Data & trust

Privacy Policy

Last updated: 2026

1. Introduction

At ardena, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains in detail how we collect, use, store, and protect your data when you use our car rental platform in Kenya. This policy applies to all users of our services, including renters (clients) and vehicle owners (hosts).

This comprehensive privacy policy covers all aspects of data processing on our platform, including account creation, verification processes, booking transactions, communication, and ongoing service delivery. By using ardena, you agree to the collection and use of information in accordance with this policy.

3. How We Use Renter Information

3.1 Service Provision

  • Creating and managing your rental account
  • Processing rental bookings and payments
  • Providing location-based vehicle recommendations
  • Facilitating communication with vehicle hosts
  • Managing rental transactions and documentation

3.2 Identity Verification and Safety

  • Verifying your identity through official documents
  • Confirming driver's license validity and authenticity
  • Conducting background checks for platform safety
  • Preventing fraud and unauthorized account usage
  • Ensuring compliance with Kenyan transportation regulations

3.3 Communication and Support

  • Sending booking confirmations and reminders
  • Providing customer support and service updates
  • Facilitating secure messaging with hosts
  • Sending important safety and policy notifications
  • Handling emergency communications via secondary contacts

3.4 Platform Improvement and Personalization

  • Analyzing usage patterns to improve service quality
  • Personalizing vehicle recommendations based on preferences
  • Developing new features and services
  • Conducting research to enhance user experience
  • Optimizing platform performance and reliability

3.5 Legal and Regulatory Compliance

  • Complying with Kenyan data protection laws
  • Fulfilling tax reporting obligations using KRA PIN
  • Responding to legal requests and court orders
  • Cooperating with law enforcement agencies
  • Maintaining records as required by transportation authorities

5. Data Security and Protection

5.1 Technical Security Measures

  • Encryption: All data is encrypted using industry-standard protocols (SSL/TLS)
  • Secure Storage: Personal information stored in secure, access-controlled databases
  • Regular Security Audits: Periodic assessments of security measures
  • Firewall Protection: Network security to prevent unauthorized access
  • Intrusion Detection: Monitoring for suspicious activities

5.2 Organizational Security Measures

  • Access Controls: Only authorized personnel can access personal data
  • Employee Training: Regular privacy and security training for staff
  • Data Minimization: We collect only necessary information
  • Regular Reviews: Ongoing assessment of data handling practices
  • Incident Response Plan: Procedures for handling security breaches

5.3 Special Handling of Sensitive Data

  • ID Documents: Stored with enhanced security measures
  • Payment Information: Processed through PCI-compliant payment processors
  • Verification Images: Selfie images are not permanently stored after verification
  • Location Data: Used only for service provision and not shared unnecessarily

7. Your Rights as a Renter

7.1 Access Rights

  • Request a copy of all personal information we hold about you
  • View your complete profile and transaction history
  • Access verification status and documentation status
  • Review communication logs with hosts

7.2 Correction Rights

  • Update your personal profile information at any time
  • Correct inaccurate or outdated information
  • Update payment methods and billing information
  • Modify communication preferences and notification settings

7.3 Deletion Rights

  • Request deletion of your account and personal data
  • Remove specific information from your profile
  • Delete payment methods (subject to transaction completion)
  • Withdraw consent for specific data processing activities

7.4 Portability Rights

  • Request your data in a machine-readable format
  • Transfer your data to other service providers
  • Export your transaction and booking history

7.5 Objection Rights

  • Object to direct marketing communications
  • Restrict processing of specific data categories
  • Request human review of automated decisions

9. International Data Transfers

Your personal information is primarily stored and processed within Kenya. However, we may transfer data to international service providers for:

  • Cloud storage and processing services
  • Customer support platforms
  • Analytics and marketing services
  • Payment processing services

All international transfers are protected by appropriate safeguards including standard contractual clauses and compliance with applicable data protection laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will:

  • Post the updated policy on our website
  • Update the "Last updated" date
  • Notify active users via email for significant changes
  • Provide advance notice for material changes affecting your rights

Your continued use of our services after any changes indicates your acceptance of the updated policy.

13. Host Privacy Section

13.1 Information We Collect from Hosts (Vehicle Owners)

When you register as a host and list your vehicle on ardena, we collect comprehensive information to ensure safe and reliable service delivery:

13.1.1 Host Account Information

  • Full Legal Name: As appears on official identification documents
  • Email Address: Primary contact method and account identifier
  • Password: Encrypted credentials for account security
  • Mobile Number: Primary contact for communication and verification
  • Date of Birth: To confirm you meet minimum age requirements (18+)
  • Profile Photograph: For identity verification and renter recognition
  • Account Creation Date and IP Address: For security and fraud prevention

13.1.2 Official Documentation

For compliance with Kenyan regulations and platform security:

  • National ID Number: Kenyan national identification for identity verification
  • KRA PIN: Kenya Revenue Authority PIN for tax compliance and payment processing
  • Vehicle Ownership Documents: Logbook, registration certificate, insurance certificate
  • Driving License: Valid Kenyan driving license details

13.1.3 Vehicle Information

  • Vehicle Make, Model, and Year: Complete vehicle identification
  • Vehicle Registration Number: Official registration details
  • Vehicle Identification Number (VIN): Unique vehicle identifier
  • Vehicle Category: Car, SUV, van, truck, motorcycle classification
  • Transmission Type: Manual or automatic transmission
  • Fuel Type: Petrol, diesel, electric, hybrid
  • Seating Capacity: Number of passengers vehicle can accommodate
  • Vehicle Features: Air conditioning, music system, safety features, etc.
  • Vehicle Condition: Current condition and mileage information
  • Vehicle Photos: Exterior and interior images for renter viewing

13.1.4 Location and Availability

  • Vehicle Location: GPS coordinates and address where vehicle is parked/available
  • Service Area: Geographic areas where you offer vehicle rental
  • Availability Calendar: Dates and times when vehicle is available for rental
  • Pickup/Drop-off Locations: Preferred locations for vehicle handover

13.1.5 Pricing and Payment Information

  • Daily Rental Rates: Pricing per day for different rental periods
  • Security Deposit Amount: Required deposit for vehicle protection
  • Bank Account Details: Account number, bank name, branch for payments
  • M-Pesa Number: For mobile money payments and deposits
  • Payout Preferences: Preferred payment methods and frequency
  • Tax Information: KRA PIN for tax withholding and compliance

13.1.6 Insurance and Safety Information

  • Insurance Policy Details: Insurance provider, policy number, coverage limits
  • Vehicle Inspection Reports: Safety and roadworthiness certificates
  • Emergency Contact Information: Secondary contact for vehicle-related emergencies
  • Safety Features: Vehicle safety equipment and modifications

13.2 How We Use Host Information

13.2.1 Service Provision

  • Creating and managing your host account and vehicle listings
  • Processing rental bookings and payments from renters
  • Providing location-based vehicle visibility to potential renters
  • Facilitating communication between hosts and renters
  • Managing rental transactions and documentation

13.2.2 Payment Processing

  • Processing rental payments from renters to your accounts
  • Handling security deposits and refunds
  • Managing commission deductions and service fees
  • Facilitating bank transfers and M-Pesa payouts
  • Generating monthly payment statements and tax documents

13.2.3 Verification and Safety

  • Verifying your identity through official documents
  • Confirming vehicle ownership and registration status
  • Validating insurance coverage and roadworthiness
  • Conducting background checks for platform safety
  • Preventing fraud and unauthorized account usage
  • Ensuring compliance with Kenyan transportation regulations

13.2.4 Platform Improvement

  • Analyzing rental patterns to improve service quality
  • Optimizing vehicle visibility and booking rates
  • Developing new features for host management
  • Conducting research to enhance host experience
  • Providing insights on market trends and pricing

13.2.5 Legal and Regulatory Compliance

  • Complying with Kenyan data protection laws
  • Fulfilling tax reporting obligations using KRA PIN
  • Responding to legal requests and court orders
  • Cooperating with transportation authorities
  • Maintaining records as required by law

13.3 Host Information Sharing

13.3.1 Sharing with Renters

We share specific host information with verified renters after booking confirmation:

  • Your first name and profile picture
  • Vehicle make, model, and photos
  • Pickup location and general area
  • Verification status (verified/unverified)
  • Communication through our platform messaging system
  • Emergency contact information during active rentals

13.3.2 Third-Party Service Providers

  • Payment Processors: Secure payment processing to bank accounts and M-Pesa
  • Verification Services: Third-party document and vehicle verification
  • Insurance Partners: Insurance policy validation and claims processing
  • Communication Platforms: SMS and email delivery services
  • Analytics Providers: Website and app usage analytics
  • Cloud Storage Providers: Secure data storage and backup

13.3.3 Legal and Regulatory Sharing

  • Law enforcement agencies when required by law
  • Regulatory authorities for compliance purposes
  • Court orders and legal proceedings
  • Tax authorities using provided KRA PIN information
  • Transportation regulatory bodies
  • Insurance providers during claims processing

13.4 Host Data Security

13.4.1 Technical Security Measures

  • Encryption: All host data encrypted using industry-standard protocols (SSL/TLS)
  • Secure Storage: Host information stored in secure, access-controlled databases
  • Regular Security Audits: Periodic assessments of security measures
  • Firewall Protection: Network security to prevent unauthorized access
  • Intrusion Detection: Monitoring for suspicious activities

13.4.2 Organizational Security Measures

  • Access Controls: Only authorized personnel can access host data
  • Employee Training: Regular privacy and security training for staff
  • Data Minimization: We collect only necessary host information
  • Regular Reviews: Ongoing assessment of data handling practices
  • Incident Response Plan: Procedures for handling security breaches

13.4.3 Special Handling of Sensitive Host Data

  • Bank Account Information: Stored with enhanced security and encryption
  • Vehicle Documents: Protected with additional security layers
  • Insurance Information: Processed through secure channels
  • Location Data: Used only for service provision and not shared unnecessarily

13.5 Host Data Retention

13.5.1 Retention Periods

  • Account Information: Retained while your account is active
  • Transaction Records: Retained for 7 years for tax and legal compliance
  • Vehicle Listings: Retained for 5 years after account closure
  • Communication Data: Retained for 2 years after account closure
  • Verification Data: Retained for 5 years for compliance purposes
  • Location Data: Retained for 6 months for service improvement

13.5.2 Account Closure

When you close your host account, we:

  • Delete or anonymize your personal information within 30 days
  • Retain necessary data for legal and regulatory compliance
  • Remove your vehicle listings from public view immediately
  • Cancel all active bookings and subscriptions
  • Process final payments and refunds within 14 days

13.6 Host Rights

13.6.1 Access Rights

  • Request a copy of all personal information we hold about you
  • View your complete host profile and vehicle listings
  • Access verification status and documentation status
  • Review communication logs with renters
  • Download transaction and earning reports

13.6.2 Correction Rights

  • Update your personal profile information at any time
  • Correct inaccurate or outdated vehicle information
  • Update payment methods and bank details
  • Modify vehicle availability and pricing
  • Change communication preferences and notification settings

13.6.3 Deletion Rights

  • Request deletion of your host account and personal data
  • Remove specific vehicle listings from your profile
  • Delete payment methods (subject to transaction completion)
  • Withdraw consent for specific data processing activities
  • Request removal from search results and platform visibility

13.6.4 Portability Rights

  • Request your host data in a machine-readable format
  • Transfer your data to other service providers
  • Export your transaction and vehicle listing history
  • Download your earnings and tax reports

13.6.5 Objection Rights

  • Object to direct marketing communications
  • Restrict processing of specific data categories
  • Request human review of automated decisions
  • Opt-out of data analytics and profiling

Important Note: All host data is subject to the same security measures, privacy protections, and legal compliance standards as renter data. Hosts have additional rights related to vehicle management and rental business operations.

2. Information We Collect from Renters (Clients)

2.1 Account Creation Information

When you create an account as a renter, we collect the following information:

  • Email Address: Primary contact method and account identifier
  • Password: Encrypted credentials for account security
  • Authentication Method: Whether you signed up directly, via Google OAuth, or Apple Sign-In
  • Account Creation Date and IP Address: For security and fraud prevention

2.2 Personal Profile Information

For identity verification and service delivery, we collect detailed personal information:

  • Full Legal Name: As appears on official identification documents
  • Profile Photograph: For identity verification and host recognition
  • Mobile Number: Primary contact number for communication and verification
  • Date of Birth: To confirm you meet minimum age requirements (18+)
  • Gender: For demographic analysis and service improvement

2.3 Official Documentation

For compliance with Kenyan regulations and platform security:

  • National ID Number: Kenyan national identification number for identity verification
  • KRA PIN: Kenya Revenue Authority Personal Identification Number for tax compliance
  • Driver's License Details:
    • License number and issuing authority
    • License category (Class)
    • Issue date and expiry date
    • License status verification

2.4 Secondary Contact Information

For emergency contact and rental reliability:

  • Secondary Contact Full Name: Emergency contact person
  • Secondary Contact Mobile Number: Alternative contact method
  • Secondary Contact KRA PIN: For additional verification purposes
  • Relationship to Primary User: Nature of the secondary contact relationship

2.5 Location and Preference Data

  • Current Location: GPS coordinates when using location-based features to recommend nearby vehicles
  • Preferred Service Areas: Locations where you typically rent vehicles
  • Car Preferences: Vehicle types, brands, features you prefer
  • Budget Range: Preferred rental price ranges

2.6 Payment Information

  • Payment Method Details: Credit/debit card information (processed via secure third-party payment processors)
  • M-Pesa Number: For mobile money transactions
  • Billing Address: Associated with payment methods
  • Transaction History: Records of all payments and refunds

2.7 Communication Data

  • Message Content: All communications between you and hosts through our platform
  • Communication Timestamps: When messages are sent and received
  • Call Records: Logs of platform-initiated calls (not call content)

2.8 Email Subscription and Notifications

  • Email Preferences: Types of notifications you wish to receive
  • Notification History: Records of sent notifications
  • Marketing Communications: Promotional emails (with option to unsubscribe)

2.9 Verification and Security Data

  • Third-Party Verification Results: Outcomes of driver's license verification
  • Selfie Verification: Facial recognition data during verification (images not stored permanently)
  • Device Information: Browser type, operating system, IP address for security
  • Login History: Times and locations of account access

4. Information Sharing and Disclosure

4.1 Sharing with Vehicle Hosts

We share specific information with hosts to facilitate rentals:

  • Your first name and profile picture (after booking confirmation)
  • Verification status (verified/unverified)
  • Booking dates and times
  • Communication through our platform messaging system
  • Emergency contact information during active rentals

4.2 Third-Party Service Providers

  • Payment Processors: Secure payment processing (M-Pesa, card processors)
  • Verification Services: Third-party driver's license verification
  • Communication Platforms: SMS and email delivery services
  • Analytics Providers: Website and app usage analytics
  • Cloud Storage Providers: Secure data storage and backup

4.3 Legal and Regulatory Sharing

  • Law enforcement agencies when required by law
  • Regulatory authorities for compliance purposes
  • Court orders and legal proceedings
  • Tax authorities using provided KRA PIN information
  • Transportation regulatory bodies

6. Data Retention

6.1 Retention Periods

  • Account Information: Retained while your account is active
  • Transaction Records: Retained for 7 years for tax and legal compliance
  • Communication Data: Retained for 2 years after account closure
  • Verification Data: Retained for 5 years for compliance purposes
  • Location Data: Retained for 6 months for service improvement

6.2 Account Closure

When you close your account, we:

  • Delete or anonymize your personal information within 30 days
  • Retain necessary data for legal and regulatory compliance
  • Remove your profile from public view immediately
  • Cancel all active subscriptions and notifications

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

  • Essential Cookies: Required for basic website functionality
  • Performance Cookies: Help us understand how our website is used
  • Functional Cookies: Remember your preferences and settings
  • Marketing Cookies: Used to deliver relevant advertisements
  • Security Cookies: Help protect against fraud and attacks

8.2 Third-Party Tracking

  • Google Analytics for website usage analysis
  • Facebook Pixel for advertising effectiveness
  • Contentsquare for user experience analytics
  • Vercel Analytics for performance monitoring

10. Children's Privacy

Our services are strictly intended for individuals 18 years of age and older. We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected information from a minor, we will immediately delete such information.

Parents or guardians who believe their child has provided personal information to us should contact us immediately at support@ardena.co.ke.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

12.1 Response Times

  • General inquiries: Within 48 hours
  • Data access requests: Within 30 days
  • Data deletion requests: Within 30 days
  • Security incident reports: Immediate response