Dispatch Science Data Retention Policy

Overview

This article explains how Dispatch Science retains, stores, protects, and makes customer data available within the platform. It outlines retention periods, online access windows, and procedures for retrieving historical data.

Purpose

The purpose of this policy is to provide a clear and consistent understanding of:

• What data Dispatch Science retains
• How long data is retained
• How long data remains available within the application
• How customers can request historical or archived data

Scope

This policy applies to customer data created, captured, or generated within the Dispatch Science platform, including data produced by:

• Users
• Drivers
• Integrated systems
• Automated platform processes

This policy does not apply to data stored or managed outside of the Dispatch Science platform.

Guiding Principles

Retain by Default

Dispatch Science is designed to preserve customer data rather than automatically discard it. Data is retained according to the retention period associated with the customer's subscription tier.

Retention Based on Subscription Tier

Customer data is retained for 3, 7, or 10 years, depending on the subscription plan.

The 7-year and 10-year retention options meet or exceed common United States and Canadian business and tax record-keeping practices.

Online Access Throughout the Retention Period

Most customer data remains accessible within the application for the entire retention period.

High-Volume Operational Data

Certain high-volume operational data categories have shorter online access periods. These records remain retained and can be provided upon request for the remainder of the retention term.

Secure Disposal

When data reaches the end of its retention period and is eligible for removal, it is deleted using secure, industry-standard methods.

Permanent Anonymization

When data is anonymized rather than deleted, the anonymization process is permanent and irreversible.

Retention Terms by Subscription Tier

Important Notes

• The retention period applies across all data categories.
• Most data remains available online for the full retention period.
• Certain operational data categories have shorter online availability windows but remain retrievable upon request for the remainder of the retention period.

Retention and Availability Schedule

Note: Data is not deleted when its online availability window expires. It remains retained for the full retention period associated with the customer's subscription tier and can be requested through Dispatch Science Support.

Online Access and Historical Data Retrieval

Dispatch Science uses a two-tier data access model.

Self-Service Access

Customers can access data directly through the application for operational and reporting purposes.

For most data categories, self-service access remains available throughout the entire retention period.

On-Demand Retrieval

Data that has moved beyond its online availability window remains archived and retained.

Customers may request access to this data by contacting Dispatch Science Support.

When a request is submitted, Dispatch Science will:

1. Confirm the requested data can be retrieved.
2. Review the volume and age of the requested records.
3. Provide an estimated delivery timeframe.
4. Deliver the data securely.

Storage and Protection

Customer data is stored within secure, access-controlled environments.

Access to retained data is limited to authorized personnel and governed by Dispatch Science security and access management practices.

Additional technical safeguards are documented within Dispatch Science security documentation.

Account Closure and Data Handling

Upon account termination or closure:

1. Data handling follows the terms of the applicable customer agreement.
2. Customers may request a data export during the period specified in their agreement.
3. After that period, data is scheduled for secure deletion unless:
   • A longer retention period is legally required, or
   • The data is subject to an active legal hold.

Where data is anonymized rather than deleted, anonymization is permanent and cannot be reversed.

Requesting Historical or Archived Data

To retrieve data outside its online availability window, submit a request to Dispatch Science Support including:

• Data category
• Desired date range
• Preferred file format

Dispatch Science will review the request, confirm feasibility, provide an estimated timeline, and deliver the data securely.

Legal Holds

If Dispatch Science or a customer becomes subject to:

• Litigation
• Regulatory investigations
• Audits
• Legal preservation requirements

The affected data will be retained beyond its standard retention period for the duration of the legal hold.

Legal holds supersede normal deletion schedules.

Compliance Alignment

This policy is intended to support customer obligations related to business record retention and personal data lifecycle management.

The 7-year and 10-year retention tiers align with common United States and Canadian business and tax record-keeping practices.

Customers with longer retention requirements should select the subscription tier that best supports those obligations.

Governance and Review

This policy is owned and maintained by Dispatch Science.

The policy is reviewed:

• At least annually, or
• Whenever significant changes occur to platform capabilities, legal requirements, or customer commitments.

Material updates are tracked through document version history.

Contact

For questions regarding this policy or to request historical data, contact:

• Your Dispatch Science Account Manager
• Dispatch Science Support