Car Rental Privacy Policy

Effective Date: October 6, 2024

 

C-AFRICA Car Rental Service (“we,” “our,” or “us”) values your trust and privacy. This Privacy Policy explains how we collect, use, share, and safeguard your data when you interact with us as a renter. By using our services, you agree to the practices described in this policy. The policy is designed to comply with global data protection regulations and will be updated periodically to ensure compliance with relevant laws.

 

1. Company Information

We believe in transparency and making it easy for our customers to understand who we are and how to reach us. Here is essential information about our company:

 

• Company Name: C-AFRICA Car Rental Service

 

• Website: Our website is available at https://c-africa.com, where you can browse our services and vehicles, make bookings, and access information about our operations.

 

• Company Overview: Detailed information about our business, vision, and mission can be found at https://C-AFRICA.com/about-us. This section explains our experience in the car rental industry and our commitment to providing excellent customer service.

 

• Contact Information:

 

• Email: You can reach us via email at privacy@c-africa.com for inquiries about our services, policies, or your data.

 

• Phone: For immediate assistance or more urgent matters, call us at +255 747 778889.

 

• Office Address: Our headquarters are located at C-AFRICA Plot no 30, Nyerere Road, Kinyerezi. This is where you can visit us in person or send any official correspondence.

 

We strive to be accessible and transparent in all communications, ensuring that you can contact us easily whenever you need assistance.

 

2. Information We Collect

We are committed to respecting your privacy and collecting only the data necessary for the efficient operation of our services. We collect two types of information:

 

A. Personal Data

Personal data refers to any information that identifies or could be used to identify you. This includes:

 

• Full Name: We need your full legal name for identity verification and to prepare the rental contract.

 

• Contact Information: We collect your email address, phone number, and residential address to communicate with you during the rental process and for post-rental services.

 

• Driver’s License Details: Since we are renting out vehicles, we require your driver’s license details to verify that you are legally permitted to drive.

 

• Passport or National ID Number: In some instances, such as international rentals, we may request additional identification to comply with local laws or internal policies.

 

• Payment Information: To process your payments, we collect your credit card, debit card, or bank account details. These are securely transmitted to our payment processors and are not stored on our servers.

 

B. Vehicle Data

In addition to your personal information, we also collect data about the vehicles you rent from us. This includes:

 

• Vehicle Make and Model: To ensure accurate records of the vehicles you rent.

 

• Registration Number: For tracking and managing the vehicles in our fleet.

 

• Vehicle Condition: Before and after each rental period, we document the condition of the vehicle (including mileage, fuel levels, and any existing damages) to prevent disputes.

 

• GPS Tracking Information: In some cases, for security and safety purposes, vehicles may be equipped with GPS tracking devices. This helps us locate vehicles in case of theft or emergency.

 

C. Transaction Data

We also collect information related to your rental transactions:

 

• Rental Agreement Details: This includes the rental period, any additional services, and fees.

 

• Payment History: To maintain accurate billing records and ensure prompt invoicing for services rendered.

 

• Accident Information: In the unfortunate event of an accident, we may collect additional information to process insurance claims or legal matters, including details about the accident, the condition of the vehicle post-accident, and any related police or legal reports. Even if you haven’t personally been involved in an accident while renting with us, this section is included to clarify that we collect this information when necessary to ensure compliance with insurance and legal requirements.

 

We only collect the necessary personal data for specific purposes, and we will inform you of any optional data collection. You have the right to refuse, although it may limit the services we can provide.

 

3. Purpose of Data Collection

We collect and process your personal information for the following specific purposes:

 

• Rental Agreement Fulfillment: The primary reason for collecting your data is to enter into a rental agreement with you. We need your details to verify your identity, confirm your eligibility, and ensure that the terms of the rental contract are fulfilled.

 

• Payment Processing: We use your payment details to process your transactions, including security deposits, rental fees, and any additional charges such as fuel costs or damages to the vehicle.

 

• Customer Service: Your contact information allows us to provide excellent customer service, answer your inquiries, provide updates on your rental, and handle any issues that arise during or after your rental period.

 

• Compliance with Legal Obligations: We are legally required to collect and retain certain data for regulatory and tax purposes. For example, we must keep records of rental agreements and payment transactions for a specified period to comply with local and international laws.

 

• Fraud Prevention and Security: To protect our fleet, we may track vehicle locations and monitor usage for security reasons. GPS data helps in preventing theft, recovering vehicles, and ensuring compliance with the rental terms.

 

Your data will only be processed for these purposes and under relevant legal bases. We do not use your data for unrelated purposes unless we obtain your explicit consent.

 

4. Legal Basis for Processing

The legal basis for processing your data depends on the nature of the interaction:

 

• Performance of a Contract: The primary legal basis is the performance of the rental contract between you and us. We need to collect and process your data to fulfil our contractual obligations to you, such as renting you a vehicle.

 

• Legitimate Interests: In some cases, we process your data based on our legitimate interests, which include ensuring the safety of our vehicles, improving our services, and preventing fraud. These interests do not override your fundamental rights and freedoms.

 

• Legal Compliance: We are legally obligated to retain and process certain personal data for regulatory and compliance purposes. For example, we must keep detailed records of transactions to comply with tax and legal obligations.

 

• Consent: Where applicable, we may ask for your consent to process your data for optional purposes, such as marketing communications. You have the right to withdraw your consent at any time without affecting the legality of prior processing.

 

5. Data Sharing and Disclosure

We take the confidentiality of your data seriously and only share it in limited circumstances:

 

• Service Providers: We may share your data with trusted third-party service providers who assist in the delivery of our services. These providers may include payment processors, vehicle maintenance services, insurance companies, and roadside assistance providers. Each provider is contractually bound to protect your data and use it only for the purposes specified by us.

 

• Law Enforcement and Regulatory Authorities: If required by law, we may disclose your data to government authorities, law enforcement agencies, or regulators. This could occur in the event of an investigation, legal dispute, or if we are compelled to do so by court order.

 

• Business Transfers: In the event of a business sale, merger, or reorganization, your data may be transferred to the new owners or business entities, provided they agree to adhere to the privacy standards outlined in this policy.

 

We do not sell your personal information to third parties for marketing or advertising purposes. Any data shared with third parties is done so under strict confidentiality agreements and is limited to what is necessary for the provision of services.

 

6. Rental Period and Fees

We provide flexible rental periods and straightforward pricing to meet your needs:

 

• Rental Period: The duration of the rental is agreed upon at the time of booking. Rental periods can be as short as a day or extended for several months, depending on your requirements and the vehicle’s availability. You are responsible for returning the vehicle at the end of the rental period unless an extension is agreed upon in writing.

 

• Rental Fees: Our standard rental fee is established at a monthly rate, which covers the use of the vehicle for the agreed rental period, under the terms of the rental agreement. Additional charges may apply for services such as vehicle delivery, fuel, tolls, and damages that exceed normal wear and tear. The total fees, including any potential additional charges, will be detailed in the rental agreement. The renter acknowledges and agrees that liability for damages, penalties, or other costs incurred during the rental period shall not be subject to any monetary limitation unless otherwise expressly agreed upon in writing.

 

We strive to offer competitive pricing and will communicate any changes to rental fees in advance.

 

7. Data Security

We are committed to protecting your data from unauthorized access, loss, or misuse. To ensure the security of your information, we implement several security measures, including:

 

• Encryption: All personal data transmitted between your device and our servers is encrypted using industry-standard SSL (Secure Socket Layer) technology.

 

• Secure Storage: Personal data is stored on secure servers that are protected by firewalls and monitored for suspicious activity.

 

• Access Control: Access to personal data is restricted to authorized employees, contractors, and service providers who need the information to perform their duties. These individuals are subject to strict confidentiality obligations.

 

While we take all reasonable steps to protect your data, no system is completely secure. We encourage you to take precautions, such as using secure passwords and avoiding sharing sensitive information over unsecured networks.

8. Data Retention

We retain your data only for as long as necessary to fulfil the purposes for which it was collected, or to comply with legal obligations. The retention periods are as follows:

 

• Rental Agreements and Transaction Records: We keep these records for 1 years to comply with tax, legal, and regulatory requirements.

 

• Payment Information: Payment details are retained only for the duration of the transaction and are not stored beyond that period, except as required by law for auditing purposes.

 

• Customer Inquiries: Any data related to customer inquiries or support requests will be kept for a reasonable period to ensure customer satisfaction and resolve any issues.

 

• Accident-Related Information: In the event of an accident during your rental period, we retain information such as accident reports, photographs, repair estimates, and insurance claims for 1 years. This data may be stored longer if required to:

 

• Comply with Legal Obligations: We may need to store accident-related data to meet legal or regulatory requirements.

 

• Insurance Requirements: Accident information may need to be retained for insurance purposes to manage claims or resolve disputes.

 

• Ongoing Legal Proceedings: If there are unresolved legal matters or disputes related to the accident, we will retain the data until they are fully resolved.

 

At the end of the retention period, we will securely delete or anonymize your data.

 

9. Your Rights

As a data subject, you have several rights regarding your data under applicable data protection laws, including:

 

• Right to Access: You can request a copy of the personal data we hold about you, including how it is being used.

 

• Right to Rectification: If you believe that any of your data is inaccurate or incomplete, you can request corrections.

 

• Right to Erasure: In certain circumstances, you may request that we delete your data. This could include situations where the data is no longer necessary for the purposes for which it was collected.

 

• Right to Restrict Processing: You have the right to request that we limit the processing of your data in certain circumstances, such as during a dispute about data accuracy.

 

• Right to Data Portability: You may request a copy of your data in a structured, commonly used, and machine-readable format to transfer it to another data controller.

 

• Right to Object: You have the right to object to our processing of your data based on legitimate interests or for direct marketing purposes.

 

To exercise any of these rights, please contact us at privacy@c-africa.com. We will respond to your request within the timeframe specified by applicable data protection laws.

 

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance user experience and collect information about your browsing habits. A cookie is a small file placed on your device to help us remember your preferences and understand how you interact with our site.

 

Types of Cookies:

• Necessary Cookies: These cookies are essential for the functioning of our website and cannot be disabled. They are used to manage your session and ensure the security of your interactions with our site.

 

• Functional Cookies: These cookies remember your preferences and improve your experience, such as remembering your language settings or log in details.

 

• Analytics Cookies: We use these cookies to gather information about how visitors use our site. This helps us identify areas for improvement and provide you with a better user experience.

 

You can manage or disable cookies through your browser settings, although some features of the website may not function correctly if cookies are disabled. For more information on how we use cookies, please refer to our Cookie Policy.

 

11. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Any changes will be posted on this page, along with the effective date. We encourage you to review the policy regularly to stay informed about how we are protecting your information. Significant changes will be communicated via email or through a notice on our website.

 

Last Updated: October 6, 2024

 

12. How to Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us using the following details:

 

• Email: privacy@c-africa.com
• Phone: +255 747 778889
• Mailing Address: P.O. Box 12370, Dar Es Salaam, Tanzania

We will be happy to assist you with any inquiries regarding your data or our privacy practices.