Privacy Policy

This Privacy Policy explains how KnowExtra (“KnowExtra,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with the KnowExtra website, web application, and related services (collectively, the “Service”), as described in our Terms and Conditions.

This Policy applies to two kinds of people: (a) individuals who register for or use the Service directly (“Users”), and (b) individuals whose information is submitted to the Service by a User’s organization, such as drivers, employees, contractors, or vendors (“Referenced Individuals”). Section 8 explains how this Policy applies differently to Referenced Individuals.

By using the Service, you acknowledge the practices described in this Policy. If you do not agree with this Policy, please do not use the Service.

We collect the following categories of information:

• Account and registration information: name, email address, phone number, password, job title, and organization details you provide when you create an account or are invited to one.
• Customer Data you or your organization submit to the Service: vehicle and asset records; driver and employee records, schedules, and assignments; documents and compliance records (which may include license numbers, certification details, and expiry dates); work orders and maintenance history; vendor, spend, and budget data; incident and delivery records; and any files, notes, or messages entered into the Service.
• Communications: messages you send us (for example, support requests or contact form submissions), and records of notifications we send to you or on your behalf, including by email and WhatsApp.
• Usage and device information: log data, IP address, browser and device type, pages viewed, and actions taken within the Service, collected automatically as you use it.
• Cookies and similar technologies: as described in Section 10 (Cookies).

We use the information described above to:

• Provide, operate, and maintain the Service, including the features and workflows you configure;
• Send notifications and reminders you or your organization have configured, by email, WhatsApp, or other supported channels;
• Authenticate accounts, enforce roles and permissions, and secure the Service against misuse;
• Provide customer support and respond to inquiries;
• Monitor, troubleshoot, and improve the performance and reliability of the Service;
• Develop new features, including AI-assisted features, using aggregated or de-identified data where practicable;
• Communicate with you about updates, security notices, or changes to the Service or this Policy; and
• Comply with legal obligations, and detect, prevent, and address fraud, abuse, or security incidents.

We do not sell personal information, and we do not use Customer Data to serve third-party advertising.

For account and billing information about you as a User, we act as the party responsible for that data (the data controller, or equivalent role under applicable law), and we process it: to perform our contract with you (providing the Service you signed up for); based on our legitimate interests in operating, securing, and improving the Service; to comply with legal obligations; and, where required, based on your consent.

For Customer Data your organization submits to the Service — including data about Referenced Individuals — we act as a data processor (or equivalent role) on behalf of your organization, and we process it only on your organization’s instructions and as necessary to provide the Service, as described further in Section 8 and in our Terms and Conditions.

We share information in the following circumstances:

• Within your organization. Data you or your organization submit to the Service is visible to other users in your organization according to the roles and permissions your administrators configure.
• Service providers. We share information with vendors who help us operate the Service, including hosting and database infrastructure, email delivery providers, and messaging platforms such as the WhatsApp Business Platform. These providers are only permitted to use the information to perform services for us and are bound by contractual confidentiality and security obligations.
• Legal and safety reasons. We may disclose information if required by law, regulation, legal process, or governmental request, or where we believe disclosure is necessary to protect the rights, property, or safety of KnowExtra, our users, or others.
• Business transfers. If KnowExtra is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to the protections of this Policy.
• With your direction. Where you direct us to share information with a third party, such as through an integration you enable.

We and our service providers may process and store information in countries other than the one in which you or your organization are located. Where required by applicable law, we take steps intended to provide an adequate level of protection for information transferred internationally. Further detail on the countries in which your data is processed and the safeguards that apply will be made available on request at support@knowextra.com.

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, disclosure, alteration, or destruction, including role-based access controls, encryption of data in transit, and audit logging of key account and administrative actions. No system is completely secure, and we cannot guarantee the absolute security of information transmitted to or stored within the Service.

If we become aware of a security incident affecting your information, we will notify affected organizations without undue delay and in accordance with applicable law.

KnowExtra is used by organizations to manage information about people who are not themselves KnowExtra Users — for example, drivers, employees, or contractors whose license, certification, schedule, or compliance information is tracked in the Service.

If you are a Referenced Individual, your information was submitted to KnowExtra by the organization that engages or employs you (for example, your employer), and that organization controls how your information is collected and used. KnowExtra processes that information solely to provide the Service to that organization, on its instructions. If you have questions about your information, or wish to exercise any rights you may have over it (such as access or correction), please contact that organization directly rather than KnowExtra, as we are generally not able to act on such requests without your organization’s involvement. If your organization is unresponsive, you may also contact us at support@knowextra.com and we will direct your request to the relevant organization where we are able to identify it.

Where the Service is used to send notifications by email or WhatsApp to a Referenced Individual (for example, a document expiry reminder), that individual’s contact details are used solely for that purpose, on the instructions of the organization that submitted them.

We retain account information for as long as your account is active and as needed to provide the Service. We retain Customer Data for as long as your organization’s account is active, and for a limited period afterward to allow for export or as required by law, after which it is deleted or de-identified in accordance with our data retention practices. We may retain certain information for longer where necessary to comply with legal obligations, resolve disputes, or enforce our agreements.

We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used so we can improve it. Most browsers let you control cookies through their settings; disabling cookies may affect the availability or functionality of parts of the Service, including staying signed in.

Depending on your location, you may have rights over your personal information, including the right to access, correct, delete, or export it, and to object to or restrict certain processing. If you are a User, you can exercise many of these rights directly within the Service (for example, updating your profile), or by contacting us at support@knowextra.com. If you are a Referenced Individual, see Section 8 above.

You may opt out of non-essential email or WhatsApp notifications using the controls provided in those messages or within the Service, where available. You cannot opt out of essential service communications, such as security notices or account-related messages.

The Service is intended for business use by adults and is not directed to, or knowingly used to collect information from, children. If we learn that we have collected personal information from a child in a manner not permitted by law, we will take steps to delete it.

The Service may contain links to, or integrate with, third-party websites or services that we do not control. This Policy does not apply to those third parties, and we encourage you to review their privacy policies before providing them with information.

We may update this Policy from time to time. If we make material changes, we will provide reasonable notice, such as by posting the updated Policy on this page with a new “Last Updated” date, or by emailing the primary contact for your organization. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

If you have any questions about this Policy or how we handle information, please contact us at support@knowextra.com.