Privacy Policy

1. What Information We Collect

We collect information that helps us provide, improve, and personalize our services:

1.1 Information You Give Us

• Account Info: Your name, email, phone number, company details, and password
• Business Info: Company name, address, tax ID, and industry type
• Payment Info: Billing details (processed securely through Paymongo)
• Fleet Data: Vehicle information, bookings, and rental operations
• Customer Data: Information about your renters (you're responsible for getting their consent)
• Communications: Messages, feedback, and support requests

1.2 Information We Collect Automatically

• Usage Data: How you interact with our platform
• Device Info: Browser type, operating system, and IP address
• Location Data: Approximate location based on your IP
• Cookies: Small files that help us remember your preferences

1.3 Information from Third Parties

• Integrations: Data from connected services like payment processors
• Public Sources: Information for verification purposes
• Business Partners: Data from referrals or affiliate programs

2. How We Use Your Information

We use your data to:

2.1 Provide and Improve Our Services

• Create and manage your account
• Process bookings and reservations
• Generate reports and analytics
• Personalize your experience
• Develop new features

2.2 Communicate With You

• Send service updates and security alerts
• Respond to your support requests
• Provide onboarding assistance
• Share relevant promotions (only with your consent)

2.3 Process Payments

• Handle subscriptions, invoices, and renewals
• Prevent fraud and unauthorized transactions
• Maintain financial records

2.4 Keep Things Secure

• Protect against fraud and abuse
• Comply with legal requirements
• Enforce our Terms of Service
• Ensure the safety of our users and platform

3. When We Share Your Information

We never sell your personal data. We only share it in these situations:

• Service Providers: Trusted partners who help us run our business (payment processors, cloud hosting, customer support). They're contractually obligated to protect your data.
• Business Partners: Only with your explicit consent for complementary services.
• Legal Requirements: When required by law, court order, or government regulation.
• Business Transfers: In case of a merger, acquisition, or sale (we'll notify you).
• Aggregated Data: Anonymous, non-identifiable data for research or analytics.

4. International Data Transfers

Your information may be processed in countries outside the Philippines where our service providers are located. We ensure appropriate safeguards are in place to protect your data during these transfers.

5. Cookies and Tracking

We use cookies to enhance your experience. Here's what they do:

• Essential: Keep the Service working properly
• Functional: Remember your preferences
• Analytics: Help us understand how you use our platform
• Marketing: Deliver relevant advertisements (with your consent)

You can manage cookies through your browser settings. Disabling them may affect some features.

6. How Long We Keep Your Data

• Active Accounts: We keep your data while your account is active
• Inactive Accounts: Up to 12 months after cancellation
• Legal Requirements: Longer retention as required by law
• Backups: Copies may remain in backup systems for a reasonable period

7. How We Protect Your Data

We take security seriously. Our measures include:

• 🔒 Encryption for data in transit and at rest
• 🏢 Secure data centers with restricted access
• 🔍 Regular security assessments
• 🛡️ Access controls and authentication
• 📚 Employee training on data protection
• 🚨 Incident response procedures for data breaches

While we strive to protect your information, no system is 100% secure. We'll promptly notify you of any data breach as required by law.

8. Your Rights and Choices

Under Philippine law (Data Privacy Act of 2012), you have these rights:

• Access: Request a copy of your personal data
• Correction: Update inaccurate or incomplete information
• Deletion: Request removal of your data (subject to legal exceptions)
• Restriction: Limit how we process your data
• Portability: Receive your data in a portable format
• Withdraw Consent: Opt out of data processing at any time
• Complaint: Lodge a complaint with the National Privacy Commission

How to Exercise Your Rights

Simply contact us at privacy@keyfleet.com. We'll verify your identity and respond promptly.

9. Children's Privacy

Our Service is not for children under 18. We don't knowingly collect their information. If we discover we have, we'll delete it immediately.

10. Third-Party Links

Our Service may link to third-party websites. This Privacy Policy doesn't apply to them. Please review their privacy policies before sharing any personal information.

11. Updates to This Policy

We may update this Privacy Policy periodically. We'll notify you of material changes by:

• Posting a notice on our platform
• Sending an email to your registered address
• Displaying a prominent notice within the Service

Your continued use after changes means you accept the updated policy.