1. Who We Are
E-Sync is a fleet intelligence platform operated by Encipher Company Limited, a company registered in Tanzania with offices in Dar es Salaam, Tanzania. In this policy "E-Sync", "we", "us", and "our" refer to Encipher Company Limited.
We are the data controller for personal data collected through the E-Sync platform and this website. For any privacy enquiries, contact us at privacy@esync.co.tz.
2. Data We Collect
We collect data in the following categories:
Account & Identity Data
Name, email address, phone number, job title, and company name provided when you create an account or contact us.
Fleet & Operational Data
Vehicle registration details, driver profiles, trip records, route information, fuel logs, permit documents, and expense records that you or your team enter into the platform.
Usage & Technical Data
Pages visited, features used, session duration, IP address, browser type, device identifiers, and error logs. This data is collected automatically when you use our services.
Communication Data
Any messages, support tickets, or form submissions you send to us.
3. How We Use Your Data
We process your data for the following purposes:
- To provide, operate, and maintain the E-Sync platform
- To create and manage your account
- To process and fulfil your subscription
- To send service notifications, document expiry alerts, and operational updates
- To respond to your enquiries and provide customer support
- To improve the platform through usage analysis and product development
- To comply with legal and regulatory obligations
- To detect, prevent, and address fraud or security incidents
4. Legal Basis for Processing
We rely on the following legal bases under applicable data protection law:
- Contract performance — to deliver the service you have subscribed to
- Legitimate interests — to improve our platform, prevent abuse, and communicate relevant product updates
- Legal obligation — to comply with applicable laws and regulations
- Consent — for optional communications such as newsletters, where we ask for your agreement first
5. Data Sharing
We do not sell your personal data. We share it only where necessary:
- Service providers — cloud hosting, email delivery, and analytics providers acting as processors under data processing agreements
- Legal requirements — when required by law, court order, or governmental authority
- Business transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred with advance notice
6. Data Retention
We retain your data for as long as your account is active or as needed to provide the service. If you close your account, we will delete or anonymise your personal data within 90 days, except where we are required by law to retain it longer (e.g. financial records for 7 years under Tanzanian tax law).
Fleet and operational data that forms part of your company records is retained according to your organisation's data management configuration.
7. Your Rights
You have the right to:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to correct inaccurate or incomplete data
- Erasure — request deletion of your personal data, subject to legal obligations
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, email privacy@esync.co.tz. We will respond within 30 days.
8. Cookies
We use cookies and similar tracking technologies on this website. For full details on what cookies we set and how to control them, see our Cookie Policy.
9. Security
We implement technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit (TLS), access controls, and regular security reviews. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
10. International Transfers
Your data may be processed in countries outside Tanzania by our service providers. Where this occurs, we ensure appropriate safeguards are in place, such as contractual protections, to maintain the same level of data protection.
11. Changes to This Policy
We may update this policy periodically. When we make material changes, we will notify you by email or by placing a prominent notice on our website. The effective date at the top of this page reflects when the current version took effect.
12. Contact Us
For any privacy-related questions or to exercise your rights:
Encipher Company Limited
Dar es Salaam, Tanzania
privacy@esync.co.tz