PetroLink by Encipher Company Limited (“PetroLink”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal and operational data you share with us. This policy explains what information we collect, how we use it, who it is shared with, how long we keep it, and the choices you have.
It covers the PetroLink web dashboard, the PetroLink Android application (package tz.co.petrolink.app), and this website. PetroLink is business software: most accounts are created for you by your employer or station operator, who administers your access.
1. Data we collect
The table below lists every category of data we collect, using the same names as the Google Play Data safety section, so that our declaration on Google Play and this policy describe exactly the same thing.
| Category | Data type | Why we collect it | Shared |
|---|---|---|---|
| Personal info | Name, Email address | Account creation, sign-in, identifying who recorded each operational entry, and service communication. | No |
| Personal info | Phone number (optional) | Only when you provide it through a demo request or support enquiry, so we can respond. | No |
| Personal info | Other info (your role and the stations you are assigned to) | Showing you the right stations and permitting only the actions your role allows. | No |
| App activity | App interactions | Operating the product, diagnosing faults and improving workflows. | No |
| App info and performance | Crash logs, Diagnostics, Other app performance data | Detecting, diagnosing and fixing crashes, errors and performance problems. | No |
| Device or other IDs | Device or other IDs | Keeping you signed in, securing sessions and preventing fraudulent access. | No |
| Photos and videos | Photos | Attaching photographic evidence to a meter reading or tank dip, and detecting inaccurate or fraudulent entries. | No |
| Business and operational records | Tank dips, pump and nozzle readings, sales, deliveries, shifts, expenses, reconciliation records | Delivering the core product: inventory tracking, shift accountability and reconciliation. | No |
All of the data above is required to use PetroLink, except the optional phone number. We do not collect precise location, contacts, calendar, SMS, call logs, health data, or financial account credentials. We do not use your data for advertising, and we do not sell it.
Photos taken in the app
The Android app opens your camera so you can attach photographic evidence to a meter reading or a tank dip. This is central to how PetroLink guards against inaccurate or fraudulent entries. The image is captured on your device and attached to that operational record, and the record we sync carries a reference to it. We declare photos as collected in our Google Play Data safety section, and we use them only to operate the product and to detect fraud — never for analytics, personalisation or advertising.
Data stored on your device
To work in areas with poor connectivity, the app keeps an offline copy of your station's recent operational records and your session token on the device itself. Signing out or uninstalling the app removes this local copy.
2. How we use your information
- Provide, maintain and secure the PetroLink platform and connected integrations.
- Authenticate you and record which user entered or approved each operational record — a core accountability requirement of the product.
- Generate operational reports, alerts, forecasts and reconciliation summaries for your organisation.
- Respond to support requests, process payments and send service updates.
- Detect fraud, security incidents and technical issues.
- Comply with legal obligations such as tax reporting and regulatory audits in Tanzania and other markets where we operate.
3. Sharing and disclosure
We do not sell your data, and we do not share it with third parties for their own purposes. Data is disclosed only in the following circumstances:
- Within your organisation: your employer or station operator administers your account and can see the operational records you create, together with your name and email address. This is the purpose of the product.
- Service providers acting on our instructions: cloud hosting, database and email delivery vendors who process data solely on our behalf, under contract, and who may not use it for their own purposes.
- Integrations you choose to enable: if your organisation connects PetroLink to an external system — such as an EFD device, tank gauge, mobile money provider, bank or ERP — we exchange the specific records needed for that integration, at your organisation's direction and under its control. No integration is enabled by default.
- Legal authorities: when required by law, court order, or to protect our rights, our users, or public safety.
- Business transfers: if PetroLink is involved in a merger, acquisition or asset sale, data may transfer to the successor entity under the terms of this policy.
4. Security
All data is encrypted in transit using HTTPS/TLS. Passwords are stored only as salted one-way hashes and are never recoverable in plain text. We apply role-based access control, station-level scoping, audit logging and regular security reviews. No system is completely secure, so please use a strong password and keep your credentials private.
5. Data retention
We retain your account data for as long as your account is active. Operational and financial records are retained for as long as your organisation requires them and for any period mandated by Tanzanian tax and regulatory law, typically five years. When a retention period ends, records are deleted or irreversibly anonymised.
6. Deleting your data
You can request deletion of your account and the personal data associated with it at any time. Email privacy@petrolink.co.tz from the address registered to your account, with the subject line “Data deletion request”.
- We acknowledge requests within 5 business days and complete them within 30 days.
- We delete your personal data: your name, email address, phone number, session and device identifiers, and app activity history.
- We retain operational records — dips, readings, sales, deliveries and reconciliations — because they belong to your employer's business accounts and are subject to statutory retention. Where those records reference you, your identity is replaced with an anonymised marker.
- If your account was created by an employer, we will notify them of the request, as they are the controller of that account.
Full instructions are on our data deletion request page.
7. Your rights
Depending on your jurisdiction, you may have the right to access, correct, export, delete or restrict processing of your personal data, and to object to certain processing. To exercise any of these rights, contact privacy@petrolink.co.tz. We will not discriminate against you for exercising them.
8. Children
PetroLink is workplace software intended for people aged 18 and over. It is not directed at children, and we do not knowingly collect data from anyone under 18. If we learn that we have, we will delete it promptly.
9. International transfers
Our infrastructure may process and store data outside Tanzania. Where data is transferred across borders, we take steps to ensure it remains protected by safeguards consistent with this policy and applicable data protection law.
10. Cookies
The PetroLink web dashboard and this website use cookies and similar technologies to keep you signed in, remember preferences and understand how the platform is used. The Android app does not use cookies. You can manage cookies through your browser settings.
11. Changes to this policy
We may update this policy from time to time. We will revise the “Last updated” date above and, for material changes, notify you through the platform or by email. Where a change affects what we collect or share, we will update our Google Play Data safety declaration at the same time.
12. Contact us
For any question about this policy or how we handle your data:
Encipher Company Limited
Privacy enquiries: privacy@petrolink.co.tz
General enquiries: hello@petrolink.co.tz
Address: Dar es Salaam, Tanzania