1. Roles and scope
The Customer is the controller of personal information it enters into Drove. The Supplier is the processor when it hosts, synchronises, backs up, supports or otherwise handles that information on the Customer’s documented instructions. Each party remains independently responsible for processing it determines for its own legitimate administration or legal duties.
2. Processing schedule
- Purpose: provide, secure, support, back up and synchronise the contracted Drove service.
- Duration: the subscription term plus agreed export, backup and legal-retention periods.
- People: customer staff, applicants, producers, agents, customers, suppliers, drivers, contractors and authorised users.
- Data: identity and contact details; employment, leave, attendance, payroll-export and loan records; financial and transaction records; location evidence; photos and documents; authentication, device, audit and support information.
- Special or sensitive data: employment and financial history and any other sensitive information the Customer lawfully configures Drove to process.
3. Customer instructions
The Supplier will process personal information only to provide the service, follow the contract, comply with documented lawful instructions or meet a legal obligation. If an instruction appears unlawful or materially outside scope, the Supplier will notify the Customer and may pause that processing while the parties resolve it.
4. Confidentiality and access
The Supplier will limit access to personnel and contractors who need it for the service, bind them to confidentiality, and apply role-based access. The Customer controls its users and must promptly remove access that is no longer authorised.
5. Security measures
Measures include encrypted network transport, protected native credentials, access controls, audit logging, customer/site separation, backups, update controls and incident response. The completed schedule should record deployment-specific hosting, backup, recovery and retention details.
6. Subprocessors, locations and transfers
The Customer authorises the providers needed for its selected deployment. The current baseline providers are DigitalOcean for Drove-managed application infrastructure, Cloudflare for the public Drove website and edge security, and the Customer’s chosen email or WhatsApp provider when those channels are used for contact. On-site Mirrored deployments also store operational data on Customer-controlled hardware at the listed premises. The order form must identify the selected DigitalOcean hosting region, backup location and any additional integration provider. The Supplier will impose appropriate protection obligations and notify the Customer before a material new subprocessor is used.
7. Data-subject requests
The Customer is responsible for responding to data-subject requests. Taking account of the processing and available tools, the Supplier will reasonably assist with access, correction, restriction, objection, portability or deletion requests. Chargeable exceptional work will be agreed first where possible.
8. Personal-data incidents
The Supplier will notify the Customer without undue delay after confirming unauthorised access, loss, alteration or disclosure affecting Customer personal information. The notice will provide available facts, likely effects and mitigation. The Customer decides whether regulatory or data-subject notification is required unless law places that duty directly on the Supplier.
9. Return and deletion
At termination, the Supplier will make an agreed export available and then return or delete personal information after the contractual retrieval and backup period, except where law requires retention. Deletion from backups may occur through the ordinary protected rotation cycle.
10. Assurance
On reasonable written request, the Supplier will provide information needed to demonstrate compliance. Audits should first use existing documentation and remote evidence, occur during business hours, protect other customers and avoid unreasonable disruption. The Customer bears the cost unless a material breach is found.
11. Precedence and law
This agreement forms part of the Customer Software Agreement. It controls for personal-data processing conflicts. Undefined terms take their meaning from Zimbabwe’s Cyber and Data Protection Act, and the governing-law provisions of the Customer Software Agreement apply.