1. Who We Are
Dispatcha is a dispatch and job management software platform designed for service businesses across the United Kingdom. We are the data controller responsible for your personal data. If you have any questions about this privacy policy or how we handle your data, you can contact us at contact@dispatcha.co.uk.
2. What Data We Collect
We collect and process the following types of personal data depending on how you interact with our website and platform:
- Contact Information: Name, email address, phone number, and company name when you submit our contact form or register for an account.
- Account Data: Login credentials, role assignments, and account preferences when you use the Dispatcha platform as an admin or staff member.
- Job and Booking Data: Customer names, addresses, job details, service requirements, and notes entered into the platform by authorised users of your organisation.
- Usage Data: Information about how you interact with our website and platform, including pages visited, time spent on pages, browser type, device type, and IP address.
- Cookie Data: Information collected through cookies and similar technologies. For full details, please see our Cookie Policy.
- Communication Data: Records of correspondence when you contact us via email or through our contact form.
3. Legal Basis for Processing
We process your personal data under one or more of the following legal bases as defined by UK GDPR:
- Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as subscribing to communications or accepting cookies.
- Contract: Where processing is necessary for the performance of a contract with you, such as providing access to the Dispatcha platform under your subscription agreement.
- Legitimate Interest: Where processing is necessary for our legitimate business interests, such as improving our services, ensuring platform security, and communicating relevant updates, provided these interests do not override your fundamental rights and freedoms.
- Legal Obligation: Where processing is necessary to comply with a legal obligation to which we are subject.
4. How We Use Your Data
We use the personal data we collect for the following purposes:
- To provide, maintain, and improve the Dispatcha platform and its features
- To process and respond to enquiries submitted through our contact form
- To create and manage your account on the Dispatcha platform
- To process subscription payments and manage billing
- To send important service-related communications, such as account updates or changes to our terms
- To analyse usage patterns and improve the user experience on our website and platform
- To ensure the security and integrity of our platform and prevent fraud or misuse
- To comply with legal and regulatory requirements
5. Data Sharing
We do not sell, rent, or trade your personal data to any third parties. We may share your data in the following limited circumstances:
- Service Providers: We may share data with trusted third-party service providers who assist us in operating our platform, processing payments, or providing customer support. These providers are contractually obligated to protect your data and use it only for the purposes we specify.
- Legal Requirements: We may disclose your data if required to do so by law, regulation, or legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of the transaction. We will notify you of any such change and ensure your data remains protected.
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected or as required by law. Our general retention periods are as follows:
- Contact Form Submissions: Retained for up to 24 months from the date of submission, unless you request earlier deletion.
- Account Data: Retained for the duration of your active subscription and for up to 12 months following account closure or cancellation.
- Job and Booking Data: Retained for the duration of your active subscription and for up to 6 months following account closure to allow for data export.
- Usage and Analytics Data: Retained in anonymised or aggregated form for up to 26 months.
- Communication Records: Retained for up to 24 months from the date of the last communication.
7. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of Access: You have the right to request a copy of the personal data we hold about you.
- Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
- Right to Erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions.
- Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
- Right to Data Portability: You have the right to request that we provide your personal data in a structured, commonly used, and machine-readable format.
- Right to Object: You have the right to object to the processing of your personal data where we rely on legitimate interest as our legal basis.
- Right to Withdraw Consent: Where processing is based on your consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us at contact@dispatcha.co.uk. We will respond to your request within one month, as required by law.
8. Cookies
Our website uses cookies and similar technologies to enhance your browsing experience, analyse website traffic, and understand how visitors interact with our site. We use a cookie consent banner to obtain your consent before placing non-essential cookies on your device. For detailed information about the cookies we use, their purposes, and how to manage your preferences, please read our Cookie Policy.
9. Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, regular security assessments, access controls, and secure hosting infrastructure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
10. International Data Transfers
We primarily store and process your data within the United Kingdom and the European Economic Area. If we need to transfer your data outside of these regions, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office, to protect your personal data.
11. Children's Privacy
Our website and platform are not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe that we have inadvertently collected data from a child, please contact us immediately at contact@dispatcha.co.uk and we will take steps to delete it.
12. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make changes, we will update the "Last Updated" date at the bottom of this page. We encourage you to review this policy periodically to stay informed about how we protect your data.
13. Right to Complain
If you are not satisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority set up to uphold information rights.
You can contact the ICO at:
- Website: https://ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
14. Contact Us
If you have any questions, concerns, or requests regarding this privacy policy or how we process your personal data, please contact us:
Last Updated: January 2026