Privacy Policy

1. Who we are

VIT (Vehicle Income Tracker) is operated by Vehinc. This notice explains how we process personal information when you use the VIT web consoles, mobile app, and related APIs. For privacy requests contact support@vehinc.co.za.

2. POPIA and lawful processing

We process personal information in line with South Africa's Protection of Personal Information Act (POPIA) and, where applicable, other data-protection laws. Processing is typically necessary to:

• Provide fleet income, expense, maintenance, and admin services under a B2B contract
• Secure accounts (login, MFA, sessions)
• Operate GPS tracking and operational alerts where a tenant enables those modules
• Meet legal or regulatory obligations

Fleet operators (tenants) act as responsible parties for much of the driver and vehicle data they load into their tenant workspace; Vehinc hosts and processes that data to deliver the service.

3. Information we collect

4. How we use information

• Operate and secure the VIT platform
• Send operational emails and push alerts (reports, reminders, tracking, panic)
• Provide support when you contact us
• Improve reliability and prevent abuse
• Comply with law or lawful requests

5. Operators and processors

We use specialised providers to run the product. They only receive what is needed for their role:

• OneSignal — mobile push notifications (device / user identifiers)
• Google Firebase Crashlytics — crash reports from the mobile app (device model, app version, company and the error; never names, emails or phone numbers)
• Google Firebase Analytics — anonymous usage statistics from the mobile app (which screens and main features are used, the app mode and the company; never names, emails, phone numbers, amounts or locations). Users can turn it off in the app under Me > App > Share usage statistics
• SMTP / Mailgun — transactional and operational email delivery
• OpenStreetMap tile servers — map tiles on Live Tracking (your browser/IP may contact OSM when maps load)
• Google ML Kit — on-device OCR in the mobile app when scanning slips (processing stays on the device where possible)
• UserWay — optional accessibility widget when enabled for a deployment
• Hosting / infrastructure — servers and databases that store tenant data

We do not use third-party product-analytics or advertising pixels on the admin consoles.

6. Cookies

We use essential cookies (or equivalent) to keep you signed in and apply security settings. We do not use non-essential marketing cookies on the admin consoles.

7. Security and retention

We use encryption in transit, access controls, optional MFA, and tenant isolation. We retain information for as long as the tenant account needs the service and as required for legal, tax, or dispute purposes. Tenants control much of the day-to-day data lifecycle inside their workspace.

8. Your rights

Subject to POPIA and other applicable law, you may request access, correction, deletion, or restriction of personal information we hold, or object to certain processing. You may also lodge a complaint with the Information Regulator (South Africa).

To request deletion of your personal information, use our data deletion request form or email support@vehinc.co.za. We aim to respond within 30 days.

9. Children

VIT is a business fleet product for adult drivers and administrators. It is not directed at children under 18, and we do not knowingly collect children's data for marketing.

10. Changes

We may update this notice and will revise the "Last updated" date above. Material changes may also be communicated in-product or by email.

11. Contact

Vehinc — VIT support: support@vehinc.co.za. Help: https://vit-admin.vehinc.co.za/help.