Privacy Policy

1. About QooKey

QooKey is a business app for the self-drive vehicle rental trade. It helps rental vendors (agencies and vehicle owners), drivers, and an agency’s own staff coordinate real-world vehicle jobs:

• vehicle pickup, drop and transfer
• vehicle rental between vendors
• Free Lift (a free lift between drivers)

It also gives vendors Office Book, a private bookkeeping tool for their fleet.

QooKey is not a taxi or ride-hailing service. A rental vendor’s own customers are not QooKey users and do not book through QooKey. QooKey helps users find each other, communicate and coordinate. The handover, movement, rental and use of a vehicle, and any money agreed between users or with their own customers are the responsibility of the users involved, unless QooKey expressly says otherwise. QooKey never takes ownership of any vehicle.

QooKey is for business use by adults. You must be at least 18 years old to use QooKey. We do not knowingly collect information from anyone under 18. If you believe a minor has created an account, contact us, and we will delete it.

2. Information we collect

We collect only what is reasonably needed to run, protect, and improve QooKey.

2.1 Account information

Required: your name and mobile phone number. You sign in with a one-time code (OTP) sent by SMS. Optional: a profile photo, business or agency name, business address, and your home or office area. Your role (vendor, driver or staff), and your agency, if you are staff. QooKey does not need an email address to register.

2.2 Verification (KYC) documents

If you choose to verify yourself or a vehicle, or verification is needed for a feature, you may upload:

• documents such as a vehicle Registration Certificate (RC), permit, and driving licence
• other supporting details

These documents are stored securely and reviewed only by authorised QooKey staff to confirm them. They are not shown to other users; other users only see a “verified” status where that feature is switched on. We keep them while your account is active, and delete them with your account (see section 12), unless the law requires us to keep them longer.

2.3 Vehicle information

If you add a vehicle or post about one:

• vehicle type, make and model
• registration (number plate)
• availability, photos, and document and service due dates

Number plates are shown to you and your own staff. They are not shown to other users on the Live Map. They are only shared with the other party where a job needs it.

2.4 Location information

Location is used only for features that need it.

Drivers and staff: when you allow location, QooKey uses your device’s precise location: to show jobs near you or along your route; to estimate travel times; to share live progress during a job.

When the app is not open: QooKey may continue to collect location while you have an upcoming or active job, or have marked yourself available. When it does, your phone shows a notification that QooKey is using your location. This lets the vendor see that the vehicle is on its way, and lets the app suggest your next job or a lift. You can stop it at any time by ending availability, finishing the job, or turning off location permission in your phone settings.

Who sees it: Your exact live location is shown only to the parties of that job, for example, the vendor and the driver, and, through the tracking link below, the vendor’s customer. On the Live Map, other users see drivers only at an approximate position (rounded to about 100 metres), never your exact position. Exact location is otherwise visible only to authorised QooKey staff, for safety and support. Vendors do not need to share live location unless a feature they choose requires it. We may convert coordinates into a place name (reverse geocoding) to show a readable location.

2.5 Live tracking link (for a vendor’s customer)

A vendor can share a tracking link with their rental customer, so the customer can see the vehicle coming. That person does not need a QooKey account.

The link shows the vehicle’s live position and estimated arrival for that one job only. It works only from shortly before the job until it is completed, then it stops working. It does not show the driver’s phone number or other personal details. A vendor should share the link only with their own customer for that job.

2.6 Posts, chats and job records

The needs, offers, routes and availability you post. Chat messages and quick replies in a deal. Photos you send, and the stages of a job (requested, confirmed, on the way, collected, handed over, completed, cancelled). Reviews, reports and “not happened” reports.

2.7 Office Book (your business records)

If you use Office Book, you may enter:

• bookings and customer names or phone numbers
• fleet details
• income, expenses, fuel, discounts, deposits and EMI
• invoices, including your agency name, address, logo, rules and terms

See section 4.

2.8 Voice posting (coming soon)

Voice posting is not available yet. When it launches, QooKey will ask for microphone permission only when you choose to use it. Your phone’s own speech-recognition service will turn your speech into text, and QooKey will not keep audio. You will always be able to use QooKey without the microphone.

2.9 Camera and photos

If you add a profile photo, vehicle photos or documents, QooKey asks for access to your camera or photos. It uses only the images you choose.

2.10 Notifications and reminders

A notification token, so we can send job, chat and reminder alerts. Scheduled reminders you set up (for example document renewals or the nightly summary). You can turn notifications off in your phone settings.

2.11 Device, diagnostics and app-usage information

Device model, operating system, app version, language and network type. Crash reports and error logs. Basic security signals that help us spot fake accounts, rooted devices and misuse. See sections 7 and 8.

2.12 Payment information

See section 6. QooKey never sees or stores your full card, UPI PIN or bank login.

3. How we use information

We use your information to:

• create and run your account, and verify your phone number
• show relevant jobs, drivers, vehicles and matches, and estimate routes and travel times
• run chats, confirmations, job stages, live tracking and reminders
• keep phone numbers private until both sides confirm a deal, and then share them with the other party
• keep your Office Book, and create the invoices and reports you ask for
• handle any payments described in section 6
• verify documents, where you or a feature require it
• detect and prevent spam, fraud, fake accounts, unsafe activity and misuse
• investigate reports and disputes about activity on QooKey
• provide support
• fix problems and improve the app
• meet legal, tax and regulatory duties, and respond to lawful requests

We do not sell your personal information. We do not use your Office Book records for advertising.

4. Office Book is private

We treat Office Book as your private business information. Only you, and the staff you give access to, can see it. We do not use it to judge your business, to market to you, or to share it with other users.

Our systems store and back it up. Authorised QooKey staff may access it only when needed to keep the service running, secure it, or give you support that you ask for. Anything you choose to share from Office Book, such as an invoice sent to a customer, is your responsibility.

5. Who can see your information

• Other QooKey users: only what a job needs, for example your name or agency name, profile photo, your post (route, date, time, vehicle type), approximate area, rating and verified status. Your phone number is shared only after both sides confirm a deal. Before that, contact details in chat are restricted.
• Your agency (for staff): the vendor you work for can see your assigned jobs, job progress, and your location during those jobs.
• A vendor’s customer: the live tracking information in section 2.5, for that one job only.
• Authorised QooKey staff: for verification, support, safety, fraud prevention and legal duties.
• Service providers (section 7), only to run the service for us.
• Authorities: where the law requires it, to respond to valid legal requests, or to protect the rights, property or safety of users, the public or QooKey.
• A buyer or successor, if QooKey is involved in a merger, acquisition or sale of assets, under the same protections described here.