Privacy Policy

1. Who We Are

KAIRO is a software-as-a-service platform for chauffeur and executive car operators, operated by Louis Herbert trading as KAIRO Engine, registered in England. KAIRO is a multi-tenant platform: each operator (a chauffeur business) is a separate tenant, and each tenant's data is isolated from every other tenant.

Data Controller: Louis Herbert, KAIRO Engine
Contact: support@kairoengine.com

Note on roles: for booking and operational data about an operator's passengers and clients, the operator is the data controller and KAIRO acts as a data processor on their behalf. For account, billing, and diagnostics data about app users (operators and drivers), KAIRO is the controller.

2. Who Uses the Apps

• KAIRO Operator/Dispatch app — used by dispatchers and operator staff to manage quotes, bookings, drivers, fleet, and invoices.
• KAIRO Driver app — used by chauffeurs to receive assigned jobs, navigate, update job status, capture proof of delivery, and submit expenses.
• Passengers and customers are not app users. They interact with KAIRO only via secure web links (e.g. quote, booking, payment, and live-tracking links) sent by the operator.

3. Data the Apps Collect

Account & identity data (both apps)

Your name, email address, phone number, and a user account identifier. This is used to sign you in, link you to your operator (tenant), and show your name to your dispatch team. Authentication is handled by Supabase.

Booking & operational data (both apps)

Job details your operator works with — passenger names, contact details, pickup and drop-off addresses, flight numbers, special instructions, pricing, and job status. The Operator app reads and edits this; the Driver app sees only the jobs assigned to that driver.

Precise location (Driver app only)

The Driver app collects precise GPS location, including in the background, only while a driver is on an active job (en route, arrived, or in progress). It is used to show the driver's live position and ETA to their own dispatch operator and, through the operator, to the relevant passenger. A persistent foreground-service notification is shown on the device whenever background tracking is active. No location is collected outside an active job, and the Operator app does not collect the device's own location.

Photos (Driver app only)

The Driver app uses the camera and photo library so a driver can capture a proof-of-delivery (POD) photo at the end of a job and photograph expense receipts for reimbursement. These images are uploaded to private, access-controlled storage and attached to the relevant job or expense. The Operator app does not use the camera or photo library.

Push notification token

When you allow notifications, we register an Expo push token and store it against your account so we can send you job alerts and operational notifications. The token is a device identifier used solely for delivering push notifications; it is deactivated when you sign out.

Messaging data

In-app messages between drivers and dispatch. Where an operator has enabled SMS or WhatsApp, those messages are sent by the operator's own backend (via Twilio) rather than from the app itself.

Crash reports & diagnostics

Both apps use Sentry to capture crash reports, error traces, and basic performance diagnostics so we can find and fix faults. Reports may include device model, operating-system version, app version, and a tenant identifier tag. We do not use this data for advertising.

App interaction & usage data

Basic, server-side records of how the apps are used (for example which actions succeed or fail) to operate and improve the service. We do not embed any third-party advertising or cross-app tracking SDK.

4. How We Use Your Data

• Signing you in and keeping your session secure.
• Dispatching jobs, navigating, and showing live driver positions and ETAs.
• Capturing proof of delivery and processing driver expense claims.
• Sending you push notifications about jobs and operational events.
• Generating invoices, quotes, and business insights for operators.
• Diagnosing crashes and errors, and improving reliability and performance.
• Protecting the platform against fraud and unauthorised access.

Our legal bases under UK GDPR are: performance of a contract (providing the service you or your operator signed up for), legitimate interests (security, diagnostics, and service improvement), legal obligations (e.g. tax records), and consent (device permissions such as location, camera, and notifications, which you can grant or revoke in your device settings).

5. Tracking & Advertising

We do not track you across other companies' apps or websites, and we do not use your data for third-party advertising. Neither app contains an advertising SDK, an advertising identifier (IDFA/AAID) collector, or an analytics SDK that shares data with advertisers. “Location” and “tracking” in the Driver app refer only to operational dispatch tracking by your own operator, not to advertising.

6. Third-Party Processors

We share data with the following service providers, solely to operate the apps:

We do not sell your data. We do not share one operator's data, client lists, or operational information with any other operator.

7. Data Retention

• Account & operational data — retained while the account is active. On account deletion, data is permanently deleted within 30 days.
• Location points — retained as part of the job record for the operator's reconciliation and audit needs; on-device queues are cleared once a job ends.
• POD photos & receipts — retained with the related job or expense for the operator's record-keeping and tax obligations.
• Crash & diagnostics data (Sentry) — retained for a limited period under Sentry's default retention and then deleted.
• Push tokens — deactivated on sign-out and removed when stale.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — correct inaccurate or incomplete data.
• Right to erasure — request deletion of your account and associated data.
• Right to data portability — export your data in a machine-readable format.
• Right to restrict or object — limit or object to certain processing.
• Right to withdraw consent — revoke device permissions (location, camera, notifications) at any time in your device settings.

Operators can delete their account from Settings → Delete Account on the web app at kairoengine.com. Drivers should contact their operator to be removed, or email support@kairoengine.com.

9. Data Security

All data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Session tokens on mobile are stored in the device's secure keystore. Row-level security isolates each operator's data. Access to production systems is restricted and logged.

10. International Transfers

Some processors may handle data outside the UK. Where this happens, we rely on appropriate safeguards such as UK adequacy decisions and Standard Contractual Clauses, in compliance with UK GDPR.

11. Children

KAIRO is a business-to-business service for professional operators and drivers and is not directed at anyone under 18. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated, and the “last updated” date above will always reflect the current version.

13. Contact & Complaints

For any privacy enquiry or to exercise your rights, contact support@kairoengine.com.

If you are not satisfied with our response, you may complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.