Privacy Policy

KITE Asset Live ("KITE", "we", "us") takes your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our web application, organization workspaces, signup flow, and related services for fleet monitoring, inspections, and workforce management.

Please read this policy carefully. If you use KITE on behalf of an organization, your administrator may also have internal policies that apply to you.

1. Who We Are and Your Organization's Role

KITE is a multi-tenant business software platform used by registered organizations.

For most employee, driver, and operational information entered into KITE, your organization is the responsible party (data controller) under applicable law. KITE processes that information on your organization's instructions to provide the service (data operator/processor). Organization administrators control user access, roles, and much of the data within their workspace.

This policy describes both information we collect about signup and billing contacts, and operational data we process on behalf of organizations.

2. Information We Collect

We collect information in the following categories:

Account and signup information: Company name, workspace URL (slug), administrator name, email address, mobile number, selected plan (free starter or paid), and signup status.

Organization and branch information: Business names, branch codes, depot and site addresses, contact names, emails, phone numbers, logos, and notes configured by authorized managers.

User and employee information: Full names, employee numbers, mobile phone numbers, application roles (for example driver, supervisor, manager), employment type, weekly hour limits, depot assignments, profile images where uploaded, active/inactive status, and sign-in activity. Organizations provide this data. Users sign in with mobile number or employee number verification within their workspace.

Fleet and operational data: Asset and truck identifiers, inspection checklist responses, mileage readings, breakdown reports and resolutions, planning and roster data, gate post-trip records, release passes, supervisor actions, audit logs, and related timestamps.

Photos and files: Images uploaded as inspection evidence, breakdown fix verification, organization branding, and other operational attachments stored in our cloud storage.

Workforce and time data (where enabled for your organization): Load plans, clock-in and clock-out records, biometric time-sheet files uploaded by your organization, parsed clock events, manual time entries, leave records, and hours analytics.

Device and usage information: Browser and device type, IP address, pages and features used, error reports, and server logs needed for security, troubleshooting, and service improvement.

Payment information: Paid subscriptions are completed through PayFast. Payment card and banking details are entered on PayFast's secure checkout pages. We receive payment status, billing references, and subscription metadata—not full payment card numbers.

3. How We Use Your Information

We use collected information to: - Provide, operate, and maintain KITE Asset Live and enabled modules - Authenticate users and enforce role-based access within each organization workspace - Process organization signups, free workspaces, and paid subscriptions - Store, display, and export fleet inspections, breakdowns, planning data, and workforce hours - Respond to enquiries and provide customer support - Improve reliability, security, and features of the platform - Comply with legal obligations and enforce our Terms of Use

We do not use employee or driver operational data for third-party advertising.

4. Information Sharing and Disclosure

We do not sell personal information such as names, email addresses, or phone numbers to third parties for their marketing purposes.

We may share information in the following circumstances: - Within your organization: Authorized managers, supervisors, and drivers see data according to their role and your organization's configuration. - With service partners: Cloud hosting, database, storage, and payment providers that help us operate KITE (see Section 5). - At your organization's direction: Exports, reports, PDFs, or share links that authorized users generate (for example release pass links you choose to copy or share via messaging apps on your device). - Legal requirements: When required by law, regulation, court order, or legal process. - Business transfers: In connection with a merger, acquisition, or sale of assets, subject to continued protection of personal information. - With your consent: For any other purpose you explicitly authorize.

We may use aggregated or de-identified statistics that cannot reasonably identify individuals for product analytics and service improvement.

5. Third-Party Services

KITE integrates with the following third-party services. Your data may be processed according to their privacy policies:

Supabase (Supabase Inc.) - Purpose: Database, authentication infrastructure, and file storage - Data processed: User accounts, organization data, inspections, photos, workforce records - Privacy policy: https://supabase.com/privacy

Render (Render Services, Inc.) - Purpose: Application hosting - Data processed: Request metadata and data transmitted while using the application - Privacy policy: https://render.com/privacy

PayFast (PayFast (Pty) Ltd) - Purpose: Subscription checkout and recurring billing for paid plans - Data processed: Billing name, email, payment method details (entered on PayFast), transaction references - Privacy policy: https://www.payfast.co.za/privacy-policy/

We use appropriate safeguards with subprocessors where applicable, including data processing agreements where required by law.

6. Data Retention

Retention depends on data type and your organization's use of KITE: - Active accounts: Data retained while the organization workspace remains active (free or paid). - Deleted accounts: Personal data deleted or anonymised within 30 days of a verified deletion request, subject to backup cycles and legal holds. - Inspection, fleet, and workforce records: Retained while the account is active according to your organization's operational needs and applicable law. - Payment and billing records: Retained for up to 7 years where required for South African tax and accounting law. - Server logs: Retained for a limited period for security and troubleshooting, then deleted or aggregated.

Organizations may request export or deletion subject to legal retention requirements.

7. Data Security

We implement technical and organisational measures designed to protect personal information, including encryption in transit, access controls, and regular security updates. No method of transmission or electronic storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Your Rights and Choices

Depending on your role and applicable law, you may have rights to access, correct, delete, object to processing, or request portability of personal information.

Employees and drivers should contact their organization administrator first for workforce, inspection, or fleet data held on their behalf.

Organization administrators and billing contacts may contact us at support@kiteasset.co.za for platform-level privacy requests.

You may sign out to end session cookies used for sign-in. Disabling essential cookies or storage may prevent use of the service.

9. Cookies and Similar Technologies

Our web application uses cookies and similar technologies for: - Session management and sign-in state - Security and fraud prevention - Remembering preferences where applicable

We do not use third-party advertising cookies in KITE Asset Live.

10. Third-Party Links and Checkout

The platform may link to or embed third-party services (for example PayFast checkout). We are not responsible for the privacy practices of external sites. Review their policies before providing information.

11. Children's Privacy

KITE is intended for lawful business use by adults. Organizations must ensure they have appropriate authority to register and manage information about their staff. We do not knowingly collect personal information from children under 18 for consumer marketing purposes.

12. International Data Transfers

Your information may be processed in countries other than South Africa, including the United States, where our infrastructure providers operate. We use appropriate safeguards such as standard contractual clauses and data processing agreements where required by law.

13. South African Privacy Rights (POPI Act)

If you are located in South Africa, you have rights under the Protection of Personal Information Act (POPI Act), including the right to access, correct, delete, and object to processing of personal information, and the right to lodge a complaint with the Information Regulator.

To exercise these rights, contact your organization administrator for operational data, or email support@kiteasset.co.za for platform-level requests.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the revised policy and update the published date shown on our website. Your continued use of KITE after changes are posted constitutes acceptance of the revised policy where permitted by law.

15. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Email: support@kiteasset.co.za

We aim to respond within 48 business hours.