Privacy Policy

What DispatchAI is

DispatchAI is a service for home-service contractors (plumbing, HVAC, electrical, and others) that answers incoming calls with an AI voice assistant, drafts photo-based estimates, and sends text updates to customers and business owners.

Data we collect

• Account information: your email, business name, trade, phone numbers, and timezone.
• Call data: audio recordings, transcripts, and AI-generated summaries of calls answered by our voice assistant.
• Photos your customers upload of a job site, and the AI-drafted estimates built from them.
• A caller's email address, only if they give one on a call and confirm it when it is read back. It is used only to send them the messages about their own request from the business they called (such as the photo link, an estimate, or a booking confirmation). It is not sold, not shared for marketing, and not used for marketing by us.
• Pricing information you enter for your business.
• Billing information — see "Payments" below; we do not receive or store your card number.
• If you connect Google Calendar: your calendar's free/busy status, and the events DispatchAI itself creates, updates, or deletes on it. See "Google Calendar data" below for exactly how this is used.

Third parties that process your data

DispatchAI is built on several third-party services, each of which processes some of the data above to make the product work:

• Stripe — payment processing. Checkout happens on Stripe's own hosted page; your card details are never received or stored by DispatchAI's servers.
• Vapi — powers the AI voice assistant that answers calls, including speech transcription and voice synthesis.
• Twilio — phone and SMS infrastructure; carries calls and delivers text messages.
• Anthropic (Claude) — processes call transcripts and uploaded photos to draft estimates and extract job details.
• Supabase — hosts our database and handles account authentication.
• Microsoft Azure — hosts the application itself.

How we use your data

To operate the service: answering calls, drafting estimates, sending SMS notifications (photo requests, booking confirmations, emergency alerts), and processing payments. We do not sell your data.

Google Calendar data

If you connect Google Calendar (Settings → Calendar), DispatchAI requests read access to your calendar's free/busy status and permission to create, update, and delete events on it. This data is used solely to provide and improve that specific feature: checking real, currently-open times while a customer is on the phone with your AI receptionist, and creating the calendar event once you review and approve a proposed appointment on your dashboard. The details of your other calendar events — their titles, attendees, or descriptions — are never shown to the AI voice model, never shown to a customer, and never used for anything beyond computing which windows are open; only your own account and your organization's admins can see that a calendar is connected at all.

DispatchAI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular, DispatchAI does not:

• use Google user data for serving advertisements of any kind, including personalized or interest-based advertising;
• allow humans to read Google user data, except: with your explicit consent (for example, to help with a support request you send us), where necessary for security purposes such as investigating abuse or a security incident, to comply with applicable law, or where the data has been aggregated and anonymized;
• sell, rent, or transfer Google user data to any third party for any purpose other than operating the calendar-booking feature described above;
• use Google user data to train generalized AI or machine-learning models — Google Calendar data is never sent to Anthropic (Claude) or any other AI model; it is only ever exchanged directly with Google's own Calendar API.

Disconnecting your calendar (Settings → Calendar → Disconnect) revokes DispatchAI's access on Google's side and deletes the stored access credentials from our database.

Data security

Sensitive credentials — including Google Calendar access tokens and A2P/SMS registration details — are stored in database tables protected by row-level security restricted to your own account and your organization's admins; no other contractor on DispatchAI can read them. All traffic between DispatchAI and the third-party services listed above (Google, Stripe, Twilio, Vapi, Anthropic) is encrypted in transit, and data at rest is encrypted by our hosting infrastructure. Access to production data by DispatchAI staff is limited to what is needed to operate and support the service.

SMS / text messaging

Mobile phone numbers and messaging consent collected for text messaging are used only to operate the service — sending photo-request links, booking confirmations, and similar business notifications. This mobile information and messaging consent is not shared with third parties or affiliates for marketing or promotional purposes. Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help.

Text alerts to DispatchAI account owners

What we collect. When you create a DispatchAI account, we collect your mobile phone number and a record of the time you ticked the box agreeing to receive text alerts at that number. How we use it. Only to send you service alerts about your own account and your customers' calls: emergency calls, callback requests, estimates waiting for your approval, and a weekly summary. We do not use it for marketing or promotion. Frequency and rates. Message frequency varies with your call volume, typically a few messages a week plus one weekly summary. Message and data rates may apply. Reply STOP to any alert to stop receiving them, or HELP for help or email [email protected].

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. Our messaging provider, Twilio, delivers the texts on our behalf and may use your number only to deliver them, not for its own marketing.

Data retention

As of this writing, DispatchAI does not automatically delete call recordings, transcripts, or photos — they are retained until you or DispatchAI deletes them. We are stating this plainly rather than promising a retention schedule we haven't built yet.

Your rights

To request access to or deletion of your data, contact us at [email protected].

Children

DispatchAI is a business tool and is not directed at children.

Changes to this policy

We may update this page as the product changes. Material changes will be reflected in the "last updated" date above.

Contact

DispatchAI is operated by Tegmine star LLC, whose company website is tegminestar.com. Reach us at [email protected] or (832) 499-0816.