1. Who is responsible

IoTank is the service name used in this notice. The IoTank contracting entity shown in your order, invoice or subscription record is responsible for the relevant processing. Our role may be a data controller for account, security and service administration information, and a data processor when handling station information on a customer’s instructions. The role depends on the purpose and the parties’ agreement.

For privacy questions or requests, email support@iotank.co.ke. This is our privacy contact; contact details for any formally appointed Data Protection Officer will be provided if applicable. If your request concerns information held by your employer or another IoTank customer, we may refer it to that organization or coordinate with it before responding.

2. Information we may process

Account and business contacts: names, work email addresses, phone numbers, role, station or company details, account settings and authentication records.
Billing and subscription records: plan, invoices, transaction references, payment status and related correspondence. Payments may be handled by the payment provider shown at checkout; IoTank does not need your card security code or account password for support.
Station and equipment information: tank configuration, device identifiers, fuel level and temperature readings, delivery, shift, inventory, alert and reconciliation records. These records can identify a station and may be personal data when linked to a person.
Service and security activity: sign-in and session events, role and permission changes, audit records, approximate network or browser information where available, diagnostic details, and records needed to investigate errors or protect accounts.
Identity verification for invited administrators or staff: identity-verification status and, where the verification flow is used, information returned by the verification provider such as name, date of birth, age result and face-match result. Identity documents and face images may be collected and processed by the verification provider. Do not submit this information unless the flow requests it.
Support and AI interactions: messages, attachments and feedback you send to customer care or TankIQ, conversation context needed to answer, and technical usage information. Authorized support or operations personnel may review messages to respond, investigate a service issue or improve support. Do not include passwords, payment credentials, identity document numbers or other sensitive details in an AI prompt.
Voice input: if you choose browser voice recognition, the browser or its configured recognition provider may process audio to produce text. IoTank receives the recognized text when you submit it. Browser and provider practices are controlled by their own settings and notices.

We ask you to provide only information that is accurate and reasonably necessary for the account or feature. If you submit information about employees, contractors, suppliers or other people, you are responsible for having authority to provide it and for giving them any notice required for your use of the service.

3. Why we use information

We use information to provide and secure accounts; receive and display device telemetry; generate alerts, reports and operational analysis; support billing and customer care; investigate incidents; prevent misuse; maintain and improve service reliability; and meet applicable legal obligations. We identify the appropriate legal basis for each purpose, which may include performing a contract, a legitimate interest, consent where appropriate, or a legal obligation. Consent is not used as a substitute for another basis where that basis applies.

For example, account and subscription information is used to set up and administer the service; telemetry and station records are used to provide monitoring and analysis; support conversations are used to answer requests; and security records are used to detect misuse and investigate incidents. Where processing relies on consent, you may withdraw it, although this will not affect processing already carried out or processing that has another lawful basis. Some features may not work if information essential to them is unavailable.

4. AI features and external providers

When you use TankIQ, the text you submit and relevant conversation context may be sent to the AI provider selected for that request, such as Groq, Google Gemini or DeepSeek. The provider processes that information to return a response. Provider retention, location and model-training practices depend on the provider’s applicable terms and the account configuration in effect when the request is made. We do not promise that a provider never retains prompts unless that has been confirmed for the applicable service and configuration.

AI responses can be incomplete or inaccurate. Verify operational, safety, financial and compliance decisions against source records and qualified human judgment.

Do not use an AI response alone to accuse or discipline a person, make a decision with a significant effect on someone, or take an emergency or safety-critical action. Treat the response as assistance for a human reviewer. Unless a specific feature notice says otherwise, TankIQ does not submit an answer to a regulator, place an order or change a station configuration on your behalf.

5. Service providers and sharing

We use service providers to operate the platform. Depending on the feature, these may include Supabase for database and authentication services; Google/Firebase services; Cloudflare Turnstile and Google reCAPTCHA for bot protection; Didit and Luxand for identity or face verification; AI inference providers; Paystack for payment processing; and email, SMS, hosting and monitoring providers.

We share information with a provider only as needed for its service, with personnel who need it for their work, with your organization where appropriate, or when disclosure is required or permitted by law. We do not sell personal data. Customers remain responsible for providing appropriate notices to their staff and other people whose information they submit to IoTank.

Provider names and functions may change as the service changes. Each provider may process information under its own terms and privacy notice, together with any contractual safeguards applicable to our use of it. We may also disclose relevant information to professional advisers, insurers, authorities or a successor in a business transaction where necessary and lawful. We do not authorize providers to use customer information for unrelated purposes through our instructions.

6. Biometrics and identity checks

Some administrator or staff verification flows may use a third-party identity or face-verification provider. Face images and biometric identifiers are sensitive information. We will use these flows only for the stated identity or account-security purpose, limit access, and retain provider identifiers and verification results only as needed for that purpose and applicable obligations. Provider-side image/template retention is governed by the provider’s terms and our configuration; ask us for the current details before completing verification. Contact us before completing a biometric check if you need to ask whether another verification method is available.

Before you submit identity or biometric information, review the explanation shown in that verification flow, including who conducts the check and what information is required. If you are acting for an organization, make sure the person being verified has received the required information and that the organization has authority and a lawful basis for initiating the check.

7. International processing

Some service providers may process or store information outside Kenya. Before a transfer, IoTank and the relevant customer (where applicable) should assess the applicable transfer requirements and safeguards, including contractual protections and provider security measures. Contact us for current provider and transfer information relevant to your account.

Processing locations can depend on the service, provider and configuration. Where a transfer is restricted or requires specific safeguards, we will handle it in accordance with applicable data-protection requirements. Ask us if you need information about a particular provider or transfer for your account.

8. Retention and deletion

We retain information only for as long as reasonably needed for the disclosed purposes, service relationship, security, dispute handling and applicable legal obligations. Different records have different retention periods. On termination or a valid request, data may be deleted or anonymized where appropriate; some records may need to be retained or restricted where law, legitimate claims, security or another lawful basis requires it. Backups and provider systems may take additional time to expire under their documented schedules.

You can submit an account deletion request from Settings or contact us at the address above. We will acknowledge and review the request, explain any applicable exceptions, and provide a status update. Submitting a request does not itself confirm that all data has been deleted.

For operational clarity, account profile data, billing records, telemetry, audit logs, support conversations, identity-verification results and backup copies can have different retention periods. We review these categories against their purpose and applicable obligations rather than applying one universal expiry date. Where deletion is appropriate, information may first be removed from active systems and later expire from protected backups and provider systems under their normal schedules.

9. Your choices and rights

Subject to applicable law and its conditions, you may ask to be informed about the use of your data, request access to or correction of personal data, object to processing, seek deletion of false or misleading information, request erasure or portability where available, and withdraw consent where processing relies on consent. You may also complain to the Office of the Data Protection Commissioner. The precise right and any exception depend on the request and applicable law.

Send requests to support@iotank.co.ke with “Privacy request” in the subject and enough information to identify the relevant account and data. Do not email passwords, identity documents or payment credentials. We may request proportionate evidence of identity or authority, ask for clarification, and coordinate with the customer that controls the relevant information. We will handle requests within applicable legal time limits and explain any refusal or limitation and the available complaint route.

10. Browser storage

IoTank uses browser storage, including local storage, for authentication persistence, preferences and service features. Authentication data may remain in the browser after a tab is closed; sign out on shared devices and clear site data when appropriate. Some third-party services may use cookies or similar technologies under their own notices. The cookie-preference panel does not currently enable optional analytics or marketing tracking on the client website.

Browser storage needed for login, security, saved preferences or a requested feature may be required for that feature to work. Closing the short storage notice does not remove required browser data or change your account settings. You can control or clear storage through your browser, but doing so may sign you out or reset local preferences.

11. Security and incidents

We use access controls, authentication, monitoring and other safeguards designed to protect information. No internet service can guarantee perfect security. If a personal-data breach occurs, we will assess it and take notification and mitigation steps required by applicable law. Please report suspected account compromise promptly using our privacy contact.

Customers also play a role in protecting their data: use individual accounts, assign only the permissions each person needs, remove access when roles change, keep devices and account credentials secure, and promptly tell us about suspected unauthorized access. If we need information to investigate an incident, we may ask the customer or affected user for relevant details. We will not ask for a password or payment security code.

12. Updates

We may update this notice when our processing or legal requirements change. We will publish the current version here and provide additional notice where required. Material changes will identify the new effective date.