This policy explains how DispatchO ("DispatchO", "we", "us") handles personal data when you visit dispatcho.in, use the DispatchO app, or open a packing video someone has shared with you. We have written it to follow India's Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023 and its Rules.
1. Who is responsible for your data
- Our website and our business customers' accounts. For data about visitors to our website and about the people who sign up and use DispatchO accounts, DispatchO decides how the data is used and is responsible for it.
- Data inside a customer's DispatchO account. Businesses (our "customers") use DispatchO to record packing and share videos with their customers. For that data, including the videos, order details, and the names and emails of the people they share videos with, the business is responsible and DispatchO processes it only on their instructions, under our Data Processing Agreement. If you are a buyer who received a video link, the seller who sent it is the right first contact about your data. We will help them answer you.
2. What we collect
Website visitors
- Details you give us in forms: company, name, work email, phone, how many orders you pack, and your message or question.
- The page you sent the form from and any campaign tags in the link (for example utm_source).
- Basic technical data our servers need to run and protect the site, such as your IP address and browser type. We use this to stop abuse, not to track you.
People who use a DispatchO account (owners, admins, packers, validators, managers)
- Name, work email, role, and a securely hashed password.
- Sign-in sessions, including the browser you signed in from.
- What you do in the app: orders scanned, videos recorded, reviews and shares. This forms the activity log your business relies on.
- Packing videos. The camera records the packing area. Packers' hands, and sometimes their faces or voices, may appear. Your name and packing station are shown on the video.
Buyers and clients who open a shared video
- Your email address (given to us by the seller), the one-time codes we send you, and when you viewed the video.
- Order details the seller chose to show, such as the order number, items, and partly hidden serial numbers.
We do not knowingly collect data from children, and DispatchO is not meant for them.
3. Why we use it
- To provide DispatchO: sign-in, recording, secure storage, review, sharing, claim packs, the API and webhooks.
- To keep the service and its evidence secure and trustworthy, prevent fraud and abuse, and keep audit logs.
- To reply to pilot requests, questions and support requests.
- To send service emails: sign-in and password-reset emails, share links and codes, and warnings before videos are deleted.
- To bill our customers and meet legal, tax and accounting duties.
- To understand, in aggregate, how DispatchO is used so we can improve it.
We rely on your consent where the law requires it (for example when you submit a form), and otherwise on the legitimate uses the law allows, such as providing a service you or your employer asked for and meeting legal obligations. We do not sell personal data and we do not use packing videos to train AI models.
4. Cookies and similar technology
We use only what is needed for DispatchO to work:
| Name | What it's for | How long |
|---|---|---|
dsp_session |
Keeps you signed in to the app | Until you close the browser (up to 12 hours), or 30 days if you choose "Keep me signed in" |
dsp_viewer |
Remembers that you entered the right code for a shared video | Up to 12 hours, and never beyond the share link's expiry |
dsp_camera, dsp_station (stored in your browser) |
Remember which camera and packing station you picked | Until you clear them |
We do not use advertising or third-party tracking cookies. Our pages load fonts from Google Fonts, which means Google receives your IP address when the font files are fetched.
5. Who we share it with
We share personal data only with service providers who help us run DispatchO, under contracts that require them to protect it, and only as far as they need it:
- Contabo for servers and video storage, in India (Mumbai).
- Brevo for sending emails.
- A payment provider, once online payments are enabled, to process our customers' payments.
The current list is in our Data Processing Agreement. We may also disclose data when the law requires it, to protect people's safety or our legal rights, or as part of a merger or sale of our business, with the same protections continuing.
6. Where it is stored
Data is stored on servers in India (Mumbai). Emails we send go through Brevo in the European Union, which handles the recipient's email address and the message. If data is ever transferred outside India, we will only do so where the law allows it.
7. How long we keep it
- Packing videos: for the retention period of the customer's plan (for example 45, 90 or 180 days), then permanently deleted. Videos are locked in write-once storage until then, so they cannot be deleted early, even at a customer's request.
- Account data and activity logs: while the customer's account is active, and for up to 12 months after it closes, unless the customer asks us to delete it sooner and the law allows.
- Share links and viewing records: while the related video exists.
- Pilot requests and website questions: up to 24 months after our last contact with you.
- Billing records: as long as tax and accounting laws require, normally 8 years.
8. How we protect it
Passwords are hashed and never stored in plain text. Connections are encrypted with HTTPS. Secrets such as order-system keys are encrypted at rest. Access inside a customer's account is limited by role, and every video gets a SHA-256 fingerprint so any change can be detected. No system is perfectly secure; if a breach affects your personal data, we will notify you and the authorities as the law requires.
9. Your rights
Depending on the law that applies, you can:
- ask what personal data we hold about you and how we use it;
- ask us to correct, complete or update it;
- ask us to erase it, where we no longer need it and the law allows (packing videos stay locked until their retention ends);
- withdraw consent you gave us, which does not affect what we did before;
- nominate someone to exercise your rights if you die or become unable to;
- raise a grievance with us, and then with the Data Protection Board of India if you are not satisfied.
Write to our Grievance Officer (below). We will reply within the time the law requires, and in any case within 30 days. For data inside a customer's account, such as a packing video of your order, we will pass your request to that business and help them respond.
10. Grievance Officer
DispatchO team
DispatchO, Bengaluru, Karnataka, India
Email: [email protected]
We reply within 7 days and resolve complaints within 30 days.
11. Changes
We may update this policy. The date at the top shows when it last changed. If a change is important, we will tell account holders by email or in the app before it applies.