Privacy Policy for Ascent Dispatch
Effective Date: March 13th, 2025
1. Introduction
Welcome to Ascent Dispatch (“we”, “our”, or “us”). We are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy outlines how we collect, use, disclose, and secure your data when you use our services, communicate with us, or interact with us via our website, phone, or SMS.
By using our services, you agree to the terms of this Privacy Policy and our Terms and Conditions (see Section 12).
2. Information We Collect
We may collect and process the following types of information:
- Contact Information: Full name, phone number, email address, and company name.
- Business and Operational Information: MC Authority, NOA,Insurance certificate,W9 form, fleet size, and load preferences.
- Dispatch Details: Pickup and delivery addresses, appointment times, rate confirmations, driver names, and load status.
- Communication Data: SMS logs, emails, voice messages, and call recordings.
- Consent Records: Method, timestamp, and source of opt-in for SMS communications.
3. How We Collect Information
- Directly From You: When you provide information via phone, SMS, email, or forms on our website.
- Automatically: Through website cookies and other tracking tools.
- From Partners or Referrals: When third parties (e.g., brokers or carriers) refer or connect you to us for dispatch services.
4. How We Use Your Information
We use the information we collect for purposes including, but not limited to:
- Dispatch operations and freight coordination.
- Sending load details such as pickup/delivery addresses, appointment times, rates, and reference numbers.
- Communicating driver assignments, delays, reschedules, or updates via SMS or phone.
- Customer support and relationship management.
- Legal compliance and dispute resolution.
- Billing, invoicing, and administrative support.
5. SMS Communication and Consent
5.1 SMS Message Content
Our SMS messages are primarily conversational and service-related, and may include:
- Pickup and delivery times and addresses
- Freight rate and load confirmation
- Load status updates (e.g., loaded, empty, arrived, delayed)
- Driver name and contact details
- Location-specific instructions or changes
These are not marketing messages. They are essential for executing our dispatch services.
SMS consent and phone numbers will never be shared with any third party or affiliate for any marketing purposes.
5.2 How We Obtain Consent
We collect SMS opt-in through:
- Direct Verbal Consent: During onboarding calls or client setup, confirmed by sending a welcome or confirmation SMS.
- Written Agreements or Emails: Explicit opt-in via fulfilling the requirements of the onboarding email.
- Online Forms: If submitted via our website or landing pages.
We retain opt-in records with clear disclosures on message type, frequency, and opt-out instructions.
5.3 Message Frequency and Carrier Disclosures
- Frequency varies depending on dispatch activity; typically 1–10 messages per load cycle.
- Message and data rates may apply.
- To opt out at any time, text STOP. For help, text HELP or contact us via our website.
5.4 Record Retention for Compliance
We securely store the following details related to SMS consent:
- Consent timestamp and method
- Message logs (excluding message content)
- Opt-out confirmations
This ensures compliance with TCR and wireless carrier regulations.
6. Sharing Your Information
We do not sell or rent your personal information. We may share it only under the following conditions:
- With Service Providers: CRM platforms, SMS gateway providers, or accounting tools that help deliver our services.
- Legal or Regulatory Obligations: If required by law, subpoena, or to protect our legal interests.
- Business Changes: In case of a merger, sale, or acquisition of Ascent Dispatch.
All service providers are bound by confidentiality agreements.
7. Data Security
We implement appropriate technical and organizational safeguards to protect your data, such as:
- Password-protected systems and role-based access.
- Regular audits and system monitoring.
8. Your Rights
You have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or outdated information.
- Request deletion of your data, subject to legal and operational requirements.
- Withdraw consent to SMS communication at any time by texting STOP.
9. Third-Party Links
Our website or messages may contain links to third-party websites. We are not responsible for the privacy practices or content of those external sites.
10. Policy Updates
We may revise this Privacy Policy periodically. Updated versions will be posted to our website with the new effective date. Continued use of our services constitutes acceptance of any changes.
11. Opt-Out Policy
You may opt out of:
- SMS Communications: Text STOP at any time to cease receiving text messages.
- Email Communications: Click the “unsubscribe” link included in our emails.
- Service Communications: Contact our team directly if you wish to discontinue any service-based communications.
Note: Some essential communications related to active dispatch services may not be subject to opt-out while your account is active.
12. Terms and Conditions
By using Ascent Dispatch services, you agree to be bound by our Terms and Conditions, which govern your relationship with us and outline:
- Service eligibility and account setup
- Dispatch coordination and client responsibilities
- Payment terms and invoice handling
- Limitations of liability and indemnification
- Dispute resolution procedures
- SMS Communication Consent: You acknowledge that SMS messaging is an essential part of our service, and by working with us, you agree to receive non-marketing, operational text messages related to dispatch activity as outlined in Section 5. You may opt out at any time by texting STOP.
To review our full Terms and Conditions, please request a copy via email or access it through our website.
13. Contact Us
If you have questions or concerns regarding this Privacy Policy, your data, or opt-out requests, please contact us via the contact form on our website or email us directly at info@ascentdispatch.com
