Data Controller & Scope
Frasha Car Hire & Helicopter Charters (“Frasha”, “we”, “us”, or “our”) is the designated Data Controller responsible for the processing of your personal information collected through our official website (frashacarhire.co.ke), direct telephone reservations, customer accounts, and in-person operations across Nairobi and Kenya.
This Privacy Policy details our operational practices in accordance with the Kenya Data Protection Act, 2019 (Act No. 24 of 2019) and the guidelines established by the Office of the Data Protection Commissioner (ODPC).
This policy applies to individuals who make vehicle hire inquiries, enter into self-drive or chauffeur rental agreements, book helicopter charters, establish customer portal accounts, or communicate with our operations desks.
Information We Collect
To deliver premium vehicle and aviation charter services, we collect necessary personal details under the following categories:
- Contact & Identity Details: Full legal name, telephone number, email address, nationality, residential or hotel address, and emergency contact details.
- Driving & Verification Records (Car Hire): Scanned copies of your Kenyan National Identification Card or international passport, a valid Kenyan Driving Licence or International Driving Permit (IDP), driving history, and date of birth to verify age eligibility.
- Billing & Payment Verification: Mobile money transaction reference codes (M-Pesa), bank transfer confirmations, or card payment processor tokens. We do not store full debit/credit card numbers or CVV codes on our servers.
- Account & Technical Data: Authentication credentials, IP address, browser type, operating system, and session tokens when logging into our client account portal.
Aviation & KCAA Passenger Manifests
Helicopter charters operate under the strict regulatory oversight of the Kenya Civil Aviation Authority (KCAA). For every aerial journey, civil aviation regulations mandate the preparation and submission of an official Passenger Manifest prior to takeoff.
Mandatory Passenger Information Required:
- • Full legal name exactly as shown on official government-issued ID or passport.
- • Valid Passport Number or National ID Number with country of citizenship.
- • Individual body weight (kilograms) and baggage weight. This data is strictly required by the Pilot-in-Command for aircraft weight, balance calculations, center of gravity (CG), and fuel performance computations.
- • Critical medical conditions or mobility notes that the flight crew must be cognizant of for passenger safety.
Manifest documentation is filed directly with airport security desks (e.g. Wilson Airport, JKIA, airstrip wardens) and retained strictly in accordance with civil aviation statutory compliance.
Fleet Telematics & GPS Tracking
For passenger safety, asset preservation, and emergency roadside assistance, all motor vehicles in Frasha’s fleet are fitted with real-time GPS tracking and diagnostic telematics.
Telematics systems may record real-time location, speed, odometer readings, and engine status. This data is utilized solely for:
- Rapid dispatch of mechanical support or emergency recovery in the event of breakdown or accident.
- Monitoring adherence to agreed geographic boundaries and national park access regulations.
- Assisting law enforcement and recovery teams in the rare event of vehicle theft or misappropriation.
Telematics data is strictly confidential, monitored only by authorized operations staff, and deleted or aggregated after rental close-out unless required for an ongoing insurance claim or police abstract.
Purpose & Legal Grounds for Processing
Under Section 30 of the Kenya Data Protection Act, we only process your personal data when an established legal ground exists:
Contract Performance
Processing necessary to fulfill your car hire reservation, assign your chauffeur, prepare your aircraft, issue quotes, and communicate schedule updates.
Legal Obligation
Compliance with civil aviation flight clearances (KCAA), National Transport and Safety Authority (NTSA) vehicle laws, and Kenya Revenue Authority (KRA) invoicing.
Vital Interests & Safety
Protecting passenger health, conducting emergency medical evacuations, or responding to roadside and aviation incidents.
Legitimate Interests
Preventing fraud, safeguarding high-value aviation and automotive fleet assets, and maintaining system security.
Data Security & Retention Periods
We implement robust technical and organizational security controls to protect your data against accidental loss, unauthorized access, alteration, or disclosure:
- Transport Layer Security (TLS 1.3) encryption across all web interactions.
- Database-level Row-Level Security (RLS) ensuring customers can exclusively access their own profiles and bookings.
- Role-based access controls ensuring internal staff only view records necessary for their dispatch duties.
Retention: Financial and tax transaction records are retained for 7 years in compliance with Kenyan tax statutes. Flight manifests are retained in accordance with KCAA civil aviation record-keeping mandates. Scanned copies of identity and driving credentials are systematically purged or archived securely once your rental engagement is fulfilled and verified.
Your Data Subject Rights
Under the Kenya Data Protection Act, 2019, you are entitled to exercise the following rights regarding your personal information:
To exercise any of these rights, contact our Data Protection Desk at bookings@frashacarhire.co.ke. If you believe your rights have not been respected, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya at www.odpc.go.ke.
Contact the Privacy Desk
For questions, access requests, or regulatory clarifications regarding this Privacy Policy, our legal desk is at your service:
Frasha Car Hire & Helicopter Charters · Nairobi, Kenya · Hours: 06:00 – 22:00, seven days