Privacy Policy

Overview

LuxDispatch is dispatch-management software for licensed chauffeured ground transport operators. Each operator runs a separate tenant. Operator data is isolated via database row-level security plus token-scoped, server-side access controls. When an operator uses a connected-company handoff, relevant booking, chauffeur, vehicle and service-status details may be shared with the receiving or sending company to arrange and complete the ride. This does not give either company general access to the other company’s workspace.

What we collect

Operator accounts: Name, email address, phone number, organization name, role within the organization. Used for authentication, team management, and transactional communications.

Client records: Names, phone numbers, email addresses, addresses, and booking preferences as entered by the operator. LuxDispatch does not independently collect client data. All client records are created and owned by the operator.

Booking data: Pickup/dropoff locations, times, vehicle types, driver assignments, special instructions, pricing, and invoice records. This is the operator’s business data.

Usage data: Sentry receives error reports, performance traces and diagnostic logs for debugging and reliability. Signed-in reports can include account and organization identifiers and the user’s role. We do not record screen sessions. Before an error report is sent, we remove known sensitive fields and the secret part of private links, but these controls do not make all diagnostics anonymous. Problem reports can also include the message and screenshot you choose to submit.

Payment data: We handle invoice amounts, balances, payment status, recorded payment methods and transaction references. Where invoice payment links are enabled, card entry takes place on Stripe-hosted Checkout, not in LuxDispatch’s forms. We send Stripe the amount, currency and payment-request references and use payment confirmations to reconcile the invoice. Test-mode checkout uses simulated payments and does not charge real money. Availability of test checkout does not mean live payments are enabled.

Trip location and maps

Where trip-location sharing is enabled, we receive the driver’s precise coordinates, accuracy, observation time and heading when available, linked to the assigned driver, company and ride. Sharing requires device location permission and the trip-sharing controls. Opening the app or signing in does not by itself start sharing. Background updates, where supported and permitted, may continue while the phone is locked or another app is open. On iPhone, sharing works with the “While Using the App” permission; while it continues in the background, iOS shows the blue location indicator. We do not ask for “Always” location access.

Sharing runs only for an active ride and stops automatically when the ride ends or its sharing window expires. We keep only the latest position for a ride, not a route history, and clear it shortly after sharing stops. Sharing records (such as when sharing started and stopped) are deleted after 30 days. We do not use trip location for advertising, sell it, or use it to track anyone across other companies’ apps or websites.

The driver can stop sharing. Authorized company owners and dispatchers can view the shared location. If the company turns on live view for a passenger’s trip link, anyone holding that valid private link can also view the permitted location. Keep these links private. The passenger tracking page does not request the passenger’s device location.

If a stop cannot reach the server, the last accepted location may remain visible for up to five minutes. This visibility expiry is not a promise that booking records, sharing metadata or provider records have all been erased.

Loading a Google map involves processing by Google, including the viewed area or coordinates and the viewer’s IP address. The isolated trip-map renderer does not receive passenger names, contact details or the private trip-link token. That separation does not make the map request anonymous or mean Google receives no location information.

SMS and mobile information

Operators may enter a contracted chauffeur’s mobile number and choose Email, SMS, or Both as that chauffeur’s notification preference. When a new affirmative verbal-onboarding choice is captured, LuxDispatch can record the consent time, method, and whether it was recorded during chauffeur creation or a later edit. LuxDispatch does not store an audio recording or a transcript of the disclosure that was spoken.

Tenant-specific SMS programs are for operational chauffeur communications, such as ride opportunities, assigned-ride status links, cancellations, and support or opt-out replies. Message frequency varies with ride activity. Message and data rates may apply. Recipients can reply STOP to opt out or HELP for help.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Mobile opt-in data and consent will not be sold or shared for another party’s own use. An operator and LuxDispatch may disclose mobile information only to service providers, including telecommunications providers, as necessary to deliver and support the requested messages.

Service providers

LuxDispatch uses the following third-party services to operate the platform. Providers may act as processors or handle some data for their own purposes under their applicable terms and privacy policies:

• SupabaseDatabase hosting, authentication, file storage · US (AWS us-east-1)
• TwilioSMS dispatch notifications to drivers · US
• ResendTransactional email (confirmations, invoices, team invites) · US
• SentryError monitoring and performance tracking · US
• Anthropic (Claude)Booking-text parsing and optional assistant processing; see AI data handling below · US
• VercelApplication hosting and deployment · US (AWS)
• StripeHosted checkout and payment processing where enabled · International processing; see policy below
• Google MapsMap display and location-related requests where enabled · International processing; see policy below
• Cloudflare (R2)Backup storage · US
• GitHubBackup processing · US

See the Stripe Privacy Policy and Google Privacy Policy for their processing and retention practices. Ending trip sharing does not delete payment records held for accounting, fraud prevention or legal requirements.

Data retention

Retention depends on the type of record and why it is needed, including providing the service, maintaining security, and meeting accounting or legal obligations. Ending a subscription or deactivating a workspace does not by itself erase every record.

Organization owners can request workspace deletion through the authenticated Settings controls. The initial action is a soft delete that restricts workspace access. The workspace data is kept for 90 days so it can be restored. Contact us using the details below to request deletion or ask about a particular record.

In the LuxDispatch iPhone app, anyone signed in can request deletion of their own account from Profile → “Delete my account”. The request goes to our support team, who confirm it with you by email and complete it, except for records we must keep for accounting or legal reasons.

Database backups, separately stored files and service-provider records have different retention controls. We keep daily backups for disaster recovery. Backups are stored securely and are not used for day-to-day work. Deletion from the active database does not establish that every backup or provider copy has also been erased.

GDPR rights

If you are located in the European Economic Area, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a machine-readable format
• Object to or restrict processing of your data

To exercise any of these rights, contact support@luxdispatch.app. You do not need an app account to submit a request. We may need proportionate information to verify your identity or your authority to act for someone else before disclosing or changing data. Do not send passwords, sign-in codes or private trip links. We respond without undue delay and within the deadlines that apply to your request. If an extension is permitted and needed, we will explain why and when you can expect a response.

Drivers, passengers and clients can use the contact above. For records managed on a transport operator’s behalf, contact that operator where possible. If you contact LuxDispatch, we will help identify the responsible operator and route the request as appropriate. An individual request does not require deleting the operator’s entire workspace. Some records may need to be retained for accounting or legal reasons; any limits on a request will be explained.

AI data handling

Booking-text parsing sends the submitted message to Anthropic’s API, together with parsing context such as the company time zone and a known client name when supplied. This text may contain passenger or booker names, contact details and ride information. Where the optional assistant is enabled, its provider receives the question and limited conversation or page context used to interpret it. Only include information needed for the task. Parsed booking fields remain suggestions for the dispatcher to review and confirm.

Model-training terms and retention are separate. We do not promise zero retention of API inputs or outputs. Retention depends on the applicable provider service, agreement and safety or legal exceptions. See Anthropic’s commercial data-retention guidance.

Security

We use HTTPS connections, Supabase authentication with optional multi-factor authentication, and company- and role-scoped access controls. Database row-level security and token-scoped server checks restrict access to the relevant workspace or shared record. Audit records support investigation of supported operations; their fields and coverage vary by workflow. No security measure eliminates every risk.

Changes to this policy

Material changes are communicated by email to the operator primary contact at least 30 days before they take effect. A dated change log is maintained in the product repository.

Contact

For privacy inquiries, data requests, or concerns: support@luxdispatch.app