PRIVACY POLICY
On Time Software Systems Inc
OnTime Dispatch
Last Updated: December 24, 2024
On Time Software Systems Inc ("Company," "we," "us," or "our") is committed to protecting the privacy of our customers and users. This Privacy Policy describes how we collect, use, disclose, and protect information when you use the OnTime Dispatch software-as-a-service platform and related services (collectively, the "Service").
By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with our policies and practices, do not use the Service.
1. INFORMATION WE COLLECT
1.1 Information You Provide to Us
We collect information you voluntarily provide when you register for an account, use the Service, or communicate with us:
Account Information:
- Name and contact information (email address, phone number, mailing address)
- Company name and business information
- Username and password
- Billing and payment information
Business Data:
- Customer and shipper information
- Driver and carrier information
- Equipment and asset details
- Load and order information
- Dispatch and routing data
- Invoice and billing records
- Settlement and payment records
- Documents (bills of lading, proof of delivery, permits, etc.)
Communications:
- Messages and correspondence sent through the Service
- Support requests and feedback
- Email communications with us
1.2 Information Collected Automatically
When you use the Service, we automatically collect certain information:
Usage Data:
- Features accessed and actions taken within the Service
- Date, time, and duration of use
- Error logs and performance data
Device and Connection Information:
- IP address
- Browser type and version
- Operating system
- Device identifiers
- Referring URLs
Cookies and Similar Technologies:
- Session cookies to maintain your logged-in state
- Preference cookies to remember your settings
- Analytics cookies to understand usage patterns
1.3 Information from Third Parties
We may receive information from third-party services you connect to the Service:
- Accounting data from QuickBooks integrations
- Location data from GPS and ELD integrations
- Payment information from payment processors
2. HOW WE USE YOUR INFORMATION
We use the information we collect to:
Provide and Maintain the Service:
- Create and manage your account
- Process transactions and send related information
- Provide customer support
- Send administrative messages and updates
Improve and Develop the Service:
- Analyze usage patterns to improve features
- Develop new products and services
- Conduct research and analytics
- Debug and fix errors
Communicate with You:
- Respond to your inquiries and requests
- Send service-related announcements
- Provide information about features and updates
Ensure Security and Compliance:
- Detect, prevent, and address fraud and security issues
- Enforce our terms and policies
- Comply with legal obligations
Business Operations:
- Process billing and payments
- Generate invoices and financial reports
- Manage vendor relationships and settlements
3. HOW WE SHARE YOUR INFORMATION
We do not sell your personal information. We may share your information in the following circumstances:
3.1 Service Providers
We share information with third-party vendors who perform services on our behalf:
| Provider | Purpose | Data Shared |
|---|---|---|
| Microsoft | Email delivery via Microsoft Graph API | Email addresses, message content |
| Intuit QuickBooks | Accounting integration | Customer, invoice, vendor, and payment data |
| Sentry | Error tracking and monitoring | Error logs, device information, usage data |
| IBM Watson | Application monitoring and analytics | Usage data, error information |
These service providers are contractually obligated to protect your information and may only use it for the specific purposes for which we engage them.
3.2 Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.
3.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:
- Court orders and subpoenas
- Government or regulatory agency requests
- Law enforcement requests
- Protection of our legal rights
3.4 With Your Consent
We may share your information with third parties when you have given us your consent to do so.
3.5 Aggregated or De-Identified Data
We may share aggregated or de-identified information that cannot reasonably be used to identify you for industry analysis, benchmarking, and other business purposes.
4. DATA RETENTION
We retain your information for as long as your account is active or as needed to provide you the Service. We also retain information as necessary to:
- Comply with legal obligations
- Resolve disputes
- Enforce our agreements
- Maintain business records
Upon termination of your account, you may request deletion of your data. We will delete or anonymize your information within ninety (90) days of a verified deletion request, except for information we are required to retain by law.
5. DATA SECURITY
We implement and maintain reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, and destruction. These measures include:
- Encryption of data in transit and at rest
- Access controls and authentication requirements
- Regular security assessments
- Employee training on data protection
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.
6. YOUR RIGHTS AND CHOICES
6.1 Account Information
You may access, update, or correct your account information at any time by logging into your account settings or contacting us at support@ontimesw.com.
6.2 Data Export
You may request a copy of your data in a portable format. Contact us at support@ontimesw.com to submit a data export request.
6.3 Data Deletion
You may request deletion of your personal information by contacting us at support@ontimesw.com. We will process your request within the timeframes required by applicable law.
6.4 Communications Preferences
You may opt out of promotional emails by following the unsubscribe instructions in those emails. You may not opt out of service-related communications, such as account notifications and billing information.
6.5 Cookies
Most web browsers are set to accept cookies by default. You can usually modify your browser settings to decline cookies, but this may affect your ability to use certain features of the Service.
7. CALIFORNIA PRIVACY RIGHTS (CCPA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):
7.1 Right to Know
You have the right to request information about the categories and specific pieces of personal information we have collected about you, the sources of that information, our purposes for collecting it, and the categories of third parties with whom we share it.
7.2 Right to Delete
You have the right to request that we delete personal information we have collected from you, subject to certain exceptions.
7.3 Right to Opt-Out
You have the right to opt out of the sale of your personal information. We do not sell personal information.
7.4 Right to Non-Discrimination
We will not discriminate against you for exercising any of your CCPA rights.
7.5 How to Exercise Your Rights
To exercise your CCPA rights, please contact us at:
- Email: support@ontimesw.com
- Mail: On Time Software Systems Inc, 1174 Via Verde, Ste #1008, San Dimas, CA 91773-4401
We will verify your identity before processing your request. We will respond to your request within 45 days, or notify you if we need additional time.
7.6 Authorized Agents
You may designate an authorized agent to make a request on your behalf. We may require verification that you authorized the agent to act on your behalf.
7.7 Categories of Information Collected
In the past 12 months, we have collected the following categories of personal information:
| Category | Examples | Collected |
|---|---|---|
| Identifiers | Name, email, phone, IP address | Yes |
| Customer Records | Billing address, payment information | Yes |
| Commercial Information | Transaction history, service usage | Yes |
| Internet Activity | Browsing history, interactions with Service | Yes |
| Geolocation Data | IP-based location | Yes |
| Professional Information | Company name, job title | Yes |
7.8 Business Purpose for Collection
We collect personal information for the business purposes described in Section 2 of this Privacy Policy.
8. CHILDREN'S PRIVACY
The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly. If you believe we have collected information from a child under 18, please contact us at support@ontimesw.com.
9. THIRD-PARTY LINKS AND SERVICES
The Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third-party sites or services. We encourage you to review the privacy policies of any third-party sites or services you access.
10. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. When we make changes, we will:
- Update the "Last Updated" date at the top of this policy
- Post the revised policy on our website
- Notify you by email for material changes
Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.
11. DATA LOCATION
The Service is hosted in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
12. CONTACT US
If you have any questions about this Privacy Policy or our privacy practices, please contact us at:
On Time Software Systems Inc
1174 Via Verde, Ste #1008
San Dimas, CA 91773-4401
Email: support@ontimesw.com
Website: www.ontimesw.com
13. ADDITIONAL DISCLOSURES FOR SPECIFIC INTEGRATIONS
13.1 QuickBooks Integration
When you connect your QuickBooks account to the Service, we access and process data from your QuickBooks account to provide accounting integration features. This includes customer records, invoices, payments, vendors, and bills. Our access is governed by Intuit's terms of service and this Privacy Policy. You may disconnect the QuickBooks integration at any time through your account settings.
13.2 Microsoft Email Integration
When you authorize Microsoft email integration, we access your Microsoft account to send transactional emails on your behalf. We do not access or store the contents of your email inbox. We use Microsoft Graph API in accordance with Microsoft's terms of service.
By using the OnTime Dispatch Service, you acknowledge that you have read and understood this Privacy Policy.