Privacy Policy

Who we are

MotoDesk is a cloud system for vehicle dealerships, mainly in Kenya. A dealership uses it to manage vehicles, stock, sales, documents and day-to-day operations in one place.

Each dealership owns and controls the business data it enters into MotoDesk. For that data (vehicles, customers, sales, photos, documents) we act as the dealership's service provider and handle it only to provide the service. For the account details of a dealership's staff, and for people who visit our website or contact us, we decide how the data is used.

What data we hold

• Staff account details: name, work email, role, the dealership the person belongs to, and sign-in activity.
• Business records a dealership enters: vehicles, stock, imports, repairs, sales orders, payments and receipts, registration and handover records, and customer records.
• Photos and documents a dealership uploads, for example vehicle photos and vehicle paperwork.
• WhatsApp, if a dealership connects it: the WhatsApp connection details, the contact names and phone numbers used for stock updates, the messages sent and received through the connected number, and delivery records.
• GPS tracking, if a dealership connects a tracking account: device and location data from that account.
• Logs: sign-in and activity records, a record of important changes (who changed what and when), and records of emails we send for the dealership.
• Website visitors and enquiries: the details you submit when you request a free trial or contact us (name, work email, company, phone, country, number of users, how you heard about us), and the booking details if you book a demo.

We do not use advertising or analytics trackers on our website. When you sign in, the app keeps your session in your browser (cookies and local storage) so you stay signed in.

How we use data

• To provide and support the service for each dealership.
• To keep the service secure, find and fix problems, and prevent misuse.
• To send service messages such as account emails, documents a dealership asks us to send, and answers to enquiries.
• To meet legal obligations.

We do not sell personal data, and we do not use a dealership's business data for advertising.

Service providers that process data for us

We use these providers, and only for the purposes described:

• Supabase: database, sign-in and file storage. Our main database and file storage are hosted in Paris, France.
• Vercel: hosting of the web application.
• Resend: sending email.
• Green API: WhatsApp messaging, only for dealerships that connect WhatsApp.
• Anthropic: only for the optional automatic WhatsApp reply, and only when that reply is switched on for a connected WhatsApp number. When it is on, a customer's message and the matching vehicle details (such as make, model, colour, status and list price) are sent to generate the reply. A dealership can ask us to switch it off.
• Tramigo: vehicle GPS tracking, only for dealerships that connect a tracking account.
• Calendly: demo booking. The booking calendar loads only when you choose to book a demo.
• Google Fonts, ipapi.co and open.er-api.com: our home page loads fonts from Google, and asks ipapi.co and open.er-api.com (from your browser) for your approximate country and an exchange rate so prices can be shown in your local currency. These providers can see your IP address.

Social media connections

If a dealership chooses to connect a social media account (for example Facebook, Instagram or TikTok), we receive the account id, the page or profile name, and an access token that lets us act for that account.

Access tokens are stored on our servers only and are never shown in the browser. We use the connection only to publish the posts the dealership confirms. We do not read private messages, we do not sell this data, and the dealership can disconnect the account at any time. How to remove a connection and its data is described on our Data Deletion page.

Sharing and transfers

We share data only with the providers listed above, when the law requires it, or with a successor if the business is transferred. We do not share it for advertising.

MotoDesk is operated from the United States and uses providers in several countries, so data may be processed outside Kenya.

How long we keep data

We keep a dealership's data while its account is active and as long as needed to provide the service. When an account is closed or a valid deletion request is made, we delete the data as described on our Data Deletion page, except records we must keep by law.

How we protect data

• Each dealership's data is kept separate from other dealerships' data by access rules in our database.
• Inside a dealership, what a person can see and do depends on their role.
• Photos and files uploaded to MotoDesk are kept in cloud storage. Some of that storage can be opened by anyone who has the exact web address of a file, so a dealership should not share those addresses with people it does not trust.
• Staff passwords are handled by our sign-in provider and are not stored in readable form by us.
• Passwords and access tokens that connect other services (for example WhatsApp and GPS tracking) are kept on our servers and are not shown in the browser.
• Important changes are recorded in an audit log.
• The service is accessed over secure (HTTPS) connections.

No system is completely secure. If you think your account or data has been affected, contact us right away.

Your rights

Under the Kenya Data Protection Act, 2019, you have the right to be informed about how your data is used, to access it, to have it corrected, to object to its use, to have it deleted, and to receive a copy of it, in the cases the Act sets out.

To use these rights, email info@motodesk.app. If your data was entered by a dealership (for example you are a customer of a dealership), please also contact that dealership, because it decides how that data is used; we will help it respond. You also have the right to complain to the Office of the Data Protection Commissioner in Kenya.

Children

MotoDesk is a business service and is not intended for children.

Changes to this policy

We may update this policy. The date at the top shows when it last changed. If a change is significant, we will tell dealerships using the service.

Contact us

CoreMatrix Solutions LLC, 30 N Gould St Ste N, Sheridan, WY 82801, USA.

Email: info@motodesk.app