Privacy Policy

This Privacy Policy describes the personal information that Hexnix Group Inc. ("Hexnix Group", "we", "us" or "our") collects through dispatchen.com, the Dispatchen application and our demo sign-up, the purposes for which it is used, and how it is protected. Dispatchen is used by businesses to manage their own staff and operations. Most personal information within a workspace therefore relates to that business's employees and clients. The business is responsible for that information, and we process it on the business's behalf.

1. Information we collect

Demo sign-up: your name, work email address, telephone number, company name, type of business and team size, and the password you choose. We store only a one-way hash of the password and never the password itself.

Subscription: your account details. Payment card details are collected directly by Stripe and are not received by us.

Within a workspace: the job records, schedules, checklists, documents and photographs that you and your team enter; messages and photographs sent in team chat; records of voice and video calls showing the participants, time and duration (calls themselves are not recorded); accounting entries, receipts and payroll records entered by owners and managers; and the clock-in and clock-out times created by your team, as described in section 3.

Support: the messages you send us by email or through the support form in the application.

Ask Dispatchen: when someone in a workspace asks the assistant a question, we record when it was asked, by whom, which kinds of records were looked up and the cost of answering. We do not keep the question or the answer.

Notifications: if you enable notifications on a phone or computer, the delivery address that your browser provides for that device.

Technical and security information: IP address, approximate country, browser type, and a record of sign-ins, demo sign-ups and security events.

2. How we use information

We use personal information to verify your email address and open your demo; to contact you about your demo, which you may ask us to stop at any time; to provide the features of your plan; to bill you; to respond to support requests; to answer questions asked in Ask Dispatchen; and to keep Dispatchen secure, prevent misuse and resolve problems. We use the country associated with your IP address, as provided by Cloudflare, to show prices in your currency; we do not store it for that purpose. We do not sell personal information, use it for advertising, or share it with data brokers.

3. Location and photographs at clock-in

Where a workspace has these checks switched on, the phone's location and a photograph are recorded when a worker clocks in, and the location is recorded again when the worker clocks out, together with the accuracy reported by the phone. Location is not tracked between clock-in and clock-out. If a phone cannot provide a location or photograph, the worker may clock in by giving a reason, which is recorded with the time entry and shown to the workspace's managers for review.

This information is used only to confirm that work took place at the correct site, to alert managers to late or missed visits, and to support review of time records. It is visible to the workspace's owners, managers and supervisors and is not shared outside the workspace, except where we are legally required to respond to a lawful request. Each business decides whether to switch these checks on and is responsible for informing its staff and obtaining any consent required by law.

4. Vehicle trips

When a driver selects Start driving, the phone shares its location with the business until the trip is ended. This is used to show the vehicle on a map and to record the route and distance of that trip. Location is not tracked outside a trip, and field staff cannot see the location of their colleagues. Trip routes are retained for 90 days.

5. Shared service reports

A business may share a service report for one of its sites with its client by means of a private link. A shared report contains the times of visits, the first name and initial of the person who carried out each visit, checklist results and photographs, and the status of issues raised. It does not contain pay rates, costs, locations, clock-in photographs or internal messages. Links expire after 30 days unless withdrawn earlier.

6. Cookies and local storage

We use one essential cookie to keep you signed in. The website stores your region choice in your own browser. We do not use advertising cookies or third-party tracking cookies. We count visits to dispatchen.com without cookies: for each page view we add one to a daily total for that page, the website that sent you, any campaign tag in the link, your country as reported by Cloudflare and a rough screen size. We don't keep your IP address or anything that identifies you or your browser, and we don't count visits from browsers that ask not to be tracked.

Visit counting by Hexnix OS

We’d like to count visits so we can see which pages are useful. The first time you visit, a short notice asks whether that’s OK. Nothing is counted unless you choose Accept. If your browser sends Do Not Track or Global Privacy Control, you aren’t asked and you’re never counted.

If you accept, each page view records the page address and title, the site that sent you, your browser’s language and time zone (used to estimate your country), whether your device has a touch screen, the browser and device type, how long the page stayed open and how far you scrolled, and taps on phone, email, download and outside links. Visits are told apart with a code made from your connection and browser using a key that changes every day. Your IP address itself isn’t kept, and no cookies are used for this.

Your choice is saved in your browser’s local storage on this device only. To change it, clear this site’s data in your browser and the notice will ask again.

The counting is done by Hexnix OS, a tool run by Hexnix Group on its own server. The records aren’t sold or shared with advertisers or analytics companies, and they’re deleted after 25 months.

7. Storage and security

Dispatchen's servers are located in Montréal, Canada, and are operated for us by our hosting provider, Rica Web Services. Information is encrypted in transit using TLS. Passwords are stored only in hashed form. Our internal administration tools require two-step sign-in and record every action, and access within Hexnix Group is limited to personnel who need it to operate and support the service. Data is backed up daily and backups are retained for seven days.

8. Service providers

We use the following service providers: Stripe, for payments; Cloudflare, for website security and delivery, which processes traffic to dispatchen.com; Rica Web Services, for hosting in Canada; Zoho, our email provider, for verification codes, sign-in links, receipts and notifications; Anthropic, which provides the artificial intelligence model behind Ask Dispatchen and receives each question together with the workspace records needed to answer it, under terms that do not allow it to use them to train its models; and the push notification services operated by Apple, Google and Mozilla, which carry notifications to your devices in encrypted form. Maps are loaded from OpenStreetMap's servers, which receive your IP address but not your workspace data; when you search for an address, only the text of that address is sent to OpenStreetMap's search service. Voice and video calls connect directly between devices or, where a direct connection is not possible, through our own relay server in Canada. Some providers may process information outside Canada, including in the United States, and are bound by contract to protect it. We do not share workforce information, including clock-in times, locations and photographs, with any person for marketing or advertising purposes.

9. Retention

Workspace data is retained for the duration of the subscription and for 30 days after it ends, as set out in our Terms of Service, and backup copies are overwritten within a further 14 days. Demo workspaces are deleted after 14 days without use. Demo sign-up details are retained for up to 24 months after our last contact, unless you become a customer or ask us to delete them sooner. Security and activity records are retained for 180 days. Support messages are retained for as long as the related account is active and for 12 months afterwards.

10. Your rights

You may ask to access, correct or delete the personal information that we hold about you, or ask us to stop contacting you. For information held within a workspace, please contact the business that operates the workspace first; we will assist that business in responding. We respond to requests within 30 days. Depending on where you live, including in Québec, the United Kingdom or Australia, you may have additional rights under local law, and you may lodge a complaint with your privacy regulator. In Canada, this is the Office of the Privacy Commissioner of Canada.

11. Children

Dispatchen is a business service and is not intended for anyone under the age of 16.

12. Changes

Any change to this Privacy Policy is posted on this page with a new date. We will notify active customers by email of any material change.

13. Privacy Officer

Questions and requests may be sent to our Privacy Officer at [email protected], or by mail to Hexnix Group Inc., 516 High St S, Thunder Bay, ON P7B 3M3, Canada.