Privacy Policy

1. Who we are & our data-controller roles

Yard Ledger provides dealership inventory accounting, debtor management and hire-purchase tracking software to motor vehicle yards in Kenya and internationally.

• When we act as a data controller: we are the controller for the registration details of dealership operators — names, login emails, mobile phone numbers, authentication credentials and subscription payment history.
• When we act as a data processor: for customer agreements, car buyers, debtor contact lists, next-of-kin records and vehicle sales contracts entered into the software, the yard owner or dealership is the data controller and Yard Ledger is the secure data processor, acting under the dealership’s instructions.

2. Information we collect

A. Account & profile data

• Full name and business email address, for authentication.
• Mobile phone number (normalised to the Kenyan format 2547XXXXXXXX), used for account verification and communications.
• Cryptographically hashed passwords and hashed optional quick-access PIN codes. Plaintext passwords and PINs are never stored or readable by anyone.

B. Dealership inventory & commercial records

• Vehicle details: registration plates, makes, models, model years.
• Financial attributes: landed costs, mechanical preparation, driver costs, broker commissions, asking prices and settled sale prices.
• Uploaded documentation: vehicle inspection photos, purchase agreements and sale agreements, compressed and stored securely.

C. Debtor & hire-purchase information

• Debtor name, identification or contact numbers, and guarantor or next-of-kin emergency phone contacts.
• Hire-purchase repayment schedules, instalment amounts, payment methods, transaction references and running balances.

D. Billing & payments

• Subscription payments are processed by PCI-DSS compliant third-party gateways (such as Paystack). Yard Ledger never processes, handles or stores card numbers or bank PINs.

E. Security & audit logging

• IP addresses, browser user agents and timestamps, recorded in immutable audit logs to protect your dealership against unauthorised changes and to track staff activity.

3. How we use your data

We process your data strictly for legitimate operational purposes:

• To calculate profit and loss statements and showroom valuations.
• To track debtor balances and generate payment reminders by SMS.
• To provide tamper-evident team audit logs for yard owners.
• To enforce authentication security, token rotation and screen PIN locks.

4. Multi-tenancy & row-level security

Every query made to the database executes with database-level PostgreSQL Row-Level Security (RLS) pinned to the authenticated yard’s tenant ID. This isolation means that even in the unlikely event of an application misconfiguration, the database itself refuses to return or modify rows belonging to another yard.

5. 30-day soft-deletion & permanent purge

You have control over your data, including the right to delete your yard or account at any time:

• 30-day window: when you delete your account or archive a yard, access is terminated immediately and sessions are revoked. Records remain soft-deleted for a 30-day grace period to guard against accidental deletion or business disputes.
• Self-service recovery: within those 30 days an owner can restore an account by signing back in, or restore an archived yard from yard settings.
• Permanent purge: after 30 days an automated scheduler permanently deletes the records. Database cascade rules destroy all associated vehicles, debtor agreements, photos, payment histories and membership records.

6. Your rights under the Kenya Data Protection Act

In accordance with Part IV of the Kenya Data Protection Act, 2019, you and your data subjects have the following rights:

• Access: view and inspect all personal information and yard records stored in your account.
• Rectification: edit and update your personal details, phone numbers or vehicle records.
• Portability & export: export complete backups and CSV reports of all inventory, debtors and payment registers.
• Erasure: delete your yard or account, with the automated 30-day purge described above.

7. Local storage, cookies & PWA

Yard Ledger uses browser localStorage and secure HTTP cookies strictly for essential functions: keeping your authenticated session, rotating refresh tokens, preserving your selected yard preferences, and caching app assets for offline reliability. We do not use advertising cookies, third-party analytics pixels or cross-site tracking technologies.

8. Contact & privacy inquiries

For questions about this policy, to submit a data subject access request, or if you have concerns about how your data is handled, contact our Privacy & Compliance Office: