • analyzing usage of the Service and improving the interface.

You can restrict or disable cookies in your browser settings. However, in this case some features of the Service may not function properly.

6. Disclosure of Data to Third Parties

We do not sell or trade your personal data to third parties for their own marketing purposes.

Data may be shared only in the following cases:

  1. Service providers (processors)
    We may use hosting providers, cloud services, e-mail delivery services, payment processors, analytics services, etc. Such third parties process data only on our behalf and in accordance with our instructions.

  2. Third‑party services at your initiative
    If you connect Google, Telegram, payment providers and other integrations, some data is transferred to them under their own privacy policies. Before using such integrations, you must review and accept the terms and privacy policies of the respective services.

  3. Legal requirements
    We may disclose data where required by applicable law or upon a lawful request from public authorities.

  4. Protection of rights and interests
    In case of disputes, violations, or security threats, we may disclose data to the extent necessary to protect our rights and interests, as well as the rights and interests of users and third parties.

7. Data Retention

We retain personal data only as long as it is necessary to fulfill the purposes described in this Policy or as required by applicable law.

Typically:

  • account and profile data — while your account is active and for a reasonable period after its deletion to settle potential disputes;
  • payment and subscription data — for the periods required by accounting and tax laws;
  • technical logs — for a limited time needed for analysis and security purposes.

After the retention period expires, data is deleted or anonymized.

8. Your Rights

As a data subject, you may have the following rights (to the extent provided by applicable law):

  • the right to receive information about how your data is processed;
  • the right of access to your personal data;
  • the right to rectify (update, correct) your data;
  • the right to erasure (“right to be forgotten”) where there are no legal grounds for further processing;
  • the right to restrict processing;
  • the right to withdraw previously given consent;
  • the right to data portability (where technically feasible);
  • the right to object to certain types of processing.

To exercise your rights, you can send a request to:
E-mail: info@simpledispatcher.com

9. Data Security

We take reasonable organizational and technical measures to protect personal data from:

  • unauthorized or accidental access;
  • destruction, alteration, blocking, copying, or distribution;
  • other unlawful actions.

However, no method of data transmission over the internet or electronic storage can be absolutely secure. While we strive to protect your data to a reasonable and commercially acceptable degree, we cannot guarantee absolute security.

10. International Data Transfers

Depending on the infrastructure and third‑party services used, your data may be processed on servers located in other countries. In such cases, we take steps to ensure an adequate level of data protection in accordance with applicable law and the terms of the relevant services.

11. Changes to this Policy

We may update this Policy from time to time.
The current version of the Policy is always available within the Service.

By continuing to use the Service after changes take effect, you confirm your acceptance of the updated Policy.

12. Contact Information

For any questions related to this Policy or the processing of your personal data, please contact us at: