Agri-Fleet Systems privacy policy

This privacy policy applies to AgriFSMobile, the Agri-Fleet Systems console, this website, and related services provided by Agri-Fleet Systems.

Agri-Fleet Systems provides operational fleet, fuel, telemetry, and agricultural recordkeeping tools. We are not a tax adviser, and this policy does not replace any agreement, service order, or legal notice that applies to a specific customer deployment.

By using our services, you acknowledge that we may process personal information, operational information, vehicle and machine data, and support information as described below.

We may collect account and contact information such as your name, company or farm name, email address, phone number, role, login credentials, and communication preferences.

We may collect information submitted through forms, support requests, demos, onboarding, training, sales communication, and customer administration workflows.

Customers and users may also enter operational records such as vehicle names, registration numbers, asset identifiers, operator names, fuel issues, field or route information, activity descriptions, notes, documents, and other records needed to operate the service.

When you use our app, website, or console, we may collect technical information including device type, device identifiers, IP address, browser type, operating system, app version, timestamps, log data, diagnostic events, crash reports, and information about how the service is used.

We may use cookies or similar technologies on our website and console to keep the service working, remember preferences, improve performance, understand usage, and protect accounts.

Where analytics or diagnostics are used, we aim to limit the information collected to what is reasonably needed to operate, secure, and improve the service.

Our services may process precise location information, GPS traces, vehicle and machine telemetry, fuel levels, engine hours, odometer readings, movement events, sensor readings, implement activity, geofence activity, alerts, and related operational data.

This information is used to provide location-based and operational features, including fleet tracking, fuel monitoring, exception handling, field activity records, reporting, and customer support.

Location and telemetry information may reveal sensitive operational patterns. Customers are responsible for ensuring that their authorised users, employees, contractors, and operators understand how the service is used in their business.

We use information to provide, maintain, secure, and improve our services; create and manage accounts; authenticate users; process customer requests; provide support; troubleshoot issues; send service notices; and generate operational records and reports.

We may use information to configure devices, integrate third-party telematics and fuel systems, monitor service reliability, detect misuse or security incidents, and comply with legal, regulatory, accounting, and contractual obligations.

We may use contact information to respond to enquiries and, where permitted, send product, service, or company updates. You can ask us to stop sending marketing communication.

We do not sell personal information. We may share information with authorised users within your organisation, service providers who help us run the service, integration providers selected or approved by a customer, professional advisers, and public authorities where required by law.

Service providers may include hosting, cloud infrastructure, analytics, diagnostics, error monitoring, communication, mapping, and operational technology providers. They are expected to process information only for the services they provide to us or to the customer.

We may disclose information if reasonably necessary to protect our rights, protect users or customers, investigate fraud or security issues, enforce agreements, respond to legal process, or complete a merger, acquisition, financing, or sale of business assets.

Our services may connect to or rely on third-party services such as Google Play Services, mapping providers, Sentry, cloud hosting providers, telematics platforms, device manufacturers, communication providers, and customer-selected integrations.

Third-party services have their own privacy notices and security practices. Where a customer connects an external system to Agri-Fleet Systems, that customer is responsible for confirming that the integration is appropriate for its users and business.

We may receive information from third-party platforms when needed to provide the service, such as device identifiers, telemetry events, location records, diagnostic information, or integration status.

Where privacy laws such as South Africa's Protection of Personal Information Act apply, we process personal information on appropriate grounds such as consent, contract performance, legitimate operational interests, legal obligations, or another lawful basis available under applicable law.

For business customers, the customer usually decides which users, vehicles, machines, operators, and operational records are added to the service. The customer is responsible for having a lawful basis to collect and share information with us and for giving required notices to its users, employees, contractors, and operators.

If we process information on behalf of a customer, we will use it to provide the agreed services and related support, subject to the customer agreement and applicable law.

We keep information for as long as reasonably needed to provide the service, support customer operations, meet legal or accounting obligations, resolve disputes, enforce agreements, maintain security, and preserve legitimate business records.

Retention periods may differ by data type. Operational records, audit trails, support records, billing records, diagnostic logs, and aggregated analytics may be kept for different periods depending on the service configuration and legal requirements.

When information is no longer needed, we will delete, de-identify, aggregate, or archive it where reasonably practicable, subject to legal, technical, security, and backup limitations.

We use reasonable administrative, technical, and organisational safeguards designed to protect information against unauthorised access, loss, misuse, alteration, or disclosure.

Security measures may include access controls, authentication, monitoring, logging, infrastructure controls, encryption where appropriate, least-privilege access, and operational procedures for support and incident response.

No system can be guaranteed completely secure. Users should protect their credentials, use strong passwords, limit account access to authorised people, and notify us promptly if they suspect unauthorised access.

Depending on applicable law and your relationship with us, you may have rights to access, correct, update, delete, object to, or restrict certain processing of personal information.

If your account is provided by your employer or another Agri-Fleet Systems customer, we may need to refer your request to that customer or handle it in line with the customer's instructions.

You may contact us to ask questions, update your information, request deletion of user-provided data, or raise a privacy concern. We may need to verify your identity before acting on a request.

Our service providers and infrastructure may process or store information in countries outside your country of residence or business operations.

Where information is transferred internationally, we take steps that are reasonably appropriate for the nature of the information, the service provider, and applicable legal requirements.

Our services are intended for business and agricultural operations and are not directed to children.

We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us so that we can review and take appropriate action.

We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or operating practices.

When we make material changes, we will take reasonable steps to notify users or customers, such as updating this page, changing the effective date, or providing direct notice where appropriate.