01Who we are and our role
Venus is a fleet management platform operated by Trackalways Africa (“we”, “us”). It provides vehicle tracking, fuel monitoring, video telematics, trip and dispatch management, school bus services, maintenance and reporting.
Organisations that subscribe to the platform (“customers”) decide which vehicles, devices, drivers and passengers are tracked and why. For that fleet data the customer is the data controller and we act as its data processor, processing the data only on the customer’s instructions and under our service agreement. We are the controller for account administration, billing, platform security and support records.
If you are a driver, passenger, student or parent whose data is in a customer’s account, please contact that organisation first about how it uses your data; we will help them respond.
02Data we process
| Category | Examples |
|---|---|
| Account and profile | Name, email, phone number, role, language and notification preferences, sign-in history |
| Vehicle and device | Registration, make and model, tracker identifiers (IMEI, SIM, ICCID), configuration, licences |
| Location and telemetry | GPS position, speed, heading, ignition, odometer, fuel level, temperature and other sensor readings, trips, stops, geofence and point-of-interest events |
| Driver and passenger | Driver name, licence details, RFID card identifiers, driving behaviour scores; for school bus services, student and guardian contact details and attendance |
| Video telematics | Dashcam event clips and live streams, ADAS/DMS event types, when a customer enables video |
| Operational records | Alerts, maintenance, fuel cards and refuels, dispatch jobs, proof of delivery, reports and exports |
| Security and audit | Audit logs of changes, IP address, device and browser information, security events |
| Support | Messages and attachments you send to our support team |
03How we use data
- Provide live tracking, playback, alerts, reports and the other features the customer has enabled
- Send notifications and automations the customer has configured (in-app, email, SMS, push)
- Secure, monitor, troubleshoot and improve the reliability of the platform
- Provide customer support and account administration, including licences and billing
- Meet contractual, legal and regulatory obligations
We do not sell personal data and we do not use fleet data for advertising.
04Legal basis
We process personal data in line with the Kenya Data Protection Act, 2019 and other laws that apply where our customers operate. Depending on the activity, the basis is performance of a contract with the customer, the customer’s or our legitimate interests (such as fleet safety, asset protection and platform security), compliance with a legal obligation, or consent where the law requires it, for example biometric attendance and optional AI data sharing.
Customers are responsible for having a lawful basis to track their vehicles and personnel and for informing drivers, passengers and other individuals as required by law.
05AI assistant and third-party processing
When you choose to use the Venus AI assistant, we process the information needed to answer your request. This can include the text you enter, voice recordings submitted for transcription, the resulting transcript, and relevant account, fleet, vehicle, trip, alert, telemetry and operational records available to your signed-in user. The app asks for your permission in the AI assistant before this information is shared with an AI provider.
We send this information through our authenticated API to OpenAI, L.L.C., which provides the language and speech-to-text models used by the assistant. OpenAI processes the information only to provide the requested AI response under our service arrangement and must provide protections consistent with this policy. We do not sell this information or use it for advertising.
- AI conversation messages and responses are stored in your account to provide chat history, continuity, auditing and security.
- You can stop future AI sharing by declining the in-app AI data-sharing request, and you can delete saved AI conversations using the assistant’s conversation controls.
- Microphone permission alone does not upload audio. Voice recordings are uploaded to OpenAI for transcription only when you choose to send a voice message. The AI response is spoken locally on your device; it is not uploaded as audio. The mobile app does not upload a selected photo to the AI provider unless a future version clearly says so and asks again.
06School bus biometric attendance (children’s data)
The Parent App offers an optional feature where a school bus uses fingerprint or face recognition at pickup and drop-off to mark a student’s attendance automatically. It is only ever enabled with the parent or guardian’s affirmative, per-child consent, given in the app before any biometric capture occurs.
- Biometric templates are encrypted and used only for attendance marking on the bus, never for any other purpose.
- Biometric data is never sold or shared with third parties.
- A parent or guardian can withdraw consent at any time from the app’s Profile screen, per child. Withdrawing only turns off fingerprint or face capture for that child; the child can still ride and be marked present by RFID card or manual attendance.
- Declining or withdrawing consent has no effect on a child’s ability to use the school bus service.
- Biometric data is kept only while the consenting parent or guardian’s account remains active with this feature enabled, and is deleted when consent is withdrawn or the account is closed.
08International transfers
Some service providers process data outside Kenya. Where that happens we use providers that offer appropriate safeguards, such as contractual protections, as required by the Kenya Data Protection Act, 2019 and its regulations.
09Retention
We keep data for as long as the customer’s subscription is active and as configured by the customer, then delete or anonymise it within a reasonable period unless the law requires us to keep it longer. High-volume telemetry and video clips are kept according to the retention period on the customer’s plan or settings. Audit and billing records are kept as long as needed for security, accounting and legal purposes.
10Security
- Encryption in transit (HTTPS/TLS) for the web app, mobile apps and APIs
- Role-based access control and isolation between customer accounts
- Audit logging of administrative actions and access to sensitive features
- Backups, monitoring and controlled access to production systems
No system is completely secure. If we become aware of a personal data breach affecting your data we will notify the customer and the relevant authorities as the law requires.
11Your rights
Subject to the law, you have the right to be informed about how your data is used, to access it, to have inaccurate data corrected, to have data deleted, to object to or restrict certain processing, to data portability, and to withdraw consent where processing is based on consent.
Where a customer controls your data we will pass your request to them and help them respond. You can also complain to the Office of the Data Protection Commissioner (Kenya) or the data protection authority in your country.
13Children
The platform is intended for organisations and their staff. Student data in school bus services is provided by the school or transport operator and parents or guardians, and is used only to run that service, including the consent-based biometric feature described above.
14Changes to this policy
We may update this policy as the platform or the law changes. We will post the new version here with a new effective date and, for significant changes, notify customer administrators in advance.
15Contact
For privacy questions or requests, contact