Our Commitment to Privacy
ZedCarHire Limited ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with Zambian data protection laws and international best practices.
1. Information We Collect
1.1 Personal Information
We collect the following types of personal information:
| Data Category |
Examples |
Purpose |
| Identity Data |
Name, username, date of birth, gender, NRC/passport number |
Account creation, verification, compliance |
| Contact Data |
Email address, phone number, physical address |
Communication, service delivery |
| Financial Data |
Payment card details, mobile money numbers, bank account info |
Payment processing, invoicing |
| Business Data |
Company name, TPIN, PACRA registration, business address |
Business verification, tax compliance |
| Vehicle Data |
Registration numbers, photos, specifications, insurance details |
Marketplace listings, fleet management |
| Technical Data |
IP address, browser type, device info, cookies |
Security, analytics, user experience |
| Usage Data |
Login history, pages viewed, features used, search queries |
Service improvement, analytics |
| Marketing Data |
Communication preferences, marketing consent |
Marketing communications (with consent) |
1.2 How We Collect Information
- Direct Collection: Information you provide when registering, updating profile, listing vehicles, or contacting support
- Automated Collection: Cookies, web beacons, and similar technologies tracking your Platform usage
- Third-Party Sources: Payment processors, identity verification services, business registries (PACRA, ZRA)
- Public Sources: Publicly available business information, social media (if you choose to connect)
1.3 Special Categories of Data
We generally do NOT collect sensitive personal data (race, religion, health, etc.) unless specifically required for a service and with your explicit consent.
2. How We Use Your Information
2.1 Legal Basis for Processing
We process your data based on:
- Contract Performance: Processing necessary to provide services you've requested
- Legal Obligation: Compliance with Zambian tax, accounting, and business laws
- Legitimate Interests: Fraud prevention, security, service improvement
- Consent: Marketing communications, optional features
2.2 Specific Uses
We use your information to:
- Provide Services: Account management, booking processing, payment handling, customer support
- Improve Services: Analytics, testing, feature development, user experience optimization
- Communicate: Service updates, booking confirmations, support responses, marketing (with consent)
- Security: Fraud detection, account verification, system monitoring, threat prevention
- Compliance: Tax reporting, regulatory obligations, legal requests
- Marketing: Promotional offers, new features, partner opportunities (opt-in basis)
3. Data Sharing and Disclosure
We Never Sell Your Data
ZedCarHire does not and will never sell your personal data to third parties for marketing purposes.
3.1 When We Share Data
We share your information with:
Partner Companies (Car Hire Businesses)
- What's Shared: Your name, contact details, booking information, payment status
- Why: To fulfill your vehicle rental booking
- Legal Basis: Contract performance
Service Providers
- Hosting: Cloud infrastructure providers storing our databases
- Payment Processing: Payment gateways (Airtel Money, MTN Mobile Money, Zamtel, banks)
- Communications: Email service providers, SMS gateways
- Analytics: Website analytics tools
- Security: Security monitoring and threat detection services
All service providers are contractually obligated to protect your data and use it only for specified purposes.
Legal Authorities
We may disclose your information when required by:
- Court orders or legal proceedings
- Law enforcement requests
- Tax authorities (Zambia Revenue Authority)
- Regulatory bodies (PACRA, Competition and Consumer Protection Commission)
- Protection of rights, safety, and property
Business Transfers
In the event of merger, acquisition, or sale of assets, your data may be transferred to the new entity (you will be notified).
3.2 International Data Transfers
Your data is primarily stored on servers in Zambia. If data is transferred internationally, we ensure:
- Adequate data protection safeguards
- Standard contractual clauses
- Compliance with applicable data transfer regulations
4. Data Access by ZedCarHire Personnel
Critical Disclosure - Database Administrator Access
You explicitly acknowledge and consent that:
- Authorized Personnel Access: ZedCarHire employees including database administrators, system administrators, developers, and technical support staff have the ability to access your data stored in our systems.
- Purpose of Access: This access is necessary for:
- System maintenance and optimization
- Database backups and recovery
- Troubleshooting technical issues
- Debugging software problems
- Security monitoring and threat response
- Performance tuning
- Compliance audits
- Customer support investigations
- Access Controls: While our personnel CAN access data, we implement strict controls:
- Need-to-know access principles
- Role-based access permissions
- Access logging and monitoring
- Regular access reviews
- Mandatory confidentiality agreements for all staff
- Confidentiality Obligations: All personnel with data access are bound by:
- Employment confidentiality agreements
- Non-disclosure agreements (NDAs)
- Professional conduct policies
- Data protection training requirements
- Prohibited Uses: Personnel are strictly prohibited from:
- Accessing data for personal purposes
- Sharing data outside approved channels
- Using data for unauthorized commercial purposes
- Downloading data to personal devices
- Accountability: All data access is:
- Logged with timestamps and user identifiers
- Subject to regular audits
- Monitored for suspicious activity
- Violations result in disciplinary action including termination and potential legal proceedings
By using our services, you acknowledge that this level of access is technically necessary for platform operation and that we have implemented reasonable safeguards to protect your data while allowing essential administrative functions.
5. Data Security
5.1 Security Measures
We implement industry-standard security measures:
Technical Safeguards:
- SSL/TLS encryption for data transmission
- Encryption of sensitive data at rest
- Secure password hashing (bcrypt)
- Regular security updates and patches
- Firewall protection
- Intrusion detection systems
- Regular vulnerability scanning
Organizational Safeguards:
- Access controls and authentication
- Staff training on data protection
- Confidentiality agreements
- Data breach response procedures
- Regular security audits
- Incident response team
5.2 Data Breach Notification
In the event of a data breach affecting your personal information, we will:
- Notify affected users within 72 hours of discovery
- Inform relevant authorities as required by law
- Describe the nature of the breach
- Provide guidance on protective measures
- Outline remedial actions taken
5.3 Your Responsibilities
You are responsible for:
- Maintaining confidentiality of your password
- Using secure networks when accessing your account
- Logging out after each session on shared devices
- Reporting suspicious activity immediately
6. Data Retention
6.1 Retention Periods
| Data Type |
Retention Period |
Reason |
| Account Information |
Duration of account + 7 years |
Legal and accounting requirements |
| Financial Records |
10 years |
Zambian tax law compliance (ZRA) |
| Booking History |
7 years |
Dispute resolution, accounting |
| Communication Records |
2 years |
Customer service quality |
| Marketing Data |
Until consent withdrawn |
Consent-based processing |
| Analytics Data |
2 years (anonymized indefinitely) |
Service improvement |
6.2 Deletion Process
When retention periods expire or you request deletion:
- Data is securely deleted from active systems
- Backups are purged on next rotation cycle
- Data required by law is archived securely
- Anonymized data may be retained for analytics
7. Your Privacy Rights
7.1 Access Rights
You have the right to:
- Access: Request a copy of your personal data we hold
- Rectification: Correct inaccurate or incomplete data
- Erasure: Request deletion of your data (subject to legal retention)
- Restriction: Limit processing of your data in certain circumstances
- Portability: Receive your data in a machine-readable format
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: Opt-out of marketing communications anytime
7.2 Exercising Your Rights
To exercise these rights:
- Email privacy@zedcarhire.com
- Provide verification of your identity (NRC, passport, or account details)
- Specify which right you wish to exercise
- We will respond within 30 days
7.3 Complaints
If you believe we've violated your privacy rights:
- Contact our Data Protection Officer at privacy@zedcarhire.com
- If unresolved, you may lodge a complaint with relevant Zambian authorities
- You retain the right to seek legal remedies
8. Cookies and Tracking Technologies
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit our Platform.
8.2 Types of Cookies We Use
| Cookie Type |
Purpose |
Duration |
| Essential Cookies |
Required for platform functionality (login, security) |
Session |
| Functional Cookies |
Remember preferences and settings |
1 year |
| Analytics Cookies |
Track usage patterns, improve services |
2 years |
| Marketing Cookies |
Deliver targeted advertising (with consent) |
1 year |
8.3 Managing Cookies
You can control cookies through:
- Browser settings (most browsers allow cookie blocking)
- Our cookie consent banner
- Opt-out tools for specific tracking services
Note: Disabling essential cookies may affect platform functionality.
8.4 Third-Party Cookies
We use third-party services that may set cookies:
- Google Analytics (website analytics)
- Facebook Pixel (advertising)
- Payment processors
These third parties have their own privacy policies.
9. Children's Privacy
Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
If we discover we have collected data from a child under 18:
- We will delete the information immediately
- We will terminate the account
- We will notify parents/guardians if possible
If you believe a child has provided us with personal information, contact privacy@zedcarhire.com
10. Changes to This Privacy Policy
We may update this Privacy Policy to reflect:
- Changes in data protection laws
- New features or services
- Improved data practices
- User feedback
When we make changes:
- We update the "Last Updated" date
- We notify users via email for material changes
- We post announcements on the Platform
- Continued use after changes constitutes acceptance
Previous versions are archived and available upon request.
11. Contact Us
Data Protection Officer
ZedCarHire Limited
Main Street Ibex
Lusaka, Zambia
Email: privacy@zedcarhire.com
Phone: +260 965 784 411
General Inquiries: info@zedcarhire.com
Office Hours: Monday-Friday, 8:00 AM - 6:00 PM CAT
Your Privacy Matters
At ZedCarHire, we are committed to protecting your privacy and handling your data responsibly. We believe in transparency and giving you control over your personal information.
By using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal data as described herein.
Last Updated: January 18, 2026
Version: 1.0
Effective Date: January 18, 2026