Privacy & Data Protection Policy
At Ubuntu Logistics Ltd, your privacy, confidentiality, and data security are core to how we deliver seamless car hire, safari expeditions, and executive transport across Kenya and East Africa.
Key Principles of Our Privacy Policy
- ✓We never sell or rent your personal data to third parties.
- ✓Strict adherence to Kenya Data Protection Act 2019.
- ✓Secure processing of M-Pesa, card, and corporate payments.
- ✓Full control to access, rectify, or request deletion of data.
1. Introduction & Overview
Ubuntu Logistics Ltd ("Ubuntu Logistics", "we", "our", or "us") operates the transport, car hire, safari tours, and corporate shuttle logistics platform accessible via ubuntulogistics.co.ke, as well as our direct booking desks and mobile customer communication channels.
This Privacy Policy explains how we collect, store, utilize, share, and safeguard your personal data when you use our website, book car rentals, request airport transfers, contract corporate transport, or communicate with our operations dispatch team. This document is formulated in strict accordance with the Kenya Data Protection Act, 2019 and international data protection best practices.
2. Data Controller Details
Ubuntu Logistics Ltd is the designated Data Controller responsible for your personal data collected through our services.
Ubuntu Logistics Ltd
North Airport Road 18114-00200, Embakasi, Nairobi, Kenya
+254 728 798 580 / +254 728 798580
info@ubuntulogistics.co.ke / dpo@ubuntulogistics.co.ke
3. Information We Collect
Depending on the service you book (e.g. self-drive car hire vs. chauffeur-driven safari transfer), we may collect the following categories of information:
A. Identity & Contact Information
Full name, email address, telephone/WhatsApp contact number, nationality, residential address, and for vehicle rentals: national ID card copy or passport copy, and a valid driver's license copy.
B. Travel, Booking & Itinerary Data
Pick-up and drop-off locations, dates and times of travel, flight numbers (for airport transfers), selected vehicle category, passenger count, safari destination itineraries, and special accessibility requirements.
C. Payment & Transaction Records
M-Pesa transaction reference codes, bank transfer slips, corporate purchase orders, and billing addresses. Note: Credit/debit card numbers are processed directly through PCI-DSS Level 1 certified payment gateways and are never stored on our servers.
D. Technical, Usage & Location Data
IP address, device type, browser settings, operating system, and telemetry generated during active trips (such as GPS route tracking on Ubuntu Logistics fleet vehicles for passenger safety and fleet security).
4. How We Use Your Personal Data
We process your personal information strictly for legitimate business purposes:
- Booking Execution: Confirming reservations, assigning professional chauffeurs, coordinating airport pick-ups, and dispatching rental vehicles.
- 24/7 Operations Support: Sending SMS/WhatsApp booking reminders, driver details, vehicle plate numbers, and real-time flight delay tracking.
- Passenger Safety & Fleet Security: Monitoring fleet telematics, emergency roadside assistance, and verifying authorized driver credentials.
- Billing & Compliance: Issuing official tax invoices, processing M-Pesa/bank receipts, and complying with statutory record-keeping under the Kenya Revenue Authority (KRA).
- Customer Service & Feedback: Addressing inquiries, managing itinerary changes, and improving our transport fleet services.
5. Legal Basis for Processing
Under Section 30 of the Kenya Data Protection Act 2019, our legal bases for processing your data include:
6. Third-Party Disclosures
Ubuntu Logistics Ltd does not sell, rent, or trade your personal data. We only disclose information to trusted third parties under strict confidentiality agreements:
- Assigned Drivers & Chauffeurs: Provided with passenger name, pick-up location, and contact phone number to fulfill the journey.
- National Park & Conservancy Authorities: (e.g. Kenya Wildlife Service - KWS) for park entry permits, passenger manifest clearances, and safari booking validation.
- Payment Processors & Banks: Safaricom M-Pesa, commercial banks, and card acquiring partners to authorize and clear payments.
- Law Enforcement & Regulators: When required by Kenyan court orders, the National Transport and Safety Authority (NTSA), or statutory investigations.
7. Regional & Cross-Border Data Transfers
For cross-border safari itineraries spanning Tanzania, Uganda, or Rwanda, passenger manifest data (names, passport numbers, visa status) may be shared with customs, border control authorities, and licensed regional partner operators to ensure lawful border crossing and COMESA vehicle insurance clearance.
8. Data Security & Storage
We implement robust technical and organizational measures to safeguard your personal data:
9. Retention Periods
We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is mandated by Kenyan commercial, insurance, or tax regulations (e.g. 7 years for financial and invoice records under KRA rules). Rental agreements and driver license copies are archived securely and purged according to our data lifecycle schedules.
10. Your Rights Under the Kenya Data Protection Act 2019
As a data subject, you hold fundamental statutory rights under Kenyan law:
• Right to be Informed: To know what personal data is collected and why.
• Right of Access: To request a copy of the personal data we hold about you.
• Right to Rectification: To request immediate correction of inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): To request deletion of your personal data where retention is no longer legally justified.
• Right to Object / Restrict Processing: To object to direct marketing or certain forms of processing.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) Kenya (www.odpc.go.ke).
12. Contact & Data Protection Officer
If you have inquiries, complaints, or wish to exercise any of your statutory data rights, please contact our Data Protection Officer:
Ubuntu Logistics Ltd - DPO Office
Email: dpo@ubuntulogistics.co.ke or info@ubuntulogistics.co.ke
Telephone: +254 728 798 580 / +254 728 798580
Physical Address: North Airport Road 18114-00200, Embakasi, Nairobi, Kenya
We respond to all formal data protection requests within thirty (30) calendar days as required by law.