Driver / Rider Privacy Notice

Plain-Language Acceptance Notice for Rider App

Suggested in-app wording: By signing in to the Kargonet rider app or using Kargonet delivery systems, you agree to follow the Driver/Rider Privacy Notice and Terms of Use. You must use customer data only for assigned delivery work, keep your login secure, update tracking honestly, capture POD/POP correctly, follow safety rules, and never collect unauthorized payments or Cash-on-Delivery unless the company gives written authorization.

Part A - Driver / Rider Privacy Notice

This Privacy Notice explains how Logistics Connect Limited, trading through Kargonet, collects, uses, stores and protects personal data relating to drivers, riders, delivery agents, contractors and field personnel who use Kargonet systems. It applies whether you access the rider app on a company device, personal device approved for work, scanner, ERP account, web portal, communication platform, or any related system used for dispatch, pickup, delivery, tracking and operational reporting.

1. Who this notice applies to

• Full-time and part-time drivers, riders, delivery agents and field staff.
• Contractors, outsourced riders, temporary riders and third-party delivery personnel authorized to use Kargonet systems.
• Dispatch, hub and transport personnel where their personal data is captured through rider/dispatch workflows.

2. Data controller and contact details

Item Details

Data Controller Logistics Connect Limited (Kargonet)

Address Suit A5, 4th Floor TDC Towers, Tema – Community Two

Privacy Contact support@mykargonet.org

Support Contact Vivian Osei-Anim

Data Protection Registration Not available now No.

3. Personal data we may collect about drivers/riders

Data Category Examples

Identity and profile data Name, staff ID/rider ID, photograph, national ID/passport details where required, date of birth where needed for HR/contract records, emergency contact, next of kin.

Contact data Phone number, email address, residential address or operational contact address.

Account and login data Username, user ID, password credentials or authentication tokens, login time, failed login attempts, access role and device authorization status.

Data Category Examples

Employment or contractor Role, department, hub/station, supervisor, contract status, data attendance, training records, disciplinary records where applicable, payment/allowance information where processed through company systems.

Operational activity data Assigned route, manifest, pickup jobs, delivery jobs, timestamps, scans, tracking status updates, failed delivery reason codes, cancellations, returns, RTS records, incident notes and shift logs.

Location and route data GPS location, route progress, pickup/delivery location, time at stop, geotag linked to scans or status updates, location during active shifts or active jobs.

Proof of pickup/delivery data POD/POP signatures, recipient/sender names, phone confirmations, delivery notes, photos of parcel/location, timestamp and staff/rider ID linked to each record.

Device and technical data Device type, operating system, app version, IP address, browser/app logs, crash logs, scanner ID, SIM/network details where relevant, security logs and diagnostics.

Safety and compliance data Vehicle inspection checklist, PPE checks, accident reports, security incident reports, unsafe location reports, loss/damage/tampering records, road safety compliance notes.

Communications data Operational calls, SMS/WhatsApp/app messages where used for work, complaint notes, customer inquiry notes, escalation records and supervisor instructions.

4. Sensitive or special data

Kargonet does not normally require sensitive personal data from riders through the rider app. However, limited sensitive information may be processed where necessary for safety, HR, legal, insurance, emergency response or incident management. Examples may include medical fitness information after an accident, injury reports, or law enforcement incident records. Such data must be handled with restricted access and only for the specific purpose for which it is required.

5. How we collect driver/rider data

• Directly from you during onboarding, account creation, training, HR/contractor documentation, vehicle assignment and daily operations.
• Automatically when you sign in, accept jobs, scan packages, update statuses, upload POD/POP, use the app, or use a company device/scanner.
• From supervisors, dispatchers, hub staff, customer service, clients, customers, security personnel or other employees during operational reviews, complaints, incidents and investigations.
• From lawful third parties where needed for compliance, security, insurance, audits, regulatory matters, law enforcement or claims handling.

6. Why we use driver/rider data

Purpose Examples of Use

Account setup and access Create rider accounts, assign roles, verify identity, prevent control unauthorized access and manage password resets.

Dispatch and route execution Assign pickups/deliveries, plan routes, monitor progress, reassign jobs and confirm job completion.

Tracking and chain of custody Record custody of packages, scan milestones, update tracking for customers and resolve discrepancies.

Proof of pickup and delivery Capture POP/POD, verify delivery, handle disputes, support claims, show delivery evidence and audit performance.

Safety and security Monitor active jobs, identify unsafe locations, respond to accidents, protect packages and support emergency escalation.

Customer service and Investigate complaints, missed deliveries, delays, damaged complaints packages, refused deliveries, misconduct allegations and service recovery actions.

Performance and compliance Measure scan compliance, POD/POP completeness, attendance, on-time performance, route adherence, safety compliance and training needs.

Payments and administration Process rider allowances, reimbursements, payroll inputs, contractor fees or other approved operational payments where applicable.

Legal, regulatory and audit Comply with Ghanaian laws, courier regulatory obligations, data obligations protection obligations, insurance requirements, audit requests and lawful investigations.

System security and Detect misuse, troubleshoot errors, improve app reliability, improvement manage backups, investigate suspicious access and maintain cyber security.

7. Location tracking rules

The rider app or company device may collect location data when you are signed in, assigned to a job, marked available, out for pickup, in transit, out for delivery, returning to hub, or otherwise actively performing Kargonet work. Location data is used for dispatch, customer updates, safety, chain of custody, dispute resolution and operational reporting.

• Location tracking should be limited to operational use and should not be used for improper personal surveillance.
• Riders must not disable location permissions, GPS, data connectivity or scanning features during assigned work unless instructed by a supervisor or required for safety.

• If a rider uses an approved personal device, the company should not access private photos, messages, contacts or non-work files unless the rider voluntarily submits them for a work-related purpose.
• Where location data is used in investigations, access should be limited to authorized management, HR, operations, transport, IT or legal/compliance personnel.

8. Legal basis for processing

Kargonet processes rider data where necessary for employment or contractor administration, performance of assigned duties, legitimate operational interests, legal and regulatory obligations, safety and security, claims handling, system security, and compliance with applicable data protection laws in Ghana. Where consent is legally required for a specific processing activity, the company should request clear consent separately and allow withdrawal where applicable.

9. Sharing of driver/rider data

Kargonet may share limited rider data where necessary and lawful, including with:

• Customers or clients, where a rider name/ID, delivery status or contact channel is necessary for the delivery service.
• Internal teams such as operations, transport, dispatch, hub supervisors, customer service, HR, finance, IT, management and audit.
• Technology providers hosting or supporting the rider app, cloud storage, authentication, analytics, backups, SMS/email and support tools.
• Insurance providers, auditors, professional advisers and dispute/claims handlers.
• Regulators, courts, law enforcement or government agencies where required by law or necessary to protect people, packages, company property or legal rights. Kargonet should only share the minimum information necessary for the stated purpose and should use appropriate confidentiality, access control and security measures.

10. Data security

• Role-based access should be applied so riders only see the customer/package information needed for assigned work.
• Passwords, OTPs, access tokens and devices must not be shared.
• POD/POP photos, signatures and customer contact details should be stored only in approved Kargonet systems, not in personal galleries or personal cloud accounts unless the company has approved the workflow.
• Lost or stolen devices must be reported immediately to Operations/Transport/IT so access can be disabled and data can be protected.
• System logs, audits, backups and encryption may be used to protect records and investigate unauthorized access or misuse.

11. Data retention

Record Type Suggested Retention Approach

Rider account and access logs Keep while the rider is active and for a reasonable period after deactivation for audit, security and dispute resolution.

Record Type Suggested Retention Approach

Package, tracking and Keep for the period required by company policy, legal obligations, POD/POP records audit, claims handling and dispute resolution. Kargonet SOPs currently refer to at least 5 years for package and delivery records.

Incident, accident and security Keep long enough for investigation, insurance, regulatory, legal, reports HR and safety management purposes.

Training and competency Keep while the rider is active and for a reasonable period records afterward to evidence training and compliance.

Inactive accounts Disable promptly when no longer needed. Retain necessary records, then delete/anonymize when no longer required.

12. Your responsibilities as a data subject and system user

• Keep your information accurate and promptly inform HR/Operations of changes to phone number, address, emergency contact, license status or other required work information.
• Use customer personal data only for assigned pickup, delivery, tracking, customer communication and incident reporting tasks.
• Do not copy, screenshot, export, sell, share or misuse customer data, package data, app data or company records.
• Report suspected data breaches, lost devices, unauthorized access, wrong customer details, suspicious messages or accidental disclosures immediately.

13. Driver/rider data rights

Subject to applicable law and company procedures, riders may request access to their personal data, correction of inaccurate data, deletion or restriction where legally available, and information about how their data is used. Some requests may be limited where records must be kept for legal, HR, operational, safety, audit, insurance, claims or dispute-resolution reasons. Requests should be sent to: support@mykargonet.com

14. Changes to this Privacy Notice

Kargonet may update this Privacy Notice when there are changes to the rider app, courier operations, legal requirements, regulatory expectations, technology providers or internal policies. Riders will be notified of material changes through the app, email, WhatsApp, notice board, training session or other appropriate channel.