Privacy Policy
Last updated 1 September 2026.
DispatchSam is operated by DESIGNFLARE LLC ("we", "us"). This policy explains what personal information we collect, why, who we share it with, and how long we keep it.
Two different groups of people are covered here. Contractors are our customers — the businesses who hire us to answer their phone. Callers are the homeowners and property managers who ring a contractor's number and speak to our system. We handle information about both.
Information we collect from callers
When someone calls a number we answer, we collect:
- Their phone number, and the name they give us
- The service address and ZIP code for the job
- A description of the problem, in their own words
- An email address, if they choose to give one
- Whether they consented to receive text messages
- An audio recording of the call and a written transcript of it
We collect this to qualify the job, book the appointment, and pass the details to the contractor. We do not ask for, and Sam is instructed never to request, payment card numbers, bank details, or government identification numbers.
Call recording
Every call begins with a spoken notice telling the caller the call may be recorded and that they may hang up if they do not consent. Recordings and transcripts are used to confirm what was agreed, resolve disputes, and improve accuracy.
Recordings and transcripts are automatically deleted 30 days after the call. This deletion is automated, not a manual policy. The appointment and contact details captured during the call are retained separately for the contractor, as described below.
Information we collect from contractors
- Business name, owner name, business email and phone number
- The trades served, service-area ZIP codes, and business hours
- The phone number that calls are forwarded from
- Billing information, processed by our payment provider — we do not store card numbers on our systems
- Authorisation to access the contractor's Google Calendar, described next
Google user data
With the contractor's explicit consent, DispatchSam connects to their Google Calendar. This is the only Google data we access.
| What we access | Why |
|---|---|
| Free/busy times on the connected calendar | To find genuinely open appointment slots before offering a time to a caller |
| Creating and deleting calendar events | To book the appointment, and to remove it if it is cancelled |
We do not read the contents of unrelated calendar events beyond the busy times needed to avoid double-booking, and we do not access Gmail, Drive, Contacts, or any other Google service.
Limited Use. DispatchSam's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We do not use Google user data to serve advertising, we do not sell it, and we do not use it to train generalised artificial intelligence models.
A contractor can disconnect our access at any time from their Google Account permissions page, or by asking us to remove it. Doing so stops us booking new appointments; it does not delete events already created.
Text messages
We send text messages for a small number of purposes: replying when a call is missed, confirming a booking, reminding a customer about an upcoming appointment, following up on an enquiry that did not book, and occasional service reminders on behalf of the contractor.
Automated marketing and follow-up messages are only sent to people who have given consent — this is enforced in our software, not just as policy. Reply STOP to any message to opt out immediately; we record the opt-out and stop sending. Message and data rates may apply.
Who we share information with
We do not sell personal information, and we do not share it for advertising. We share it only with the contractor whose number was called, and with service providers who process it on our behalf under contract and only on our instructions.
| Category of recipient | What they receive, and why |
|---|---|
| The contractor you called | Name, phone number, service address, and job details — passing these on is the point of the service |
| Telephone and messaging providers | Call audio and message content, in order to connect calls and deliver texts |
| Speech and language processing providers | Call audio and transcripts, in order to understand the caller and respond in real time |
| Calendar and scheduling providers | Appointment time, name, address, and job description, in order to create the booking. Where the contractor uses Google Calendar, this is Google — see the section above |
| Hosting, payment, and email providers | Records stored on our behalf, and the notifications we send |
We may also disclose information where we are legally required to, or to protect someone's safety.
If you need to know the specific companies behind these categories — for example to complete your own vendor review — email us and we will tell you.
How long we keep information
| Information | Retention |
|---|---|
| Call recordings and transcripts | 30 days, then automatically deleted |
| Lead and appointment records | Kept for the contractor while they are our customer, and deleted on request |
| Opt-out records | Kept indefinitely, because we need them to honour the opt-out |
| Contractor account and billing records | As required for tax and accounting purposes |
Security
Data is transmitted over encrypted connections and access to production systems is restricted. Personal details are redacted from our operational logs before they are written. No system is perfectly secure, and we do not claim otherwise.
Your choices
You can ask us what information we hold about you, ask for it to be corrected, or ask us to delete it. Email manager.dispatchsam@gmail.com and we will respond within 30 days. If you are a caller rather than a contractor, note that the contractor you called also holds your details independently of us, and you may need to contact them as well.
Depending on where you live you may have additional rights under laws such as the California Consumer Privacy Act. We apply the choices above to everyone regardless of location.
Children
DispatchSam is a service for businesses and is not directed at children. We do not knowingly collect information from anyone under 13.
Changes
If we change this policy we will update the date at the top of the page. Material changes affecting contractors will be sent by email.
Contact
DESIGNFLARE LLC, United States
manager.dispatchsam@gmail.com