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Privacy Policy

Our commitment to your privacy and operational standards.

DISPATCH AND LOGISTICS POLICIES
Operational guidelines and compliance standards for WDP.

1. Communication Policy

Objective: Ensure all internal and external communications related to dispatch operations are accurate, traceable, and aligned with federal and corporate standards.

Scope: Applies to all dispatchers, drivers, logistics coordinators, and third-party agents involved in freight management and customer interaction.

Policy Details:

Clarity and Professionalism:

All communication must be conducted in a clear, respectful, and professional manner, regardless of the medium or urgency. Language should be direct, free of slang, and tailored for operational precision.

Authorized Channels:

The following platforms are deemed official and permitted:

  • Email (corporate domain only)
  • Phone Calls and Voicemail
  • Instant Messaging Apps (e.g., WhatsApp Business, Slack)
  • SMS and In-App Messaging (via approved dispatch software)
  • Social Media Direct Messaging (when used under verified business accounts)
Requisito de Documentación:

All critical instructions, load confirmations, and customer disputes must be followed up with written confirmation (preferably via email or dispatch software). Verbal-only approvals are considered non-binding unless documented.

Confidentiality and Legal Compliance:

Employees must maintain confidentiality as per the Electronic Communications Privacy Act (ECPA) and internal non-disclosure agreements.

2. Load Scheduling and Assignment Policy

Objective: To assign freight loads efficiently while maintaining regulatory compliance, driver well-being, and customer satisfaction.

Scope: This policy governs all load planning activities and applies to operations within and across state lines.

Policy Details:

Scheduling Criteria:
  • Driver Availability & Proximity
  • DOT Hours-of-Service (HOS) Compliance
  • Driver Qualifications
  • Equipment Readiness
  • Customer Time Windows
Prohibited Actions:
  • Assigning loads that exceed legal gross vehicle weight (GVW) or axle limitations as defined by the Federal Motor Carrier Safety Regulations (FMCSR).
  • Dispatching drivers who are non-compliant with mandatory rest or who exceed driving hours.
  • Reassigning active loads without proper cause or approval from management.
Technology Use:

All assignments must be managed through the company’s Transportation Management System (TMS). Manual or offline scheduling is strictly limited to emergency cases and must be logged.

3. Legal and Regulatory Compliance Policy

Objective: To ensure every dispatch operation adheres to federal, state, and local transportation laws.

Scope: Covers dispatch managers, carriers, owner-operators, and subcontractors operating under U.S. jurisdiction.

Policy Details:

Regulatory Frameworks:
  • U.S. Department of Transportation (DOT)
  • Federal Motor Carrier Safety Administration (FMCSA)
  • State DOTs and local traffic regulations
Minimum Compliance Requirements:
  • All drivers must possess an active Commercial Driver’s License (CDL) appropriate for the vehicle class.
  • Vehicles must have current DOT registration, insurance, and logbooks.
  • Electronic Logging Devices (ELDs) must be functional and updated, per FMCSA mandate.
Inspection and Audit Readiness:

Dispatch records and communications must be stored for a minimum of six months and readily available for audit.

4. Safety Policy

Objective: To maintain the highest standards of driver and cargo safety during all stages of the dispatch and transportation process.

Scope: Applicable to all employees, contractors, and third-party service providers handling freight under the company’s dispatch authority.

Policy Details:

Weather and Environmental Conditions:
  • Dispatch must be halted or rerouted in the event of severe weather alerts (e.g., hurricanes, snowstorms, floods) as per National Weather Service (NWS) alerts.
  • Drivers have the right to refuse a dispatch if road conditions are deemed unsafe.
Emergency Protocols:
  • Immediate incident reporting via phone and written confirmation.
  • Use of emergency communication channels and GPS panic alerts where applicable.
Safety Training:

All dispatchers and drivers must complete quarterly safety training, including HAZMAT, defensive driving, and emergency response.

5. Customer Service Policy

Objective: To ensure high customer satisfaction through proactive, respectful, and solution-oriented service delivery.

Scope: All client-facing personnel in logistics, dispatch, and support roles.

Policy Details:

Response Time:
  • General inquiries: within 4 hours
  • Load updates: real-time or within 15 minutes
  • Complaints: acknowledged within 24 hours and resolved within 48 hours
Documentation of Interactions:

Every customer concern must be logged into the CRM or TMS with timestamp, responsible agent, and resolution status.

Dispute Resolution:
  • First contact: Dispatch team
  • Escalation: Logistics supervisor
  • Final step: Compliance officer or legal counsel if needed
Language & Tone:

All messages must avoid discriminatory, sarcastic, or emotionally charged language. Compliance with the Equal Credit Opportunity Act (ECOA) and Title VII of the Civil Rights Act is mandatory.

6. Documentation and Reporting Policy

Objective: To establish a standardized, auditable, and legally compliant record of all dispatch and logistics activities.

Scope: All drivers, dispatchers, logistics coordinators, and administrative staff.

Policy Details:

Mandatory Documentation Includes:
  • Load Confirmation Sheets
  • Rate Confirmations (RC)
  • Proof of Delivery (POD)
  • Time Logs (manual or ELD-based)
  • Dispatch Instructions and Deviations
  • Incident Reports
Reporting Frequency:
  • Daily Logs: Submitted by drivers and dispatchers at end of shift.
  • Weekly Summary Reports: Compiled by logistics supervisors.
  • Monthly Compliance Reports: Reviewed by management and retained for audit.
Format and Submission:

Reports must be submitted electronically via approved platforms. PDF, DOCX, or TMS-native formats are acceptable.

7. Ethics and Professional Conduct Policy

Objective: To promote a workplace culture rooted in honesty, accountability, and mutual respect.

Scope: Applies to all employees, independent contractors, and representatives acting on behalf of the company.

Policy Details:

Prohibited Conduct:
  • Offering, soliciting, or accepting bribes or gratuities from customers or vendors.
  • Falsifying logs, documents, or delivery times.
  • Using derogatory, racist, or discriminatory language.
Mandatory Conduct:
  • Treat all clients and colleagues with professionalism and courtesy.
  • Respect client data confidentiality in accordance with the Gramm-Leach-Bliley Act (GLBA) and company NDA.
  • Report observed violations to HR or compliance departments immediately.
Disciplinary Action:

Violations may result in suspension, termination, or legal prosecution depending on severity.

8. Technology Usage Policy

Objective: To ensure efficient, secure, and traceable use of company technology in all dispatch operations.

Scope: All personnel using internal platforms, mobile applications, or dispatch hardware.

Policy Details:

Authorized Technology:
  • Transportation Management System (TMS)
  • Electronic Logging Devices (ELDs)
  • Company Email & Cloud Systems
  • Dash Cameras & GPS Tracking Systems
Restrictions:
  • Personal mobile phones must not be used to manage loads, dispatch instructions, or customer data.
  • Unlicensed software installations on dispatch workstations are forbidden.
  • Use of personal email or cloud storage for company files is prohibited.
Cybersecurity Standards:

All personnel must complete annual cybersecurity training and report suspicious activity immediately.

Under U.S. Jurisdiction