FlemaNet is software that transport companies use to run their trucks, trips, fuel, repairs and money. We follow the Kenya Data Protection Act, 2019.
Who is responsible
Each transport company decides what goes into its FlemaNet account. For that data (its drivers, staff, customers and trips) the company is the data controller and FlemaNet is its data processor: we keep and process the data only to run the service for that company. For the details of the person who opens a company account, FlemaNet is the data controller.
What we keep
- Accounts: name, phone number, email address, role, and a scrambled (hashed) password or PIN. We never keep passwords or PINs in readable form.
- Driver details entered by the company: ID number, driving licence, emergency contact, guarantor and a photo.
- Work records: trips, odometer readings, fuel fills, repairs, money requests and expenses, with the photos taken for them (odometer, fuel pump, receipts, delivery notes).
- Time and place of each photo. When a driver takes a photo in the app, we store the time it was taken and the phone's location at that moment, if location is turned on. We do not track drivers between photos.
- Customers and suppliers entered by the company: names, phone numbers, KRA PINs, places.
- Demo requests from our home page: name, phone number, company and number of trucks. Used only to arrange and follow up the demo, and deleted when no longer needed for that.
- Login records: time, phone or email used and internet address, to stop people guessing passwords.
Why
- To run the service the company signed up for: planning trips, recording costs and checking that readings, fuel and receipts add up.
- To keep accounts safe (login limits, security records).
- To fix problems and answer support requests.
We do not sell personal data and we do not use it for advertising.
Who can see it
- People in the same company, according to their role. Drivers see their own trips and requests; they do not see other drivers' details or the company's money.
- No other company can see your company's data.
- FlemaNet staff, only when needed to support you or fix a fault.
- Our service providers, who keep the data for us under contract: the server (Hetzner, Germany), photo and backup storage (Cloudflare) and error reports (Sentry). Some of these are outside Kenya; we choose providers with strong data-protection safeguards. Error reports are set up to leave out personal details.
- Authorities, only when Kenyan law requires it.
How long we keep it
- As long as the company's account is open.
- When a company closes its account, we delete its data within 90 days, except financial records that Kenyan tax law requires to be kept (currently at least five years).
- Backups are kept for up to 12 months and then deleted.
Your rights
You may ask to see the data held about you, to correct it, to have it deleted, or to object to how it is used. If you are a driver or staff member, ask your company first, because they control their records. You can also write to us at privacy@flemanet.com. We answer within 14 days.
If you are not happy with our answer, you can complain to the Office of the Data Protection Commissioner.
How we protect it
- All connections are encrypted (HTTPS).
- Photos are kept in private storage and shown only to logged-in people of the same company.
- Every change to a business record is logged with who made it and when.
- The database is backed up every day to a separate location.
Changes
If we change this page in a way that matters, we tell company owners before the change takes effect.