Legal Privacy Policy

This Privacy Policy describes how Dispatch FM, LLC ("Company," "we," "us," or "our") collects, uses, discloses, and protects information about you when you use our website at dispatch.fm and our hosted podcast platform accessible at app.dispatch.fm (collectively, the "Service").

Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy. If you do not agree, please do not access or use the Service.

1. Company Information

Dispatch FM, LLC is a limited liability company organized and existing under the laws of the State of Delaware.

• Principal Place of Business: 200 NW 52nd Avenue, Ocala, Florida 34482
• Registered Agent (Delaware): Legalinc Corporate Services Inc., 131 Continental Dr Suite 305, Newark, Delaware 19713
• Contact: [email protected]

2. Definitions

As used in this Privacy Policy:

• "Personal Data" means any information that identifies, relates to, describes, or is reasonably capable of being associated with or linked to a particular individual or household.
• "Usage Data" means data collected automatically from the infrastructure of the Service (for example, the duration of a page visit, IP address, browser type).
• "Service Provider" means any third party that processes data on our behalf.
• "Sensitive Personal Information" means Personal Data that reveals a Social Security number, financial account credentials, health or medical information, racial or ethnic origin, religious beliefs, or similar categories as defined under applicable state law.
• "You" means the individual accessing or using the Service, or any company or legal entity on whose behalf such individual is acting.

3. Information We Collect

3.1 Information You Provide Directly

When you register for an account, subscribe to a plan, use our features, or contact us, we collect:

• Name and email address
• Password (stored in hashed form; we never store plaintext passwords)
• Company or organization name
• Phone number (if provided)
• Payment and billing information (processed by our payment processor; we do not store full card numbers)
• Podcast content you upload, including audio files, artwork, episode metadata, transcripts, and show notes
• Communications you send to us, including support requests and contact form submissions
• Preferences and settings you configure within the Service

3.2 Information Collected Automatically

When you use the Service, we automatically collect:

• Internet Protocol (IP) address
• Browser type and version
• Operating system and device type
• Pages and features accessed, and the time and date of access
• Referring URLs and exit pages
• Time zone and general geographic region (derived from IP address)
• Podcast listener analytics (episode downloads, listener location data aggregated by region, app used to listen)
• Session identifiers and authentication tokens

3.3 Information from Third-Party Authentication

If you choose to register or log in using a third-party service (GitHub, Google, Twitter/X, or Facebook), we receive certain profile information from that service, typically your name, email address, and profile picture, in accordance with the permissions you authorize. We do not receive or store your passwords for those services.

3.4 Cookies and Tracking Technologies

We use the following types of cookies and similar technologies:

• Strictly Necessary Cookies — Required for authentication, security, and core Service functionality. These cannot be disabled without disabling the Service itself.
• Functional Cookies — Remember your preferences (e.g., time zone, language, display settings) across sessions.
• Analytics Cookies — Help us understand how the Service is used in aggregate. No personally identifiable information is shared with analytics providers for advertising purposes.

You may configure your browser to block or delete cookies. Disabling strictly necessary cookies will impair your ability to use the Service. For more information, see our Cookies Policy.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and operating the Service — Creating and maintaining your account, hosting your podcasts, and delivering features you have subscribed to.
• Payment processing — Billing for subscriptions and one-time purchases through our payment processor.
• AI-powered features — Processing audio files you upload to generate transcripts, summaries, and related content through our AI Service Providers. This processing occurs only on files you explicitly submit for these features.
• Communications — Sending transactional emails (receipts, account alerts, password resets), product update notifications, and, with your consent, our newsletter. You may opt out of marketing emails at any time using the unsubscribe link in any such email.
• Support — Responding to your help requests and contact form submissions.
• Analytics and improvement — Understanding how the Service is used in aggregate to identify bugs, improve features, and guide product decisions. We do not sell this data.
• Security and fraud prevention — Detecting, investigating, and preventing unauthorized access, abuse, or violations of our Terms of Service.
• Legal compliance — Fulfilling our obligations under applicable law, responding to lawful government requests, and enforcing our agreements.
• Business transfers — In connection with a merger, acquisition, or sale of all or a portion of our assets, in which case your information may be transferred as a business asset subject to this Policy or a successor policy with notice to you.

5. Legal Bases for Processing

We process your Personal Data based on the following legal bases, as applicable:

• Contract performance — Processing necessary to provide the Service you have signed up for.
• Legitimate interests — Security, fraud prevention, improving the Service, and direct marketing to existing customers, where your interests and rights do not override ours.
• Consent — For newsletter subscriptions, optional cookies, and any other processing where we have asked for and received your explicit consent. You may withdraw consent at any time.
• Legal obligation — Where processing is required to comply with applicable law.

6. Disclosure of Your Information

We do not sell your Personal Data. We share your information only in the following circumstances:

6.1 Service Providers

We engage third-party Service Providers to operate the Service on our behalf. These providers are contractually restricted from using your data for any purpose other than providing services to us. Current Service Providers include:

• Stripe — Payment processing. Privacy Policy: stripe.com/privacy
• Amazon Web Services — Cloud infrastructure and media storage. Privacy Policy: aws.amazon.com/privacy
• Cloudflare — Content delivery and DDoS protection. Privacy Policy: cloudflare.com/privacypolicy
• AssemblyAI — AI-powered audio transcription (only for audio files you submit for transcription). Privacy Policy: assemblyai.com/legal/privacy-policy
• Postmark — Transactional email delivery. Privacy Policy: postmarkapp.com/privacy-policy
• Bento — Email marketing and subscriber management (only for users who opt in to our newsletter). Privacy Policy: bentonow.com/privacy
• GitHub, Google, Twitter/X, Facebook — Optional third-party authentication providers, used only when you choose to sign in with those services.

6.2 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will provide notice before your Personal Data is transferred and becomes subject to a materially different privacy policy.

6.3 Legal Requirements and Safety

We may disclose your information if we believe in good faith that such disclosure is necessary to:

• Comply with a legal obligation, court order, or lawful government request;
• Protect and defend the rights, property, or safety of Dispatch FM, LLC, our users, or the public;
• Detect, investigate, or prevent fraud, security incidents, or other illegal activity;
• Enforce our Terms of Service or other agreements.

6.4 With Your Consent

We may share your information for any other purpose with your explicit prior consent.

7. Data Retention

We retain your Personal Data for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymize your Personal Data within 90 days, except where:

• We are required to retain it to comply with a legal obligation (e.g., financial records required by tax law, which we retain for 7 years);
• Retention is necessary to resolve an open dispute or enforce an agreement;
• The data has been anonymized and can no longer be linked to you.

Usage Data and aggregate analytics are generally retained for up to 24 months and then anonymized or deleted.

Uploaded media files (audio, images) are deleted promptly upon account termination or when you delete them from within the Service, subject to any retention period required by law.

8. Data Security

We implement industry-standard technical and organizational security measures, including:

• Encryption of data in transit using TLS 1.2 or higher
• Encryption of sensitive data at rest
• Password hashing using bcrypt
• Access controls limiting employee access to personal data on a need-to-know basis
• Regular security assessments and vulnerability monitoring

No method of electronic storage or transmission over the internet is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security. In the event of a data breach affecting your rights and freedoms, we will notify affected users as required by applicable law.

9. Your Privacy Rights

9.1 Rights Available to All U.S. Users

Regardless of your state of residence, you may:

• Access and portability — Request a copy of the Personal Data we hold about you in a portable format.
• Correction — Request that we correct inaccurate Personal Data.
• Deletion — Request that we delete your Personal Data, subject to legal retention obligations.
• Opt out of marketing — Unsubscribe from marketing emails at any time via the unsubscribe link in each email or by contacting us at [email protected].

9.2 California Residents — CCPA / CPRA Rights

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) provides you with additional rights:

• Right to Know — You may request disclosure of the categories and specific pieces of Personal Data we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share it.
• Right to Delete — You may request deletion of your Personal Data, subject to certain exceptions.
• Right to Correct — You may request correction of inaccurate Personal Data.
• Right to Opt Out of Sale or Sharing — We do not sell or share your Personal Data for cross-context behavioral advertising. If this changes, we will update this Policy and provide an opt-out mechanism.
• Right to Limit Use of Sensitive Personal Information — We do not use Sensitive Personal Information for purposes beyond those permitted under the CPRA.
• Right to Non-Discrimination — We will not discriminate against you for exercising any of your CCPA/CPRA rights.

To submit a California rights request, contact us at [email protected] with the subject line "California Privacy Request." We will verify your identity before fulfilling the request and respond within 45 days (extendable by an additional 45 days with notice).

You may also designate an authorized agent to make requests on your behalf. We require written proof of the agent's authorization and may verify your identity directly.

9.3 Virginia, Colorado, Connecticut, Texas, and Other State Residents

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Texas (TDPSA), Montana, Oregon, and other states with comprehensive privacy laws have rights similar to those described above, including the right to access, correct, delete, and obtain a portable copy of your Personal Data, and to opt out of certain processing activities.

To exercise any state privacy right, contact us at [email protected] with "State Privacy Request" in the subject line and identify your state of residence. We will respond within the timeframe required by your applicable state law. If we decline your request, you may appeal by replying to our response email. If your appeal is denied, you may contact your state's attorney general.

9.4 How to Submit Requests

You may submit privacy rights requests by:

• Email: [email protected]
• Contact form: dispatch.fm/contact

We may need to verify your identity before processing a request. We will not charge a fee for reasonable requests, but may charge a fee for excessive or repetitive requests as permitted by law.

10. Children's Privacy

The Service is not directed to children under 13 years of age, and we do not knowingly collect Personal Data from children under 13. If you are a parent or guardian and believe your child has provided us with Personal Data, please contact us immediately at [email protected]. If we become aware that we have collected Personal Data from a child under 13 without verifiable parental consent, we will take prompt steps to delete that information from our systems in accordance with the Children's Online Privacy Protection Act (COPPA).

For users between 13 and 18 years of age, we recommend that a parent or guardian review this Privacy Policy. Users under 18 who are residents of California may request removal of content or information they have posted to the Service by contacting us at [email protected].

11. Email Communications and CAN-SPAM Compliance

Our transactional emails (account confirmations, receipts, security alerts) are necessary for operating the Service and are not subject to unsubscribe requirements under CAN-SPAM. Our marketing and newsletter emails include a clear unsubscribe mechanism in every message, and we honor opt-out requests promptly in compliance with the CAN-SPAM Act. We do not use deceptive subject lines or headers, and all emails accurately identify us as the sender.

12. International Users

Dispatch FM, LLC is based in the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using the Service, you consent to this transfer. We rely on standard contractual clauses and other lawful mechanisms for cross-border data transfers where required.

13. Third-Party Links

The Service may contain links to third-party websites or services not operated by us. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policy of any third-party site you visit.

14. Do Not Track

Our Service does not currently respond to "Do Not Track" signals from browsers, as no uniform standard for interpreting such signals has been adopted. We will update this section if a standard is established and we implement a response mechanism.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will:

• Update the "Last updated" date at the top of this page;
• Post the revised Policy on this page; and
• For material changes, provide notice via email or a prominent in-app notification at least 30 days before the change takes effect (except where a shorter period is required by law).

Your continued use of the Service after the effective date of a revised Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically.

16. Contact Us

For privacy-related questions, requests, or complaints, contact us at:

• Email: [email protected]
• Mail: Dispatch FM, LLC, c/o Legalinc Corporate Services Inc., 131 Continental Dr Suite 305, Newark, Delaware 19713
• Web: dispatch.fm/contact

We will respond to all legitimate requests within 30 days, or within the timeframe required by applicable state law.