Your data,
your rules.

A. Contact Information

• Full Name: For account management and personalization.
• Email Address: For authentication, password resets, and important account notifications.
• Phone Number (optional): For business communication preferences, if provided.

B. Identifiers

• User ID: Your unique account identifier.
• Device ID: To deliver push notifications to your specific device.

C. Device & Technical Information

• Push Notification Token: To deliver booking alerts and reminders. Only collected if you grant notification permission.
• Local Storage: App settings and cached data stored on your device for offline functionality.

D. Purchases

• Subscription Status & History: Managed via RevenueCat to validate your plan and unlock premium features.

E. Business Data You Enter

You own all data you create within the app. This includes, but is not limited to:

• Customer records: Names, email addresses, phone numbers, driver's license numbers and expiry dates, home addresses, and emergency contact information (names and phone numbers of third parties you enter).
• Vehicle records: Make, model, year, license plate numbers, VIN numbers, photos, and operational data.
• Booking records: Rental dates, pickup and return addresses, assigned pickup and return garage, assigned customer and vehicle, pricing, fees, discounts, commission data, and affiliate assignment details.
• Payment records: Customer payment entries you record against a booking, including the amount, payment method (e.g., cash, GCash, Maya, bank transfer, card, or other e-wallet), reference number, payment date, notes, and internal review status (pending, approved, rejected, reconciled, or voided). These are a record-keeping ledger only — Ogeeda does not process, hold, or transfer any customer payment.
• Handover & inspection records: Vehicle checkout and return readings such as odometer values, fuel levels, the units used, inspection notes, and the staff member and timestamp for each reading.
• Charge records: Charges you raise against a booking — including fuel, distance/mileage, damage, late return, cleaning, and manual charges — together with their amounts, status (pending, applied, waived, or voided), and any waive or void reason.
• Garage records: Garage or location name, address, contact number, person-in-charge name, operating hours, and pickup/return requirements that you enter. Contact numbers and person-in-charge names you enter for a garage constitute third-party personal data.
• Financial records: Expenses, revenue summaries, commission calculations, and any manual ledger entries or corrections (undo / reversal) you make to reconcile a cash account.
• Cash accounts & wallets: The names you give to cash accounts or wallets, their type, the garage or location each belongs to, and the staff member or owner you designate as holding each account ("held by"). Balances are derived from your payment and expense entries, not stored separately. The name of a person you designate as an account holder constitutes third-party personal data of that individual.
• Affiliate records: Per-booking affiliate assignments, commission types (percentage or fixed), commission rates, ownership direction (whether the affiliate or the business owns the vehicle), and calculated commission amounts.
• Other records: Staff profiles, promotions, pricing groups, email templates, and notes.

Emergency contact information entered for customers, and contact numbers or person-in-charge names entered for a garage, constitute third-party personal data. You are responsible for ensuring you have a legitimate basis for storing this information within the app.

F. Camera & Photos — AI Auto-Fill (Optional Feature)

The AI Auto-Fill feature (available on Pro and Suite plans) lets you scan a booking screenshot or photo to automatically extract booking details. When you use this feature:

• You choose to capture a photo with your camera or select one from your gallery — this is always optional and user-initiated.
• The image is sent securely to Google Gemini AI for text extraction only.
• Images are never stored by Ogeeda or by Google beyond the duration of the request. Only the extracted text fields (e.g., customer name, dates) are retained as part of your booking record.
• Camera and photo library permissions are requested on first use and are never accessed in the background.

This data type is classified as not linked to identity and not used for tracking — it is processed ephemerally solely for app functionality.

G. Invoice & Receipt Generation (Optional Feature)

When you use the invoice or receipt generation feature, the following applies:

• Customer names and email addresses from your existing booking records are used to populate the generated document and to pre-fill the recipient field in your device's native mail app. For invoices and receipts, Ogeeda does not send the email for you — the mail app is opened with fields pre-filled, and you choose whether to send it. (Automated booking lifecycle emails are separate and are sent from our servers — see Section 3.)
• Generated PDF files are temporarily saved to your device's local cache solely for the purpose of attaching them to an email or sharing them. These files are never uploaded to our servers.
• Your business details — including company name, bank account information, signatory name and title, and tax settings — are saved to your organization's settings on our servers (Supabase) so they persist across your devices and team, pre-fill future invoices and receipts, and populate the automated booking emails we send on your behalf (see Section 3). Bank account information you enter is stored as part of these settings and is used only to display your payment details on the documents and emails you generate.
• If you upload a business logo (logo upload requires the Pro plan), it is uploaded to our object storage and served from a permanent, public (unauthenticated) URL so it can be embedded in invoices, receipts, emails, and shared booking pages. Anyone with the link can view the logo. Because a logo is brand artwork meant to be shown to your customers, it is intentionally public; do not upload a logo containing private information.

Invoice and receipt sequence counters (last used number and date) are stored with your organization's settings on our servers so document numbers increment consistently across your devices and team.

H. Financial Report Export (Optional Feature)

When you use the financial report export feature, the following applies:

• The exported XLSX file may include customer names, phone numbers, and email addresses from your booking records, along with financial data such as revenue, commissions, and booking details.
• The file is generated and cached locally on your device. It is never uploaded to our servers.
• Sharing is initiated by you through your device's native share sheet (e.g., email, messaging apps, cloud storage). Ogeeda does not control or track where you send the file.
• You are solely responsible for ensuring that exported data is handled, stored, and shared in compliance with applicable data protection laws in your jurisdiction.

I. Meta Business Chat — Facebook & Instagram Messaging (Optional Feature)

If your organization connects a Facebook Page or Instagram account using the Meta Business Chat feature (available on Suite plans), the following data is collected and processed when customers message your page:

• Customer Messaging Data: Messages sent by customers to your Facebook Page or Instagram account are received via Meta's Webhooks API and processed by our servers. Message content is stored temporarily (up to 30 minutes of inactivity) to maintain conversation context.
• Meta Sender ID: A platform-specific identifier assigned by Meta to each customer who messages your page. This is used to maintain conversation state and is not linked to any Facebook profile data beyond the customer's first and last name.
• Customer Name: The first and last name associated with the customer's Facebook or Instagram account is retrieved via the Meta Graph API to personalize responses.
• Customer-Provided Personal Data: During a booking conversation, customers may voluntarily provide their phone number, email address, full name, and booking preferences (dates, locations, vehicle preferences). This data is extracted by AI and stored as part of your organization's customer and booking records.
• AI Processing: Customer messages are processed by Google Gemini AI to understand intent, extract booking details, and generate responses. The AI receives the conversation history (last 20 messages), your vehicle catalog, pricing, and availability data to provide accurate responses. Google processes this data ephemerally under their API terms — it is not used for model training.
• Conversation Logs: All AI interactions are logged in an audit trail (meta_ai_logs) that records inbound and outbound messages, detected intent, actions taken, and AI model metrics. These logs are accessible only to your organization and are used for quality assurance and dispute resolution.
• Page Access Tokens: When you connect your Facebook Page, we securely store a long-lived Page Access Token to send and receive messages on your behalf. This token is refreshed periodically and can be revoked at any time by disconnecting the integration.
• Rate Limiting Data: We track per-sender message counts and booking attempt counts to prevent abuse. Senders who exceed thresholds may be temporarily blocked from the AI chat service.

Important: Customers who message your Facebook Page or Instagram account are interacting with Meta's platform. Meta's own Data Policy governs how Meta collects and processes their data. Ogeeda only processes the message content and limited profile information (name) that Meta delivers to us via webhooks.

As the organization owner, you are responsible for ensuring that your use of the Meta Business Chat feature complies with Meta's Platform Terms, applicable data protection laws, and that your customers are informed they are interacting with an AI-powered assistant.

J. Public API & Webhooks (Optional Feature)

If your organization uses the Public API (available on Suite plans), you can generate API keys and configure webhook endpoints to integrate Ogeeda with your own systems. When you use these features:

• API Keys: Each key is scoped to specific permissions (for example, reading your fleet, reading your clients, or creating bookings) and may be restricted to specific IP addresses and given an expiry date. We store the key's prefix, label, scopes, allowed IPs, and the date it was last used. The secret portion of the key is shown only once at creation and is stored only as a hashed value — we cannot recover or display it again.
• Programmatic Access: Any system holding a valid key can read or write the organization data permitted by that key's scopes — including booking, fleet, and client records that may contain personal data. You are responsible for keeping your API keys secret and for the actions of any system you grant access to.
• Webhooks — Data Sent to You: When you register a webhook endpoint, Ogeeda sends event payloads (for example, when a booking is created, confirmed, cancelled, or completed) to the external URL you specify. These payloads may include booking and customer data. Because the destination is chosen and controlled by you, you act as the data controller for any data delivered to your endpoint, and you are responsible for securing it and handling it in compliance with applicable law. Each payload is signed with a secret so your endpoint can verify it originated from Ogeeda.
• Delivery Metadata: We store your endpoint URL, the events it subscribes to, delivery timestamps, and consecutive-failure counts so we can retry, disable failing endpoints, and help you troubleshoot.

K. Photos & Attachments You Upload (Optional Feature)

On paid plans you can attach photos to your records — vehicles, customers, payments, and handovers. Unlike the AI Auto-Fill images in section F (which are never stored), these photos are stored persistently so they remain attached to the record. When you use this feature:

• Uploading is always optional and user-initiated. You select images from your photo library; the app compresses them on your device before upload.
• Storage & access: Record photos (vehicle, customer, payment, handover) are stored in our infrastructure provider's object storage (Supabase). They are private by default and served only through short-lived, signed links. Access is limited to members of your organization whose role permits viewing that record — for example, payment and handover photos are restricted to higher roles. (Your organization logo is the one exception: it is intentionally public — see Section G.)
• Public publishing (Suite, opt-in per image): For vehicle and customer records only, you may choose to mark a specific photo as public. A public photo is moved to a public bucket and becomes accessible via a permanent, unauthenticated URL through your Public API — meaning anyone with the link can view it. Payment and handover photos can never be made public. Marking a photo public is reversible (it is moved back to private storage), but copies already cached by third parties or CDNs may persist for a time.
• Deletion & limits: You can delete any photo you uploaded; deletion removes the stored object. Storage is subject to a per-organization limit by plan.
• Your responsibility: You must have the rights and any necessary consent for every image you upload — in particular photos of or relating to your customers — and for any image you choose to publish publicly. As the organization, you are the data controller for this content; Ogeeda processes it on your behalf.