How we look after your information

Who we are

Kairoo - Rental Operating System ("Kairoo", "we", "us") is a trading name of Charel Schreuder, a sole proprietor in South Africa. Kairoo provides booking and quoting software to rental companies.

• Email: hello@kairoo.co.za
• Phone and WhatsApp: +27 74 482 6321
• Physical address: Cape Town, South Africa

Our Information Officer under the Protection of Personal Information Act (POPIA) is Charel Schreuder, who can be reached at hello@kairoo.co.za.

Two different roles

This policy covers this website (kairoo.co.za), the Kairoo demo (kairoo.app/demo) and the Kairoo service (kairoo.app).

When you contact us, try the demo or become a customer, Kairoo decides how your information is used. In POPIA terms, we are the "responsible party".

When a rental company uses Kairoo for its own clients, that rental company decides how its clients' information is used and is the responsible party. Kairoo only stores and processes that information on the company's behalf, to run its quotes and bookings. In POPIA terms, Kairoo is the company's "operator". If you made an enquiry with a rental company that uses Kairoo, please contact that company about your information.

What we collect

• Walkthrough requests: your name, company, email address, phone number (optional), type of rental, number of vehicles and preferred times.
• Demo visitors: your name, email address, company, phone number and fleet size (optional), which parts of the demo you opened, and your browser type.
• Customers: the details of the company owner and staff who use Kairoo (name, email address, job title and access rights), company details and logo, and billing records.
• Messages: what you send us by email, phone or WhatsApp.
• Website statistics: we count visits with Cloudflare Web Analytics, which does not use cookies and does not build a profile of you. It shows us, for example, which pages are visited and from which country.

Card details are entered on the payment provider's own secure page (Paystack). Kairoo never sees or stores card numbers. Payment keys that a rental company connects to Kairoo are stored in a private, protected part of the database that only that company's owner can access.

Why we use it

• To answer your request and arrange a walkthrough.
• To give you access to the demo and to follow up on your visit, because you agreed to this on the demo form.
• To provide the Kairoo service, support you, and bill for it.
• To keep Kairoo secure and working properly.
• To meet our legal obligations, for example keeping financial records.

We only send marketing messages if you have agreed to receive them, and every such message lets you opt out. We never sell personal information.

Who we share it with

We use a small number of trusted service providers to run Kairoo. They may only use the information to provide their service to us:

• Supabase - database and server functions for the Kairoo service.
• Resend - sending emails such as quotes, payment requests and replies to your requests.
• Elitehost - hosting of the websites and our email mailbox.
• Cloudflare - domain management and visitor statistics.
• Paystack - payments made through payment links.

Some of these providers store or process information outside South Africa. When that happens, we rely on providers that are bound by data protection laws or agreements that give a level of protection similar to POPIA. We may also share information when the law requires it.

How long we keep it

• Walkthrough requests and demo visitors: up to 24 months after our last contact, unless you become a customer or ask us to delete it sooner.
• Customer accounts: for as long as the company uses Kairoo, plus the period the law requires for financial records.
• A rental company's client information: as instructed by that company. When a company stops using Kairoo, its information is kept for 90 days so it can be exported, and then deleted, unless the law requires us to keep it longer.

How we keep it safe

All pages use a secure (padlock) connection. Each rental company can only see its own information, staff only see the areas their owner allows, and sensitive settings such as payment keys are limited to the company owner. Access to the systems behind Kairoo is protected with strong passwords.

If we become aware of a security breach that affects your personal information, we will tell you and the Information Regulator as POPIA requires.

Your rights

You may ask us at any time to:

• tell you what personal information we hold about you;
• correct or update it;
• delete it, where we are not required to keep it;
• stop sending you marketing messages, or stop using your information where you previously gave consent.

Email hello@kairoo.co.za and we will respond within 30 days. If you are not happy with our answer, you may complain to the Information Regulator of South Africa: inforegulator.org.za.

Cookies and browser storage

This website does not use advertising or tracking cookies, so you won't see a cookie banner. The Kairoo service (kairoo.app) uses your browser's storage only for things it needs to work, such as keeping you signed in and remembering your details on the demo page.

Changes to this policy

We may update this policy from time to time. The latest version is always on this page, with the date it was last updated. If a change is important, we will let our customers know by email.