Privacy Policy

The station dealer (your outlet) decides why and how personal data of its staff and credit customers is processed and acts as the Data Fiduciary. PetroHive acts as the Data Processor and handles that data only to provide the platform and on the dealer's documented instructions.

• Station employee data: name, role and mobile number, used for login, OTP verification and shift assignment.
• Credit fleet customer data: customer names, contact numbers, email addresses, GST numbers and vehicle registration numbers, used for credit limits, indent slips and statements.
• Operational telemetry: tank dip readings, decantation, nozzle meter readings, shift settlements and cashbook entries.
• Technical data: device and browser information, IP address and audit logs used for security and fraud prevention.
• Consent and sign-in records: when you accept our terms or send us an enquiry we keep the time, IP address, device and terms version as proof of your consent; each sign-in records the IP address and approximate city and state, for account security.

We do not sell personal data and do not use it for advertising.

Data is processed to run shift settlement, tank monitoring, credit ledgers and owner reporting, to send transactional OTP and statement messages, to secure accounts, and to meet legal obligations. Dealers are responsible for obtaining the consent or other lawful basis needed to enter their staff and customers' data.

Every station operates within a strictly isolated data partition. No dealer or station can view or access another station's inventory or customer records, and there is no cross-station data sharing. Owners with multiple stations have access strictly limited to the specific outlets linked to their verified account.

Data is encrypted in transit (TLS), credentials are stored as salted hashes, access is role-based, and sensitive actions are written to audit trails. No system is perfectly secure; in case of a personal data breach we will notify the affected dealer without undue delay so required notifications can be made.

• Operational and financial records are kept for the life of the subscription so that audits and reconciliations remain possible.
• On account closure, a dealer can request an export and deletion of the station's data; deletion is completed within a reasonable period after the request, subject to backup rotation and any records we are legally required to keep.
• Individual employees or customers can ask the dealer to correct or erase their data; the dealer can action this in the platform or ask us to assist.

Under the DPDP Act you may request access, correction, erasure and grievance redressal, and may nominate another person to exercise your rights. Write to [email protected] and we will respond within a reasonable time.

We may update this policy as the product or the law changes. The date above shows the latest revision.