Privacy Policy

FleetMate (fleet.nursoftai.com) is operated by NurSoft AI, based in Kenya ("we", "us"). We are the data controller for the personal data described in this policy. You can reach us at no-reply@nursoftai.com.

We process personal data in accordance with the Kenya Data Protection Act, 2019 and the regulations made under it.

We collect only what the service needs to work:

• Account data — your name, email address, phone number and password credentials when you create a FleetMate account or are invited to a workspace.
• Workspace and organisation data — your fleet's name, members, roles and access settings, plus details of trucks, drivers and routes that workspace admins enter.
• Financial records — the expenses, income, trips, payroll and settlement entries your workspace records, which may reference named drivers and other staff.
• Receipt images — photos of receipts and supporting documents uploaded against expense entries.
• Lead enquiries — the name, contact details and fleet information you submit through the "Request information" form on our landing page.
• Technical data — the cookies described in section 6 and standard server logs (such as IP address and request time) kept for security and reliability.

FleetMate data — including account details, financial records and receipt images — is stored with Supabase in the European Union (AWS region eu-north-1, Stockholm, Sweden). Data is encrypted in transit, and access within our team is limited to what is needed to operate and support the service.

• To provide the service — bookkeeping, reporting and settlement views for your fleet.
• To authenticate you and keep your workspace secure.
• To respond to enquiries you send us, including landing-page lead requests.
• To provide support and investigate problems you report.
• To maintain, protect and improve the service, including debugging and abuse prevention.
• To meet legal obligations that apply to us.

We do not use your data for advertising, and we do not make automated decisions about you that have legal or similarly significant effects.

We never sell, rent or trade personal data. We share it only with the service providers in section 7, when you direct us to, or when the law requires it.

FleetMate uses only functional cookies:

• Session cookies — set when you sign in, so we know it is you on each request. Deleted or expired when your session ends.
• Theme cookie — remembers your display theme choice.

We do not set third-party advertising or tracking cookies. If we enable product analytics, we use a privacy-friendly, cookieless service (Plausible Analytics) that collects aggregate usage statistics without identifying individual visitors.

We rely on a small set of infrastructure providers to run FleetMate:

• Supabase — database, authentication and file storage (EU region, as above).
• Cloudflare — DNS, TLS and network security in front of the service.
• Hetzner — application hosting (EU data centres).
• Hostinger — domain and email infrastructure.

Each provider processes data only to provide its service to us. We will update this list if our providers change.

We keep your data for as long as your workspace account is active, because your bookkeeping records are the product.

You can delete your account yourself at any time — in the web app under Settings → Danger zone, and in the mobile app under Account → Delete account. Deletion takes effect immediately when you confirm it; there is no waiting period, and we cannot restore a deleted account afterwards. When you delete your account:

• your sign-in credentials are deleted, and your profile name and phone number are replaced with “Deleted user”;
• you are removed from every company workspace you belong to;
• any company where you were the only member is deleted outright, together with its trucks, drivers, expenses, trips, remittances and all uploaded receipt images;
• records you entered into companies that continue to operate — expenses, trips and the like — stay with that company, because they are its business records rather than yours; they are no longer linked to your name.

Two things deliberately survive, and we want to be plain about them. Company administrators keep an activity log of who did what in their workspace, and your email address remains in those entries so the record stays meaningful — this is the company’s audit trail, and we retain it for as long as that company exists. We also keep records longer where the law, our accounting obligations or an unresolved dispute require it.

If you only want to leave one company and keep your account, use Leave this company instead. Lead enquiries that do not become customers are deleted within 12 months.

Under the Kenya Data Protection Act, 2019 you have the right to:

• be told what personal data of yours we hold and how we use it;
• access a copy of your personal data;
• have inaccurate data corrected;
• have your data deleted, subject to legal retention requirements;
• object to or restrict certain processing.

To exercise any of these rights, email no-reply@nursoftai.com from the address linked to your account. We respond within the timelines set by law. You may also lodge a complaint with the Office of the Data Protection Commissioner of Kenya.

We protect your data with encryption in transit, role-based access controls inside each workspace, and infrastructure providers with strong security practices. No system is perfectly secure; if we become aware of a breach affecting your personal data we will notify you and the regulator as the law requires.

FleetMate is a business tool and is not directed at children. We do not knowingly collect personal data from anyone under 18.

If we change this policy we will update the effective date above and, for material changes, notify workspace admins by email or in the product before the change takes effect.

Questions about privacy at FleetMate? Email no-reply@nursoftai.com.