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DispatchTrack Generative AI Policy

1. Overview 

DispatchTrack uses Generative Artificial Intelligence (“Generative AI”) in limited and controlled ways to enhance our logistics platform and improve customer outcomes. Our use of AI reflects our commitment to security, privacy, transparency, and human oversight. This policy describes how DispatchTrack employs Generative AI within our software and operations, and the safeguards that protect our customers and their data.

2. Purpose and Scope

This policy applies to all DispatchTrack products, services, and internal operations that use Generative AI or Large Language Models (“LLMs”). It is intended to inform our customers about how we apply these technologies responsibly and in compliance with our contractual, legal, and ethical obligations.

3. Use of Generative AI

DispatchTrack uses Generative AI to enhance features such as:

  • route optimization, scheduling, and predictive analytics;
  • automated communication drafting for drivers and customers;
  • code development and system efficiency improvements; and
  • analytic insights and business intelligence for customers

DispatchTrack began integrating Generative AI technologies into its product offerings in 2023, following years of experience with traditional machine learning and analytics.

All use occurs within a closed enterprise environment, ensuring that data are not shared with or used to train external models. We use licensed enterprise versions of LLMs such as OpenAI ChatGPT and Google Gemini. Generative AI capabilities are built into our proprietary workflows to support last-mile delivery optimization, predictive analytics, and customer experience improvements.

Generative AI features are included in standard platform offerings; any new premium AI-enabled

features will always be optional and subject to customer approval.

4. Data Handling and Security

Customer data processed by Generative AI are subject to the same privacy and security standards that apply to all DispatchTrack systems:

  • Data Segregation: Each customer operates in a dedicated DispatchTrack instance. We also use logical segregation (e.g., virtual machines and containers) to ensure that customer data cannot be accessed by others.
  • Encryption: All data are encrypted in transit and at rest.
  • Access Controls: Strict access permissions, audit logs, and monitoring prevent unauthorized use.
  • Hosting: Customer data are hosted in secure co-located infrastructure as well as AWS and Google cloud environments certified under SOC 2 standards.

5. Data Ownership and Use

  • Customer Ownership: Customers own all data they provide to DispatchTrack and all outputs generated from their data through Generative AI within our environment.
  • DispatchTrack Ownership: DispatchTrack owns its software, AI models, and proprietary workflows.
  • No Cross-Customer Training: Customer data are never used to train other customers’ models or any public or third-party LLMs.
  • Anonymized Data: We may use anonymized and aggregated data from multiple customers to improve our products and services, including Generative AI-based enhancements.

6. Privacy and Compliance

DispatchTrack maintains a robust data privacy program consistent with major global standards, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). Our Generative AI usage complies with all applicable privacy, security, and data-handling laws. We process customer data only for the purposes of delivering contracted services and never sell or transfer it to external AI providers.

7. Employee Training and Oversight

All employees receive mandatory training on the responsible use of Generative AI. Training covers privacy and security safeguards, appropriate data handling, and the requirement for human review in all business-critical operations. Generative AI is used only under approved internal policies and oversight procedures.

8. Customer Termination and Data Deletion

If a customer terminates its services with DispatchTrack, all data, customized AI configurations, and related outputs are handled in accordance with our standard data retention and deletion policies. Customers may export their data and outputs as permitted under their contract. Once that process is complete, we securely delete customer data—including temporary caches and AI models trained on that data—except for anonymized data used to improve our platform.

9. Sensitive and Personal Information

Generative AI may be used to process limited personally identifiable information (PII), such as contact details and delivery addresses, necessary to provide contracted services. DispatchTrack instructs customers not to upload financial or sensitive personal data (e.g., bank or credit card information). All data, including PII, are encrypted and handled within our secure enterprise systems.

10. Continuous Improvement

DispatchTrack continuously evaluates emerging Generative AI technologies, privacy frameworks, and regulatory developments to ensure our practices remain secure, transparent, and aligned with industry best practices. We will update this policy as needed to reflect material changes in technology or applicable law.

Effective Date: November 2025