Privacy Policy
This policy explains what personal information Hanad Abdalla Car Hire collects when you use hanadcarhire.com, book a vehicle or contact us, why we collect it, who we share it with, how long we keep it, and the rights you have under the Data Protection Act, 2019.
Effective 9 September 2026. Last updated 9 September 2026.
1Who we are
Hanad Abdalla Car Hire, trading as Hanad Car Hire, of Business Bay Square Mall, Eastleigh, Nairobi, Kenya, is the data controller for the personal information described in this policy. We process personal data in accordance with the Constitution of Kenya, 2010 (Article 31), the Data Protection Act, 2019 and the regulations made under it, and we are subject to the oversight of the Office of the Data Protection Commissioner (ODPC).
Questions about this policy or about your information can be sent to bookings@hanadcarhire.com, or by phone or WhatsApp to +254 721 259209 or +254 799 189834.
2What we collect
When you book online, by phone, by WhatsApp or at our office we collect your full name, phone number, email address if you give one, your national ID or passport number, the dates, vehicle and any notes you add to the booking (for example a delivery address, a flight number or a request for a child seat), and the booking reference we generate.
When you collect a vehicle we take copies of your driving licence and your national ID or passport, and the same for every additional driver. We record the vehicle's condition, fuel level and mileage with photographs, and your signature on the hire agreement. For a company hire we also record the company's name, KRA PIN and the letter of authority.
When you pay we record the amount, the date, the method (M-Pesa, cash or card) and for M-Pesa the transaction code and the sending phone number and name shown in the M-Pesa message. We do not receive or store full card numbers; card payments are processed by the bank terminal.
During a hire we record the vehicle's GPS location as described in section 6, and any incident, accident, fine or toll notified to us.
When you contact us by phone, WhatsApp, email or the contact form we keep the messages and the details you give us. The contact form on this website does not send data to our server; it opens WhatsApp on your device with your message ready to send.
When you visit this website our hosting server records the standard web server log for each request: your IP address, the date and time, the page requested, the referring page and your browser type. We do not use analytics or advertising trackers.
We do not deliberately collect sensitive personal data such as health, religion or biometric data. If you tell us something of that kind, for example a medical condition relevant to an airport transfer, we use it only for that purpose.
3Why we use it and our lawful basis
| Purpose | Information used | Lawful basis under the Data Protection Act |
|---|---|---|
| Taking and managing your booking, preparing the hire agreement, handing over and receiving back the vehicle | Name, phone, email, ID or passport number, licence, dates, vehicle, notes, signature | Performance of a contract with you, and steps taken at your request before entering into it |
| Confirming your identity and eligibility to drive, and preventing fraud and vehicle theft | Copies of licence and ID or passport, GPS location | Our legitimate interest in protecting our vehicles, and legal obligations under insurance and traffic law |
| Taking payment, refunding deposits, issuing receipts and invoices, and keeping accounts | Payment records, M-Pesa details, company details | Performance of a contract, and legal obligations under the Tax Procedures Act and the Income Tax Act |
| Handling insurance claims, accidents, damage and disputes | Hire records, photographs, accident reports, police abstracts | Performance of a contract, legal obligations, and our legitimate interest in establishing and defending legal claims |
| Identifying the driver when a traffic fine, toll or parking notice is issued to us as the vehicle's owner | Name, ID number, licence, phone, hire dates | Legal obligation, and our legitimate interest in recovering costs |
| Contacting you about your booking, collection, return, payment or an incident | Phone, WhatsApp, email | Performance of a contract |
| Keeping this website secure and available | Server logs | Our legitimate interest in security |
We do not use your information for marketing unless you have asked us to keep you informed, and we do not make decisions about you using automated processing alone.
5Cookies, storage and third party services on this website
This website does not set cookies of its own and does not use analytics or advertising cookies. It uses your browser's session storage to carry your name and booking reference from the booking form to the confirmation page; this is deleted when you close the browser tab and is never sent to us.
The following third party services load when you view our pages, and each receives your IP address and browser details as part of the request:
- Google Fonts and Material Symbols (fonts.googleapis.com, fonts.gstatic.com) supply the typefaces and icons.
- Tailwind CSS (cdn.tailwindcss.com) supplies the page styling script.
- Google Maps is embedded on the contact page to show our location. Google may set cookies through that embed under Google's privacy policy.
- Sakenora supplies the photographs of our vehicles shown on the fleet pages.
The fleet, availability and booking features on this website talk to Sakenora through our own server. Your browser never connects to Sakenora's API directly and the credentials for our account are never sent to your browser.
6Vehicle tracking
Our vehicles are fitted with GPS tracking devices. During a hire the device reports the vehicle's location, speed and ignition status to our tracking provider's platform, which we can view. We use this information to locate a vehicle that is overdue, reported stolen or involved in an accident, to respond to a breakdown call, to verify the mileage and the places the vehicle has been where damage or a fine is in dispute, and to check compliance with the hire terms on territory and off road use. We do not use it to monitor you for any other purpose. Location history is kept with the hire record for the period in section 7.
7How long we keep it
| Record | Kept for | Reason |
|---|---|---|
| Bookings that are cancelled or never collected | Twelve months from the booking date | To handle refunds and queries |
| Hire agreements, ID and licence copies, condition photographs, payments and invoices | Seven years from the end of the hire | Tax records must be kept for at least five years under the Tax Procedures Act; insurance claims and civil claims can be brought for up to six years under the Limitation of Actions Act |
| Accident, damage and claim files | Seven years from the closure of the claim | Legal claims and insurance |
| Traffic fine and toll notices | Two years from settlement | Recovery and dispute |
| GPS location history | Twelve months, or the life of a related claim | Disputes and recovery |
| Website server logs | Ninety days | Security |
| Messages and emails not connected to a hire | Twelve months | To answer follow up questions |
When the period ends the records are deleted or securely destroyed, unless a legal hold applies.
8How we protect it
Our booking and customer records are held in the Sakenora platform, which is accessed only by our staff with individual logins, over encrypted connections. This website is served over HTTPS. Paper hire agreements and document copies are kept in a locked cabinet at our office and are accessible only to staff who need them. Staff are instructed on confidentiality and may only use customer information for the purposes in this policy. If we become aware of a breach of security affecting your personal data that is likely to cause you real risk of harm, we will notify the ODPC within seventy two hours and inform you as required by section 43 of the Data Protection Act.
9Your rights
Under the Data Protection Act, 2019 you have the right to:
- be told how your personal data is used, which this policy does;
- access the personal data we hold about you and receive a copy;
- have inaccurate or incomplete data corrected;
- have your data deleted where we no longer need it for the purposes above and are not required by law to keep it;
- object to processing based on our legitimate interests, and to any direct marketing;
- receive the data you gave us in a portable electronic format;
- withdraw consent at any time where consent is the basis for processing.
To exercise any of these rights, contact us using the details in section 12. We may ask you to confirm your identity. We respond within the time allowed by the Act, normally within seven days for a request to correct or delete data and within thirty days for other requests. We do not charge for a request unless it is manifestly excessive.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner, Britam Centre, Ragati Road, Upper Hill, Nairobi; email info@odpc.go.ke; website odpc.go.ke.
10Children
Our services are for adults. Every driver must be at least 23 years old, and we do not knowingly collect personal information from anyone under eighteen except a child's name and age where a child seat or a passenger list is needed for a transfer, which we record only for that journey.
11Changes to this policy
We review this policy at least once a year and whenever our services or the law change. The current version is always published at hanadcarhire.com/privacy.html with the effective date shown at the top. Where a change materially affects how we use information already collected, we will tell existing customers by the contact details we hold.
12How to contact us
Hanad Abdalla Car Hire
Business Bay Square Mall, Eastleigh, Nairobi, Kenya
Phone and WhatsApp: +254 721 259209 and +254 799 189834
Email: bookings@hanadcarhire.com
See also our terms and conditions of hire.