Privacy Policy

1. Introduction

Sylogic Labs, operating as MotiHub ("Moti", "we", "us", "our"), is committed to protecting your privacy and personal information. This Privacy Policy explains what information we collect, how we use and share it, how long we retain it, and your rights regarding your data. By using the MotiHub platform, you acknowledge and consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly:

• Account Information: name, email address, phone number, password (encrypted), user role (buyer/dealer/admin)
• Dealer Verification: company name, business registration documents, identification documents, physical address
• Listing Information: vehicle details, descriptions, specifications, pricing, photographs, Vehicle Identification Number (VIN)
• Communications: messages, inquiries, and correspondence sent through the platform
• Payment Information: payment method details (processed securely by third-party payment processors; we do not store full card numbers)

2.2 Information Collected Automatically:

• Device and Usage Data: IP address, browser type and version, device type, operating system, referring URLs, pages viewed, time spent on pages
• Location Data: general geographic location based on IP address
• Cookies and Tracking Technologies: session cookies, analytics cookies, and similar technologies to enhance user experience and analyze platform usage

3. How We Use Your Information

We process your personal information for the following purposes:

• Service Delivery: to create and manage your account, process listings, facilitate communications between buyers and dealers
• Platform Operation: to provide search functionality, match buyers with relevant listings, and improve platform performance
• Verification and Security: to verify dealer accounts, prevent fraud, detect and respond to security incidents and abuse
• Transaction Processing: to process payments and maintain transaction records
• Communications: to send service-related notifications, respond to inquiries, and provide customer support
• Analytics and Improvement: to analyze usage patterns, troubleshoot technical issues, and enhance platform features
• Legal Compliance: to comply with applicable laws, regulations, legal processes, and law enforcement requests
• Marketing (with consent): to send promotional communications about new features or services (you may opt out at any time)

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contractual Necessity: processing required to provide the platform services you have requested
• Legitimate Interests: fraud prevention, security enhancement, platform improvement, and business analytics
• Legal Obligations: compliance with Kenyan law and regulatory requirements
• Consent: where you have explicitly consented (e.g., marketing communications, optional data collection)

5. Information Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information in the following circumstances:

• With Other Users: when you send inquiries or list vehicles, certain information (name, contact details, listing information) is shared with relevant parties to facilitate transactions
• Service Providers: we engage third-party companies to perform services on our behalf (hosting, payment processing, analytics, email delivery). These providers access personal data only as necessary to perform their functions and are contractually obligated to protect your information
• Business Transfers: in the event of a merger, acquisition, or sale of assets, personal information may be transferred to the acquiring entity
• Legal Requirements: we may disclose information when required by law, court order, legal process, or to protect our rights, safety, or property, or that of users or the public
• With Your Consent: we may share information for purposes not described in this policy with your explicit consent

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary based on data type and purpose:

• Active Accounts: information retained while your account remains active
• Closed Accounts: after account closure, we may retain certain information for up to ninety (90) days for fraud prevention, legal compliance, and dispute resolution
• Transaction Records: financial and transaction data may be retained for seven (7) years to comply with accounting and tax requirements
• Legal Holds: data subject to legal claims or investigations will be retained until resolution

After applicable retention periods expire, personal information will be securely deleted or anonymized.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols
• Secure password hashing and storage
• Regular security assessments and monitoring
• Access controls limiting employee access to personal data
• Secure data center infrastructure with physical security controls

However, no system is completely secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

8. Your Privacy Rights

Subject to applicable law, you have the following rights regarding your personal information:

• Access: request a copy of the personal data we hold about you
• Correction: request correction of inaccurate or incomplete information
• Deletion: request deletion of your personal data (subject to legal retention requirements)
• Data Portability: request a copy of your data in a structured, machine-readable format
• Objection: object to processing based on legitimate interests
• Restriction: request limitation of processing in certain circumstances
• Withdrawal of Consent: where processing is based on consent, you may withdraw consent at any time
• Opt-Out of Marketing: unsubscribe from promotional emails via the link in each email or by contacting us

To exercise these rights, contact us at support@motihub.co.ke. We will respond to requests within thirty (30) days. Valid identification may be required to verify your identity.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage, and provide targeted content. Cookie categories include:

• Essential Cookies: necessary for platform functionality (cannot be disabled)
• Analytics Cookies: collect data about platform usage to improve performance
• Functional Cookies: remember your preferences and settings

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect platform functionality.

10. Third-Party Links and Services

The platform may contain links to third-party websites or integrate third-party services (payment processors, insurance providers, logistics companies). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

11. Children's Privacy

MotiHub is not intended for individuals under the age of eighteen (18). We do not knowingly collect personal information from minors. If we become aware that a minor has provided personal data, we will take steps to delete such information promptly. If you believe a minor has registered on our platform, please contact us immediately.

12. International Data Transfers

Your personal information may be transferred to and processed in countries outside Kenya where our service providers operate. These countries may have different data protection laws. When transferring data internationally, we ensure appropriate safeguards are in place, including contractual protections and compliance with applicable data protection regulations.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. Material changes will be communicated via email to registered users and/or prominent notice on the platform at least fourteen (14) days before the changes take effect. The "Last Updated" date at the top indicates when the policy was last revised. Continued use of the platform after changes become effective constitutes acceptance of the updated Privacy Policy.

14. Data Protection Officer

For privacy-related inquiries, data subject requests, or complaints, you may contact our Data Protection team:

Sylogic Labs (MotiHub)
Email: support@motihub.co.ke
Phone: +254 724 086 803
Address: Nairobi, Kenya

15. Complaints and Regulatory Authority

If you believe your privacy rights have been violated or you are dissatisfied with our response to your data protection concerns, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya or other relevant supervisory authority.

Your Consent: By using Moti, you acknowledge that you have read, understood, and agree to the collection, use, and disclosure of your personal information as described in this Privacy Policy. If you do not agree, please discontinue use of the platform.