Data Retention and Availability Policy

How Dispatch Science retains, stores, and makes available data held in the platform

This policy describes how Dispatch Science retains, stores, and makes available the data created and processed within the Dispatch Science transportation management platform. Its purpose is to give customers a clear and consistent statement of what data is retained, for how long, and how it can be accessed.

This policy applies to customer data created, captured, or generated within the Dispatch Science platform across the hosted environments used to deliver the service. It covers data produced by users, drivers, connected integrations, and automated platform processes. It does not cover data that a customer stores or processes outside the platform.

• Retain by default. The platform is designed to preserve customer data rather than discard it. Data created in the platform is retained for the retention term defined by the customer’s subscription tier.
• Retention term set by subscription tier. The total retention term is 3, 7, or 10 years, depending on the subscription tier (see Section 4). The 7-year and 10-year tiers meet or exceed common United States and Canadian business and tax record-keeping practices.
• Available online for the full term, with defined exceptions. Most data is available online, on a self-service basis, for the entire retention term. Certain high-volume operational categories have shorter online-availability windows, which are listed in the schedule.
• Available on demand beyond the online window. Data that sits outside its online-availability window remains retained and can be provided on demand for the remainder of the retention term.
• Responsible disposal. Where data is deleted, it is disposed of using secure, industry-standard methods.
• Anonymization is irreversible. Where data is anonymized, the process is permanent. Once data has been anonymized, it cannot be reversed or restored to its original, identifiable form.

The total period for which data is retained is determined by the customer’s subscription tier:

The retention term applies across data categories. The online-availability windows described in Section 5 are the same regardless of tier; the subscription tier determines how long data remains retained and available on demand.

Three statements summarize how retention and availability work together:

Data is retained for the term set by the subscription tier. Retention is 3, 7, or 10 years depending on the plan, and applies across data categories.

Most data is available online for the full retention term. Through the application, customers can access most of their data on a self-service basis for the entire retention term.

Some operational data has a shorter online window, then remains available on demand. A defined set of high-volume categories is available online for a shorter window (as listed below). Beyond that window the data is still retained and is provided on demand, up to the full retention term.

The schedule below sets out, for each data category, how long the data is available online on a self-service basis and the total period for which it is retained. The total retention period follows the subscription tier (3, 7, or 10 years). Highlighted rows indicate categories with an online-availability window shorter than the full retention term.

Where a category is shown as available online for a shorter window, the data is not deleted at the end of that window. It remains retained for the full retention term set by the subscription tier and can be provided on demand.

Dispatch Science operates a two-tier model for data access.

Self-service access in the application

Data is available directly in the application for day-to-day use. For most categories this self-service access covers the full retention term. For the high-volume categories identified in the schedule, self-service access covers the stated shorter window.

On-demand retrieval

Data that sits outside its online-availability window remains retained and can be retrieved on demand through a support request, up to the full retention term. Dispatch Science will acknowledge such requests and agree on a reasonable timeframe for delivery based on the volume and age of the data requested.

Customer data is stored in secure, access-controlled environments. Access to retained data is limited to authorized personnel and is governed by Dispatch Science security and access-control practices. Specific technical safeguards are described in the Dispatch Science security documentation.

On termination or closure of an account, data handling follows the terms of the applicable customer agreement. Customers may request an export of their data within the period defined in that agreement. After that period, data is scheduled for secure deletion in line with this policy and the agreement, unless a longer retention period is required by law or by an active legal hold.

Where data is anonymized rather than deleted, the anonymization is permanent. Once anonymized, data cannot be reversed or restored to its original, identifiable form.

To obtain data that sits outside its online-availability window, a customer submits a request to Dispatch Science support identifying the data, the date range, and the format required. Dispatch Science will confirm feasibility, agree on a timeframe, and deliver the data through a secure method.

Where Dispatch Science or a customer is subject to a legal hold, litigation, audit, or regulatory request, affected data is preserved beyond its standard retention period for as long as the hold remains in effect. A legal hold overrides routine deletion.

This policy is designed to support customer obligations relating to the retention and lifecycle of business records and personal data. The 7-year and 10-year retention tiers align with common United States and Canadian business and tax record-keeping practices. Customers with record-keeping obligations that extend beyond their current tier should select a tier whose retention term meets those obligations. The data lifecycle principles in this policy are intended to support customer obligations under applicable privacy frameworks.

This policy is owned by Dispatch Science and is reviewed at least annually, or sooner if platform capabilities, legal requirements, or customer commitments change. Material changes are tracked through the document version history.

Contact

For questions about this policy or to make a data request, contact your Dispatch Science Account Manager or Dispatch Science Support.