Privacy Policy

This Privacy Policy explains how DasherOS LLC ("DasherOS," "we," "us," or "our") handles information when you use our websites, software products, customer-configured portals, support channels, and related services.

It covers DasherOS-operated services and information we process to deliver solutions for participating businesses, schools, clinics, fleet operators, PTOs, and other customers. DasherHQ, custom intranets and business portals, workflow automation, website development, and DasherOS Notary Services are also included when they link to this policy.

Organizations using our services may independently decide what information is requested, which features are enabled, and who may access submitted records. Their policies, applicable agreements, and laws may also apply. This notice does not replace a healthcare provider's patient privacy notice, a school's student-records notice, or independent providers' privacy policies, such as those of Google, Stripe, and BlueNotary.

Some products have additional privacy information, including the VisitFLOW Privacy Policy.

Different services collect and process different categories of information. The examples below depend on the features enabled by the organization using the service.

SecureVault — credential and access management

SecureVault may handle account identities, stored credential entries and usernames, website or application details, approved-user and role assignments, access activity, and security or audit records. Credentials should be entered only through designated vault workflows, never general public contact forms or ordinary email.

DashFORMS — forms and electronic signatures

DashFORMS may handle form answers, names and contact details, electronic signatures and initials, uploaded documents or images, recipient and approval information, submission status, timestamps, completed forms, and audit history. The form creator chooses which data fields are requested.

DashCLINICAL — clinical education and simulation

DashCLINICAL may handle student, faculty, instructor, preceptor, and administrator profiles; courses and cohorts; clinical placements, schedules and hours; attendance; grades, evaluations, compliance files, communications, and performance records. SIMLab Beta may process simulated case inputs, decisions, and educational feedback. Do not submit actual patient identifiers into simulated cases except in an expressly authorized, organization-approved workflow.

DashCHAT — messaging and support

DashCHAT may process messages, participants, attachments, conversation status, delivery or read information, notifications, and timestamps. Access is determined by workspace roles and configured permissions.

VisitFLOW — clinic preregistration and administrative workflows

VisitFLOW may process patient or parent/guardian information, demographic and contact information, visit requests, insurance and pharmacy details, staff sign-in information, registration status, and data needed for clinic-approved electronic health record (EHR) handoffs. Participating clinics remain responsible for their patient-facing notices and related workflows.

FleetPORTAL — fleet management and optional tracking

FleetPORTAL may handle company, driver, and vehicle profiles; qualification and compliance documents; inspections; training; safety events; assigned equipment; operational communications; and trip, device, or geographic location information where tracking features have been enabled.

Custom websites, intranets, and portals — including PTO and school websites

Custom sites may handle visitor inquiries, account details, form submissions, uploaded media, event information, website usage data, and content relevant to the customer project. School and PTO fundraising sites, such as Tiger Tribe/Tiger Trot, may display student names, classes, photos, fundraiser progress, donation records, and family share links, depending on how the site organizer configures the website. Published pages and share links may be accessible to people outside the school community.

Other DasherOS services, including DasherHQ operations, notary coordination, custom business portals, website development, software integrations, and support, may process information described in this policy as necessary for the service requested.

Information you provide directly

• Name, email address, telephone number, organization, and other contact information.
• Service-request details, appointment preferences, document category, number of signers, estimated number of notarizations, witness needs, city, ZIP code, county, and service-location information.
• Questions, notes, internal support requests, and other information you submit through a DasherOS form.
• Email messages, replies, comments, and other communications exchanged with DasherOS.
• Billing and transaction information needed to generate or track an invoice. Payment-card details are processed by the applicable payment platform and are not intended to be entered into DasherHQ request forms.

Google user data

When an authorized user connects or operates DasherHQ through Google Workspace or Google APIs, the application may access the following Google user data, depending on the permissions granted:

• The authorized user's Google email address and basic account identity.
• Google Sheets data used to store, retrieve, organize, and update service requests, workflow statuses, comments, appointment information, and communication records.
• Gmail message information needed to send emails, associate messages with a request, identify requester replies, and display communication history.
• Relevant Gmail message content and metadata, including the sender, recipient, subject, message body, timestamps, thread identifiers, message identifiers, labels, and read or unread status.
• Gmail sending aliases used to send authorized communications from an approved DasherOS email address.

Operational information

• Request numbers, submission dates, workflow statuses, assigned users, follow-up dates, and appointment dates.
• Audit information such as the date a request was updated, the authorized user who performed the update, email-delivery status, and reply-review status.
• Technical information generated by our hosting, Google Workspace, Google Sites, Apps Script, or security providers as part of normal service operation.

Information from accounts, features, and technical activity

• User account identifiers, role assignments, organization memberships, and authentication or security events.
• Product records submitted by authorized users, such as messages, forms, uploaded documents, education or clinical workflow data, driver and vehicle information, photos, and other content requested by the customer.
• Browser, IP address, device, session, error, activity, and diagnostic data; cookies and similar technologies where used.
• Trip or precise device location data only where applicable product tracking is enabled and relevant device permissions allow it.

Not every product collects all these categories; information varies by feature, organization configuration, and usage.

DasherOS may use collected information to:

• Receive, review, organize, and respond to service requests.
• Verify contact details and communicate with requesters.
• Schedule online or in-person appointments.
• Create, send, and track service-related emails and replies.
• Detect when a requester responds and alert an authorized DasherHQ user that a response requires review.
• Maintain a communication history associated with a request.
• Prepare, send, and monitor invoices when applicable.
• Provide online-notary coordination through BlueNotary when that service is selected.
• Protect the security and integrity of DasherOS systems.
• Diagnose errors, prevent misuse, and improve application functionality.
• Maintain business, tax, accounting, audit, and compliance records.
• Comply with legal obligations and respond to lawful government requests.

Depending on the service, information is also used for secure sign-in and role permissions, credential access, forms and signatures, messaging, student and simulation workflows, clinic preregistration and approved EHR handoffs, fleet compliance and enabled trip tracking, customer websites, fundraising activities, customer support, and integrations the customer requests.

When we provide a portal or service for a school, clinic, business, fleet operator, PTO, or another organization, that organization generally determines what its users submit, the purposes for collecting it, who may access it, and applicable organizational retention requirements. DasherOS may process that information to provide, secure, maintain, and support the contracted service.

Healthcare information: VisitFLOW may handle sensitive patient and insurance information in a clinic's workflow. The participating healthcare organization is responsible for its clinical services and its patient privacy notice. Applicable HIPAA obligations, where relevant, are governed by law and required agreements; this policy is not a substitute for those documents.

Education records: DashCLINICAL may contain student grades, attendance, evaluations, and compliance records. Participating schools determine authorized access and their responsibilities under applicable rules, including FERPA where relevant.

Driver and employee information: Employers and fleets control workforce settings, including whether location tracking is enabled and whether required workplace disclosures or permissions have been obtained.

School and PTO content: The school, PTO, or site organizer chooses what information and photographs may be published, what sharing settings are enabled, and what permissions are needed. Families may request review or removal of content through that organization or through DasherOS support.

We disclose information only when reasonably necessary to operate our services, fulfill a request, protect our systems, or comply with law.

Information in customer-operated services may be accessible to the customer organization and its authorized administrators or other users, depending on configured access. We may use hosting, security, storage, email, notification, and other technical providers to operate the selected services. Customer-approved integrations, such as EHR systems, educational or fleet services, and payment processors, may receive information needed to complete the requested workflow.

DasherHQ's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

Google user data is accessed only to provide or improve prominent, user-facing DasherHQ functions, including:

• Reading and updating the Google Sheets records used by the dashboard.
• Sending request-related emails through an authorized Gmail account or sending alias.
• Locating the Gmail conversation associated with a request.
• Identifying and displaying relevant requester replies.
• Updating reply alerts, message history, labels, and read-status information.

Human access to Google user data is restricted to authorized personnel when needed to provide support, respond to a requester, investigate a security or technical issue, comply with law, or operate the features requested by the authorized user.

Some DasherOS products use Google sign-in for basic account authentication without requesting Gmail or Drive content. For example, VisitFLOW staff sign-in may receive name, email address, and account identifiers to verify a user. Other Google API access, where offered by a separate feature, depends on the permissions specifically granted.

DasherOS retains personal information and Google user data only for as long as reasonably necessary to provide services, maintain request and communication history, resolve disputes, prevent fraud, meet accounting requirements, and satisfy applicable legal or regulatory obligations.

Retention periods may differ depending on the type of information, the status of the request, the applicable service, and legal requirements.

When information is no longer reasonably necessary, it may be deleted, anonymized, securely destroyed, or removed from active systems. Residual copies may remain temporarily in routine backups, logs, or archives until those systems are overwritten or expire.

A user may request access, correction, or deletion of personal information by contacting DasherOS through the contact method listed below. We may need to verify the requester's identity before completing the request. Some information may be retained when required by law or necessary for legitimate business records.

Where data is maintained for a customer organization, its instructions, agreed retention periods, and applicable law may also determine how long a record is kept. Patient, student, driver, or PTO-content requests may need to be handled by the clinic, school, employer, or site organizer that controls the record.

DasherOS uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

• Access-controlled Google Workspace accounts and authorized user permissions.
• Restricted access to internal DasherHQ dashboards and spreadsheets.
• Authentication and authorization through approved Google services.
• Limiting access to personnel who need the information to perform their assigned responsibilities.
• Use of secure APIs and service-provider platforms when transmitting information between systems.
• Audit information showing request updates, communications, reply reviews, and authorized-user activity.
• Separation of public request forms from internal administrative dashboard functions.
• Avoiding the collection of payment-card information, government identification images, Social Security numbers, or similarly sensitive data through public request forms.
• Periodic review of access permissions, connected services, application settings, and security practices.

No internet transmission or electronic storage method can be guaranteed to be completely secure. Users should not send identification documents, Social Security numbers, payment card numbers, or highly sensitive documents through ordinary email unless specifically directed to an approved secure platform.

Individual product safeguards and customer-configured permissions may vary. Public-facing site content may be visible more broadly when the organizer chooses to publish or share it. Security controls reduce risk but cannot guarantee absolute protection.

Customer-managed records

For access, correction, deletion, or privacy questions, contact info@dasheros.com. If the information is controlled by a participating clinic, school, business, employer, or PTO, we may redirect or coordinate your request with that organization. We may verify identity or authority before acting and may retain information where required by law or agreement. Additional privacy rights may apply based on your jurisdiction.

DasherHQ, SecureVault, and our general business administration services are not directed to children under 13. We do not knowingly ask children under 13 to submit information directly through those general business services.

However, schools and PTOs may operate websites or educational services built or supported by DasherOS that contain information about minors provided by parents, guardians, schools, or authorized organizers. Examples include student names, classes, photographs, event participation, and fundraising progress. School and PTO organizers should provide appropriate notices and obtain required permissions before collecting or making children's information publicly visible.

Public profiles and family-shareable fundraising links may expose posted names, photographs, and other visible content beyond the immediate school community. Parents and guardians with concerns about a child's information can contact the school/PTO organizer or info@dasheros.com with the page in question. Requests will be reviewed according to our role and applicable obligations.

Our websites and applications may use session cookies, local storage, access logs, or similar technologies for sign-in, security, preferences, and technical operation. Analytics or site measurement may be used where enabled. A customer-managed website may have additional technologies configured by its operator.

Where features integrate with third-party identity, payment, EHR, media, or other providers, those providers may have their own privacy policies. Browser and device settings may allow you to limit cookies, notifications, or optional location access, although some features require necessary storage or permissions.

DasherOS may update this Privacy Policy when our services, technology, legal obligations, or data-handling practices change.

The updated policy will be posted on this page with a revised effective date. When required, users will be provided with additional notice or asked to consent before information is used for a materially different purpose.