Privacy Policy

1. Who We Are

OTGSERVICES, LLC is a computer integrated systems design firm working within the professional, scientific and technical services sector. The company designs dispatch run boards, driver note systems, stop list desks, route window models, dispatch review rounds and handoff routines for yards, fleets and small offices across the United States. The developer responsible for building and maintaining this website is OTG Services, and the contact point for all privacy matters is the yard office at 3287 S 300 W, Washington - 84780-8349, United States (US).

When this policy refers to we, us or our, it means OTGSERVICES, LLC and the developer OTG Services acting on behalf of the company. When this policy refers to you, it means the individual visiting the website or communicating with us. The company is the controller of the personal information described in this policy, which means the company decides why and how that information is handled.

You can reach us by email at dispatch@otgservices.autos or by telephone at +18065420124 during the business hours listed on the contact page.

2. Scope of This Policy

This policy applies to personal information collected through the website at otgservices.autos, through email correspondence with the yard office, through telephone calls to the published number, and through any document or message that a prospective client or an active client shares with us during a project. It does not apply to information collected by third party websites that you may reach through a link from our website, and it does not apply to the internal systems that a client operates on its own premises.

Where we process information on behalf of a client as part of a delivery project, the client remains responsible for its own privacy notices and for the permissions it has obtained from the people whose information appears in those systems. In that setting we act as a processor and follow the written instructions of the client, together with any confidentiality agreement that the parties have signed.

This policy is not a contract and does not create contractual rights beyond those required by applicable law. The terms that govern the use of the website appear separately in our Terms of Service.

3. Information We Collect

We collect only the information that we need to answer your message, to prepare a proposal, to deliver a project or to keep an accurate business record. The categories of information we may collect include the following.

• Identity information such as your name, your job title and the name of the organization you represent.
• Contact information such as your email address, your telephone number and the postal address of your office or yard.
• Project information such as the description of your routes, your dispatch process, your current software and the problem you would like us to solve.
• Correspondence records such as the content of emails, contact form messages, meeting notes and written handoff briefs.
• Billing information such as an invoice reference, a purchase order number and, where necessary, the billing address of a client organization.
• Technical information such as the type of device, the browser version and the pages visited while you use the website.

We do not ask for and do not wish to receive sensitive categories of personal information, including medical records, government identification numbers, financial account passwords or the personal information of a client customer unless a specific project makes that data necessary and the parties have agreed on written safeguards in advance.

4. Automatic Technical Data

When you load a page on this website, our hosting environment records a small amount of technical data in order to serve the page and to keep the service reliable. This data generally includes the internet protocol address from which the request arrived, the date and time of the request, the page that was requested, the browser type and version, the referring page and the outcome of the request.

We use this technical data in aggregate to understand which pages are visited, to diagnose errors and to protect the website against abuse. We do not attempt to identify individual visitors from this data, and we do not combine it with the information you may send us through the contact form. The data is retained only for as long as the host requires for operational and security purposes.

Our website is a static informational site. It does not run advertising networks, behavioral tracking scripts or cross site profiling systems, and it does not sell technical data to anyone.

5. Information Sent Through Our Contact Form

The contact form on this website does not send your message to a database that we operate. When you press the submit button, the browser prepares an email message addressed to dispatch@otgservices.autos using your own email program. The message is delivered to us only when your email program sends it, and the copy that we receive is treated as ordinary business correspondence.

The fields on the form ask for your name, your email address, an optional subject line and your message. We use these details only to read and respond to your note. If you choose not to send the prepared message, no information reaches us at all. If your device does not have an email program configured, the form displays the recipient address and the telephone number so that you can contact us another way.

Please avoid including confidential credentials, access keys or sensitive personal information in a contact form message. If a project requires the exchange of confidential material, we will set up a secure channel and a written confidentiality agreement before any such material is shared.

6. Cookies and Local Storage

This website uses no advertising cookies and no analytics cookies that identify individual visitors. A small amount of browser storage may be used by the site scripts to remember whether the navigation menu is open during a visit. That storage exists only in your browser, is cleared when you close the tab or the browser, and is not transmitted to us.

If we later introduce a cookie that is necessary for a new feature, we will describe it in this policy and, where the law requires it, ask for your consent before the cookie is set. You can also control cookies through the settings of your browser, though blocking necessary cookies may affect how some parts of the website behave.

7. How We Use Information

We use personal information for the limited purposes described in this section. Each purpose is tied to a specific business need, and we do not repurpose information for unrelated activities without telling you first.

• To respond to a message that you send through the contact form, by email or by telephone.
• To prepare a proposal, a yard walk brief or a statement of work for a prospective client.
• To deliver, support and document a systems design project for an active client.
• To maintain accurate business records, invoices and project files.
• To keep the website secure, to diagnose faults and to improve the readability of our pages.
• To comply with legal, tax and accounting obligations that apply to the company.
• To protect the rights of the company, its clients and its staff if a dispute arises.

We do not use your information to send automated marketing sequences, and we do not place your name on a purchased list. If we ever send a project related update to a group of clients, the message will be written by a person and will include a simple way to ask us to stop sending such updates.

8. Legal Bases for Processing

Where privacy law requires a legal basis for processing, we rely on one or more of the following grounds. We rely on your consent when you choose to send us a message, when you subscribe to an update that we offer and when you agree to be contacted about a proposal. We rely on the performance of a contract when we deliver services that a client has engaged us to provide. We rely on our legitimate interests when we maintain the security of the website, protect our business records and improve our professional services, and we balance those interests against your rights and expectations. We rely on a legal obligation when we keep records for tax, accounting or regulatory purposes.

You may withdraw consent at any time by writing to dispatch@otgservices.autos. Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal, and it does not affect processing that relies on another legal basis.

9. How We Share Information

We do not sell personal information. We do not rent, trade or swap personal information with advertising companies. We share information only in the limited circumstances described below, and we share the smallest amount of information that the circumstance requires.

• With service providers who help us operate the website and run the business, as described in the next section.
• With a client organization when a prospective client and an active client are the same organization and the information is part of the project record.
• With professional advisers such as accountants, auditors and lawyers, where their advice requires the information.
• With a public authority when the law requires disclosure, when a valid legal request is received, or when disclosure is necessary to protect the safety of a person.
• With a successor organization if the business is merged, acquired or reorganized, provided that the successor agrees to honor this policy.

We will contest any request for information that appears to be excessive, unlawful or intended to identify a client customer unnecessarily, and we will inform the affected client where the law allows us to do so.

10. Service Providers and Vendors

Like most professional firms, we use a small set of vendors to keep the website online and the office running. These vendors may include a website hosting provider, an email service provider, a document storage provider and an accounting platform. Each vendor receives only the information needed to perform its function, and each vendor is bound by a contract that requires confidentiality and limits the use of the information to the service it provides to us.

We review our vendors from time to time for security and privacy fitness. If a vendor cannot meet our standards, we replace it. Where a vendor processes information outside the United States, we take reasonable steps to ensure that the transfer is covered by an appropriate legal mechanism and by contractual protections.

Our website is a static site with no third party advertising pixels, and no social media tracking script is embedded in any page.

11. Data Retention

We keep personal information only for as long as we need it for the purpose for which it was collected. The retention periods below are our general practice, and we may keep information longer where a legal obligation, an open dispute or a written client instruction requires it.

• Contact form and email inquiries that do not become a project are kept for up to twenty four months and then deleted.
• Proposal files and yard walk briefs that do not become a project are kept for up to three years.
• Project records for active and past clients are kept for seven years after the end of the engagement, in line with standard business record practice.
• Invoice and tax records are kept for the period required by applicable tax law.
• Technical logs on the hosting platform are kept for the short period required for security and diagnostics.

When a retention period ends, we delete the information or anonymize it so that it can no longer be linked to a person. Deletion may leave residual copies in encrypted backups for a short period before those backups are overwritten in the ordinary course of business.

12. Security Practices

We take reasonable technical and organizational steps to protect personal information against unauthorized access, loss, misuse and alteration. These steps include encrypted connections to the website, restricted accounts for staff members, access controls on document storage, regular software updates and a practice of keeping only the information that a project actually needs.

No system is perfectly secure, and no method of transmission over the internet is entirely free of risk. If we become aware of a security incident that affects personal information in our control, we will investigate promptly, take steps to contain the incident, and notify affected individuals and authorities where the law requires notification. We will also tell affected clients what happened in plain language, without minimizing the scope of the event.

Staff members who handle personal information receive guidance on confidentiality, on the correct handling of client files and on what to do if a message or device is lost. That guidance is reviewed when a new system is introduced.

13. International Transfers

OTGSERVICES, LLC is based in the United States, and the yard office at 3287 S 300 W, Washington - 84780-8349, United States (US) is the primary point at which personal information is handled. If you contact us from another country, your information will be transferred to and processed in the United States, where privacy laws may differ from the laws of your own country.

Where a client requires additional safeguards for a cross border transfer, we will work with that client to put an appropriate mechanism in place. That mechanism may include standard contractual clauses, a written data processing agreement or another recognized safeguard that suits the project. Requests for such arrangements should be sent to dispatch@otgservices.autos before the project begins so that the paperwork does not delay delivery.

14. Your Privacy Rights

Depending on where you live, you may have a set of rights over the personal information that we hold about you. We extend the following rights to every person who asks, regardless of location, subject only to legal limits and to our need to keep accurate business records.

• The right to ask whether we hold personal information about you and to receive a copy of it.
• The right to ask us to correct information that is inaccurate or incomplete.
• The right to ask us to delete information that we no longer need and are not required to keep.
• The right to ask us to restrict or object to certain processing.
• The right to receive information in a portable format where that is technically reasonable.
• The right to withdraw consent where processing relies on consent.
• The right to lodge a complaint with a supervisory authority in your jurisdiction.

To exercise a right, write to dispatch@otgservices.autos with the subject line Privacy Request and describe what you would like us to do. We may ask a small number of questions to confirm your identity before we act, because we do not want to release information to the wrong person. We respond within thirty days of a complete request and we do not charge a fee for a reasonable request.

We do not discriminate against anyone who exercises a privacy right. If you object to a marketing message that we send, we will stop sending it and we will keep your contact details on a simple suppression list so that the message is not repeated by mistake.

15. Privacy for Children

Our website and our services are intended for businesses and for adults acting in a professional capacity. We do not knowingly collect personal information from children under the age of sixteen. If you believe that a child has sent personal information to us, please write to dispatch@otgservices.autos and we will delete the information promptly.

A client system that we design may hold information about a client customer base, and in some sectors that base may include people of all ages. It is the responsibility of the client to ensure that its own systems and notices comply with the rules that apply to the customers it serves. We will support that effort where a project calls for it, but we do not design systems to collect information from children for marketing purposes.

16. Third Party Links and Tools

Our website may link to a third party website, such as a mapping service, a professional directory or a partner organization. When you follow such a link, you leave our website and become subject to the privacy policy of the site you reach. We are not responsible for the practices of a third party site, and we encourage you to read its privacy notice before sharing information there.

If a project requires the use of a third party tool, we will tell the client which tool is involved, what information it collects and whether the tool places cookies. The client always has the option to decline a third party tool and to ask us to propose an alternative that runs entirely within the client system.

17. Changes to This Policy

We review this policy at least once a year and we update it whenever a change in our practice or in the law requires a change in the text. When we make a material change, we will publish the new version on this page and update the effective date at the top. If the change significantly affects how we handle information that you have already sent to us, we will take reasonable steps to inform you directly.

The current version of the policy is always the one published on this page. Older versions are kept in the project record for seven years, and a copy can be requested by writing to dispatch@otgservices.autos. Continued use of the website after a change takes effect means that you accept the revised policy.

18. How to Contact Us

If you have a question about this policy, a request about your information or a concern about the way we have handled a message, please contact the yard office of OTGSERVICES, LLC. We would rather hear from you early than learn about a problem from a complaint.

We answer privacy questions during business hours and we aim to give a clear response rather than a formulaic one. If a question requires input from a vendor or from a client organization, we will tell you which party we need to consult and when we expect to reply. If you are not satisfied with our response, you may raise the matter with the supervisory authority in your jurisdiction or with the appropriate regulator in the United States.

This policy was written for the website of OTGSERVICES, LLC and was last updated on 3 November 2026. It is provided for the benefit of every visitor and every client, and it reflects the way the yard office at 3287 S 300 W actually works with information day to day.