Privacy Policy for the Cognitio Systems mobile app
This page explains what the Cognitio Systems mobile app (Android and iOS) collects, why it needs it, and what happens to it. The app is published by Carrus Information Technology (Pty) Ltd under the Cognitio Systems brand and is used by customers of the Cognitio fuel and fleet management platform. When we say "we" below, we mean Carrus Information Technology (Pty) Ltd.
1. Who can use the app
There is no public sign-up. Your company's administrator creates and manages your account in the Cognitio web portal. That means your company owns the operational data you record, and we look after it on your company's behalf.
2. What the app collects
| Data | When | Why |
|---|---|---|
| Your account details: name, email address, username, company, role and permissions | When you log in | To sign you in and show you only what your role allows |
| The fuel records you create: fills, dispenses, transfers, on-road refuels, quantities, vehicles, tanks, odometer readings and notes | When you log a transaction | This is what the app is for: recording your company's fuel movements |
| Your precise location (GPS) | Only at the moment you log an on-road refuel | To record where that refuel happened. The app does not collect location in the background and does not track your movements |
| Photos you take or choose, such as fuel slips and meter readings | When you attach a photo to a transaction | To keep proof of the transaction |
| Whether your device is online or offline | While you use the app | So the app can work offline and sync when you have a connection again |
| A notification token for your device (a random identifier issued by Google Firebase Cloud Messaging), together with the app version | When you sign in and allow notifications | To deliver alert notifications to your phone. The token is tied to your account only while you are signed in and is removed when you sign out |
The app does not collect your contacts, calendar, SMS, call logs, advertising identifiers or browsing history. It contains no advertising or analytics software. Google Firebase is used solely to deliver notifications; Google Analytics for Firebase is not enabled.
3. Data stored on your device
If you record a transaction without signal, the app keeps it on your device until it can sync. This data sits in the app's private storage and is removed when you uninstall the app, or when your administrator disables your account and you sign out.
4. Where your data goes and who can see it
Data travels over encrypted connections (HTTPS) to Cognitio servers hosted with Amazon Web Services in the af-south-1 (Cape Town) region. Photos are stored in Amazon S3 in the same region. Your data can be seen by you, by colleagues at your company according to the permissions your administrator has set, and by Cognitio staff when supporting or operating the service. We do not sell personal data and we do not share it with third parties for their own purposes. Two service providers act on our instructions: Amazon Web Services, for hosting, storage and email; and Google (Firebase Cloud Messaging), which relays alert notifications to your phone. Google receives your device's notification token and the text of each alert notification, and nothing else about you.
5. How long we keep it
Fuel records are your company's business records. We keep them for as long as your company is a Cognitio customer and for as long as its own record-keeping rules require. We keep your account details while your account exists and delete them within 90 days after your company's contract ends.
6. Your choices and rights
- You can switch off location and camera access at any time in your device settings. The app will keep working, just without those features.
- You can switch off notifications for the app in your device settings, or simply decline the permission when asked. You will still see alerts inside the app and by email.
- To correct or delete your personal data, or to close your account, ask your company administrator, who manages accounts in the Cognitio web portal. You can also contact us using the details below and we will work with your company to sort it out.
- If you are in South Africa, the Protection of Personal Information Act (POPIA) gives you rights to access and correct your personal information.
7. Children
The app is a work tool for adults (18 and over) who are employed or engaged by our customers. It is not intended for children.
8. Changes to this policy
If we change this policy we will update this page and the date at the top.
9. Contact us
Carrus Information Technology (Pty) Ltd
Registration no. 2005/013334/07
8 Cosmic Road, Linbro Business Park, Johannesburg, 2090, South Africa
support@cognitio.systems
www.cognitio.systems