Privacy policy

Motogari Mail is not a public service. Accounts are created by a Motogari administrator for staff only. Customers never sign in; their information reaches the service only because they emailed Motogari.

• Staff accounts: name, work email address or phone number, role, department, and sign-in details. Passwords are handled by our authentication provider and are never visible to Motogari.
• Email from the company Gmail mailbox: messages sent to and from Motogari, including sender and recipient addresses, subject, date, message content, and the names, types and sizes of attachments.
• Attachments: the contents of received attachments are fetched from Gmail only when a staff member opens them and are not stored by Motogari Mail. Files staff attach to replies are held temporarily until the reply is sent, then removed; unsent uploads are cleaned up automatically.
• Work records: who a conversation is assigned to, its status and priority, internal staff notes, and an activity log of actions such as opening, assigning, replying to and resolving conversations.
• Team chat: messages and files that staff share with each other.
• Technical information: sign-in session cookies, a cookie that remembers whether the menu is collapsed, a theme (light or dark) preference stored in your browser, and the standard request logs kept by our hosting providers, such as IP address, browser type and time of request.

Motogari Mail has no advertising, no third-party analytics and no tracking across other websites.

With an administrator's permission, Motogari Mail connects to Motogari's Gmail account through Google's official API. It requests only these permissions:

• Read email (gmail.readonly): to bring incoming and sent messages into the shared inbox so staff can see, assign and track them.
• Send email (gmail.send): to send the replies and forwards that staff write in Motogari Mail from the company address.

Motogari Mail cannot delete, archive or relabel anything in Gmail. Google access credentials are encrypted (AES-256-GCM) before they are stored and are used only by our servers.

Data obtained from Google is used only to provide and improve the inbox features staff use. We do not:

• sell Google user data, or use it for advertising, including personalised or retargeted ads;
• use it to train artificial intelligence or machine-learning models;
• transfer it to anyone else, except the service providers listed below who run the service for us, where the law requires it, or to protect against security threats and abuse;
• allow people to read it, except authorised Motogari staff doing their work, or where it is needed for security, to investigate abuse, to comply with the law, or with the consent of the person concerned.

Motogari Mail's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

An administrator can disconnect Gmail at any time from the Gmail settings page, which revokes Motogari Mail's access with Google. Access can also be removed from the Google account's third-party access settings.

• to show, organise, assign and answer customer email as a team;
• to make sure no customer is missed, including reminders when a reply is due or overdue;
• to let staff talk to each other in team chat;
• to keep an accurate record of who did what, for quality, accountability and dispute resolution;
• to keep the service secure, prevent misuse, and fix problems;
• to meet our legal obligations.

Under Kenya's Data Protection Act, 2019, we rely on our legitimate interest in running customer service, on the need to deal with customers' requests and contracts, on our employment relationship with staff, and on legal obligations.

We do not sell personal information. We use these service providers, who process it only on our instructions:

• Google — the company Gmail mailbox and the Gmail API;
• Supabase — database, sign-in and file storage;
• Vercel — application hosting.

We may also disclose information when the law requires it, or to protect the rights, safety or property of Motogari, our staff or our customers.

These providers may store or process information outside Kenya. Where they do, we rely on their contractual and security commitments to protect it, as the Data Protection Act requires.

• Email conversations, notes and the activity log are kept as Motogari's customer service records for as long as they are needed for that purpose and for our legal and accounting obligations.
• Staff accounts are deactivated rather than deleted when someone leaves, so the record of past work stays accurate. A deactivated account can no longer sign in.
• Chat messages are kept until they are deleted; staff can delete their own messages, and group chats can be deleted.
• Disconnecting Gmail stops any new email being collected.

You can ask us to delete information sooner, as described below.

• all traffic is encrypted in transit (HTTPS);
• Google credentials are encrypted at rest;
• only active staff accounts can see email, enforced by the database itself; chat-only accounts cannot see email at all;
• email content is shown in an isolated frame that cannot run scripts, and attachments are never cached by the browser.

No system is perfectly secure. If a breach affects your information, we will notify you and the regulator as the law requires.

Under the Data Protection Act, 2019, you can ask to see the personal information we hold about you, have it corrected, have it deleted, object to or restrict how we use it, and receive a copy in a portable form. Some records, such as those we must keep by law, may not be deletable straight away; we will explain if that applies.

To make a request, contact lucreasetech@gmail.com. If you are not satisfied with our response, you can complain to the Office of the Data Protection Commissioner.

Motogari Mail is a workplace tool and is not meant for anyone under 18.

We will update this page when our practices change and revise the date at the top. Significant changes will be shared with staff before they take effect.

Questions about this policy or your information: lucreasetech@gmail.com. See also our terms of use.