Privacy Policy — Dynamanic!

1. Who we are

Dynamanic LLC (“we”, “us”, “our”) is a software company that builds and operates a family of AI products including SmartDesk AI, ChatFlow, and AI Dispatch Copilot. To contact us about privacy, email privacy@dynamanic.io.

2. What we collect

We collect only what we need to deliver our products:

Account data: name, email, role, and tenant (company) information for the users who sign in to our products.
Driver, broker, and customer records: name, mobile phone, contact details, license details (where relevant) entered into our products by an account’s authorized administrators.
Operational communications: inbound and outbound call recordings and SMS messages exchanged through our products with the customer’s drivers, brokers, and other operational contacts, plus transcripts and AI-generated summaries.
Documents: bills of lading, proofs of delivery, lumper and fuel receipts, scale tickets, rate confirmations, and similar paperwork uploaded by users through our products.
Audit metadata: IP address, user-agent, and action history for security auditing.

3. SMS messaging

Our products use SMS messaging for operational communications between a customer’s team and that customer’s own drivers, employees, or business contacts:

Consent: Recipients opt in to receive SMS by providing their phone number to a customer as part of employment onboarding or business contact exchange.
Frequency: Variable. Most recipients receive between one and four messages per day, primarily check-ins and status updates.
Message types: Driver check-in prompts (“Where are you? ETA?”), broker callbacks, document requests, operational alerts. We do not use SMS for marketing or promotional purposes.
Opt-out: Reply STOP to any message to opt out of further SMS at that number. Reply HELP for help. We honor STOP immediately and permanently for that number.
Carrier charges: Standard message and data rates from your wireless carrier may apply.
No third-party sharing for marketing: Mobile information collected via SMS is not shared with third parties for marketing or promotional purposes, and SMS opt-in consent is not shared with third parties.

4. How we use information

We use the information we collect to (a) deliver the products our customers have subscribed to, (b) generate AI-assisted call summaries, structured record-keeping, and operational summaries, (c) maintain an audit trail for security and operational traceability, and (d) communicate with customer administrators about the products.

5. How we share information

We do not sell personal data. We share data only with the service providers we use to deliver our products:

Twilio — telecommunications provider used to deliver and receive calls and SMS.
OpenAI — large-language-model and speech-to-text provider used to transcribe and summarize communications.
Anthropic — alternative large-language-model provider, used by certain product features when configured.
Amazon Web Services — hosting provider for application servers, databases, and document storage.

We may also disclose information when required by law or legal process.

6. Retention

We retain operational records — calls, SMS messages, documents, audit logs — for as long as the customer’s account is active, and for a reasonable period thereafter for tax, legal, and audit purposes. Customers may request earlier deletion of their own data by emailing us.

7. Your rights

Where local law applies (CCPA, GDPR, and similar), you have the right to request access to, correction of, or deletion of your personal information. Contact privacy@dynamanic.io and we will respond within 30 days.

8. Security

We use industry-standard transport encryption (HTTPS), encrypted databases, role-based access control, and tenant-scoped isolation so that one customer cannot access another customer’s data.

9. Changes

We may update this policy. Material changes will be posted here with a new effective date.