Privacy Policy

This policy explains how personal data is collected, used, disclosed and protected through the Pixa marketing website at pixa-sa.com, the platform at portal.pixa-sa.com, and the installable web app offered by the same platform. It covers service users and other people whose data is processed through the service, according to the roles below. Processing is subject to the Saudi Personal Data Protection Law (PDPL) and its regulations.

This policy will also apply to the Pixa app for iOS and Android when it is released, and we will update the permissions section to match its actual behavior before publication.

1. Who we are

Pixa is operated by شركة مصفوفة التقنية التجارية, Commercial Registration No. 7005784199, Riyadh, Kingdom of Saudi Arabia. In this policy, “Pixa”, “we” and “us” refer to that entity.

Privacy inquiries and requests: privacy@pixa-sa.com.

2. Our role and your organization

When we process fleet, driver, customer and operations data on a subscribing organization’s instructions, that organization is the controller and Pixa is its processor. This includes account data managed on the organization’s behalf and instructions.

Pixa is a controller when it determines its own processing purposes and means, such as managing its contractual relationships, billing, service security and improvement, and contact-form inquiries. Some account data may be processed in either role depending on the purpose.

The organization determines the lawful basis for processing its employees’, drivers’ and customers’ data, informs them about tracking, cameras and disclosure, and obtains consent where required. Contact us to identify the party responsible for your data. We assist organizations with rights requests, and our agreements do not reduce data subjects’ statutory rights.

3. Data we process and its sources

We process data you provide, data entered by your organization or its authorized users, data sent by enabled devices and integrations, and data generated through use of the website and platform. The scope depends on the features used.

• Account data: name, email, mobile number, organization, role, permissions, account identifier, and security and verification settings. For dealer sign-up: organization name, commercial registration, unified number and city. Passwords are stored as security hashes, never in plain text.
• Tracking and operations: tracking-device identifiers, precise vehicle and asset locations, routes, speed, timestamps and sensor readings, together with driver, trip, order, customer and invoice records entered by the organization. Enabled person or pet tracking features process locations from tracking devices linked to the account.
• Phone location: collected only in the cases described in section 4, with your browser’s permission.
• Photos, files and video: uploaded documents, photos, notes and messages; vehicle-camera streams, recordings and driving-behavior events when enabled, which may include people appearing in recordings. Camera recordings are stored on the device’s memory card in the vehicle, and on Pixa servers for organizations subscribed to continuous recording or when an authorized user requests a clip. We do not use an external video provider.
• Audio and Talk: when you activate Talk, your device microphone transmits your voice live to the vehicle camera’s speaker. This audio is not recorded or stored on our servers; only a log of who spoke, to which vehicle and when is kept with the audit records.
• Usage and security: IP address, device type, operating system, browser, sign-in times, platform actions and audit records, for operation, security and support.
• In-platform usage analytics: we record the screens you visit and your interactions with them (clicks, scrolling and navigation sequence) to improve the service, linked to your user ID, name, email and organization. This tool runs on Pixa servers, is not shared with any third party, and only authorized Pixa staff can view it. Pages opened through links that carry access tokens, such as shipment-tracking and share links, are not recorded.
• Payments: card details are entered directly on the payment provider’s page. We never receive or store card numbers; we process invoice details, payment status and transaction references needed for accounting.
• Contact and support: your name, contact details, messages and attachments submitted through forms or support channels.
• AI assistant: when used, we process what you type, files you choose to submit, and platform data the assistant needs to complete your request within your permissions, such as vehicle, trip and alert data. Section 6 explains what reaches the AI provider.

4. Device permissions and data on your device

Your browser asks for your permission before the platform can access any of the following, and we only request it when you use the feature that needs it. You can decline or revoke it in your browser or device settings; only the dependent feature stops working.

• Location: in the driver portal, the phone’s location is sent once at the moment of check-in or check-out to confirm the attendance location to the organization. The driver task screen uses location to show your distance to the destination on your device without sending it to us. On screens for picking a map point or filing a public report, only the location you choose is sent. We do not track your phone’s location in the background.
• Camera: scanning QR codes and barcodes, and photographing documents and proof photos when you choose these functions.
• Microphone: transmitting your voice when you activate Talk, not simply when a page is opened.
• Fingerprint or face (passkeys): signing in and confirming attendance instead of an SMS code when you enable it. Your device performs the verification; we never receive your facial image or fingerprint template, only a public key that reveals no biometric data.
• Notifications: delivering operational alerts to your browser or device if you allow them.
• Screen capture: when you send feedback and choose to attach a screenshot.

When you select a photo or file to upload, we use the operating system’s picker and access only the items you select, without general access to your photo library.

Browser storage holds your sign-in session, your preferences and temporary files needed for downloads and sharing. Copies you export to other apps or save outside the platform remain under your control or that of the recipient.

5. Purposes and legal bases

We use data as necessary to provide tracking, reporting, alerts, Talk and account management; protect the service and prevent fraud; provide support; manage subscriptions, invoices and legal obligations; and improve the service using self-hosted usage analytics. Operational alerts are sent to recipients configured by the organization through enabled channels such as WhatsApp, SMS, email and notifications.

Where Pixa is the controller, the basis depends on the purpose: performing an agreement to which the data subject is a party; complying with a legal obligation; or legitimate interests in service security, communications and service improvement, subject to the required assessment and safeguards and never as the basis for sensitive data. We rely on consent for optional processing that requires it. Processing on behalf of an organization follows its lawful instructions and the basis it determines as controller.

At collection, we identify required data and explain the consequences of withholding it; an account or feature may be unavailable without necessary data. Declining optional processing does not prevent use of unrelated services.

We do not sell personal data, use it for advertising, or track users for advertising across other companies’ apps and websites. Using the service is not blanket consent to new purposes.

6. Recipients, service providers and AI

Data is available to authorized organization users according to their permissions, and to authorized Pixa support and operations staff where needed. We disclose the necessary data to the following parties according to the feature used:

• Hosting: the platform, its databases and files run on servers operated by Pixa itself, without a cloud hosting provider.
• Maps: base maps, address search and route calculation run on Pixa servers using OpenStreetMap data. When you choose alternative map layers, or if our maps fail to load, your browser loads map images from the OpenStreetMap Foundation, CARTO or Esri, which receive the displayed map area and your IP address. Satellite imagery is fetched through our servers, so your address does not reach its provider. If the organization enables an external routing provider, such as Google, HERE or OpenRouteService, it receives the coordinates needed to calculate the route. “Open in Google Maps” links pass the location to Google when you click them.
• Payments: Moyasar, to process payments through its hosted page. It receives the transaction amount and reference, and the card details you enter directly on its page.
• WhatsApp: depending on what the organization enables: Meta’s WhatsApp Cloud platform, Taqnyat, BotPenguin, or a WhatsApp gateway running on Pixa servers. They receive recipient numbers, message content and attachments.
• SMS: Unifonic, Msegat or Taqnyat, depending on what the organization enables. They receive the recipient number and message text.
• Email: the mail server set by the organization or SendGrid; Pixa’s own email is sent through Microsoft 365. They receive the recipient address and message content.
• Notifications: Google’s Firebase Cloud Messaging and your browser’s push service. They receive the device identifier and notification text.
• Video and audio: operated on Pixa servers without an external provider. If an organization links a video archive to its own cloud account, such as Google Drive, OneDrive, Dropbox or S3-compatible storage, the clips it chooses to archive are sent there.
• AI assistant: language models provided by Anthropic, OpenAI or Google, or a model we host ourselves, as enabled by Pixa for the service. The provider receives what you type and the tool results needed to answer. Before sending, we automatically mask national ID and iqama numbers, IBANs, card numbers, email addresses and mobile numbers; names and plate numbers may pass unless strict masking is enabled. Automated masking reduces disclosure but cannot eliminate it. We use these providers’ business (API) services, we do not enable any option to share data for training their models, and each provider retains data under its service terms. Pixa retains conversations for 12 months.
• Human verification: when Cloudflare Turnstile is enabled on sign-in and sign-up pages, your IP address and browser data reach Cloudflare to distinguish people from automated programs.

Parties processing data on our behalf are bound by processing instructions, confidentiality and appropriate protection, and may not use the data for unauthorized independent purposes. Some providers, such as the payment provider and messaging providers, may process transaction data as independent controllers under their own privacy policies.

We may disclose data to services the organization enables, such as the WASL platform operated by Elm under the Transport General Authority, and e-invoicing systems, as necessary for the service or a legal obligation, and to competent authorities in response to binding requests or where legally required.

7. Processing locations, transfers and security

Primary databases, files and backups are hosted on Pixa servers in the Kingdom of Saudi Arabia.

Some providers listed in section 6 process data outside Saudi Arabia: Meta (WhatsApp), SendGrid, Google (notifications, and Google routing if enabled), HERE and OpenRouteService if enabled, AI providers, alternative map-layer providers, and Cloudflare if enabled. Moyasar, Taqnyat, Msegat, Unifonic and the WASL platform process data inside Saudi Arabia.

Transfers or disclosures outside Saudi Arabia are made only in accordance with the PDPL and the Regulation on Personal Data Transfer outside the Kingdom, with the required conditions, safeguards and risk assessments where applicable, and limited to what the purpose requires. Contact privacy@pixa-sa.com for further information about transfer safeguards. Acceptance of this policy does not replace statutory transfer requirements.

We apply technical and organizational measures appropriate to the processing, including encrypted service connections, encrypted secrets and integration keys, access controls and separation of organization data, signed links for video and photo files, malware scanning of uploaded files, account protection and log monitoring. These measures cannot guarantee prevention of every incident. We handle data incidents and provide required notifications in accordance with applicable law.

8. Retention and destruction

We retain data as long as needed for its processing purpose or legal requirements, then securely destroy it or anonymize it so individuals cannot be identified. The following periods apply:

• Account data: while the account is active. When deletion of a user account is requested, the associated data is deleted from active systems within 30 days after the request is confirmed and identity verified, subject to the exceptions below.
• After an organization account is closed: data remains available for viewing, export and restoration for 30 days, or an agreed period between 7 and 180 days, then is deleted or anonymized in scheduled batches. Returning a copy to the organization does not replace destruction of our copies once retention is no longer justified.
• Vehicle locations and alerts: 6, 12 or 24 months depending on the organization’s plan. Geofence visit records: 13 months. Sensor readings, device events and operational documents: for the subscription term unless the plan or organization sets a shorter period.
• Vehicle-camera recordings on our servers: 30 days, or 90 days on the top plan, then deleted automatically. Clips the organization preserves as evidence of an incident or insurance claim remain until the organization deletes them or its account is closed. Recordings on the device’s memory card are overwritten cyclically according to card capacity.
• Talk audio: not recorded; its usage log is kept with the audit records.
• Attendance photos: 90 days. Delivery and installation proof photos: for the subscription term.
• AI assistant conversations: 12 months from the start of the conversation. When you delete a conversation, we remove its content, while the record of actions the assistant performed is kept for audit purposes.
• Usage analytics: as long as needed to improve the service; a user’s data is removed when their account is deleted.
• Security and audit logs: kept as compliance evidence for the period required by cybersecurity controls and law, and anonymized on account closure where possible. Support messages: for the subscription term, then deleted with the organization’s data.
• Invoices and financial records: the periods required by applicable tax and commercial laws, limited to data necessary for those obligations.
• Backups: database backups are replaced within 14 days and file backups within 30 days, so deleted data disappears when their cycle ends. Access is restricted and backups are not returned to routine use. If a backup is restored, approved deletion requests are reapplied.

Where a legal obligation or judicial proceeding requires retention of specific data, we retain only what is necessary for that reason, restrict its use and destroy it when the reason ends. We explain the retained data, the reason and the period to the requester unless prohibited by law.

9. Account and associated data deletion

You can request deletion of your Pixa account and associated personal data through:

• The web: the account deletion request page at https://pixa-sa.com/en/legal/delete-account/, without installing any app.
• Email: privacy@pixa-sa.com.
• Within the platform: organization administrators can delete their users’ accounts from user management, and drivers can submit a request about their data from the “Me” page in the driver portal.

When the Pixa app for iOS and Android is released, it will include a path to start account deletion from within the app.

We may ask for proof of identity or a verification code to protect the account. After deletion is confirmed, we revoke access and associated sessions, delete data within the periods and exceptions in section 8, and confirm completion or explain any data that could not be deleted and why. Disabling or freezing an account is not a substitute for deletion.

Deleting one user’s account does not delete other organization users or all organization records. However, your personal data is not retained simply because the organization owns operational records: any retention must rest on a specific lawful reason and necessary period, and unnecessary data is deleted or anonymized. Where the organization controls the requested data, we forward the request and assist in fulfilling it; you may also contact its administrator directly.

Removing the web app from your phone does not request account deletion. Deleting a user account does not automatically cancel the organization’s contractual subscription, without limiting your right to request deletion of your data under this policy.

10. Your rights

Subject to applicable law, you may be informed about processing purposes and legal bases; access your data and obtain a clear, readable copy; request correction, completion or updating; request destruction; and withdraw consent where it is the processing basis. Withdrawal does not affect the lawfulness of earlier processing, may stop the feature that relies on consent, and specific processing may continue on a separate lawful basis.

Send requests to privacy@pixa-sa.com. We verify identity as necessary and act on requests without delay and within 30 days. Where a lawful extension applies, we notify you beforehand of the reasons and period, up to 30 additional days. We explain any full or partial refusal as required by law.

You may lodge a complaint with the Saudi Data & AI Authority (SDAIA) through its official channels, including the National Data Governance Platform at dgp.sdaia.gov.sa.

11. Cookies and browser storage

Your platform sign-in session is kept in browser storage: it ends when you close the browser by default, and persists if you choose “Remember me”. We also save preferences such as language and theme. The usage analytics tool sets no cookies. The marketing website uses no third-party cookies or tracking tools and stores your theme preference in your browser only.

We do not use advertising cookies or build advertising profiles. You can clear or control browser storage in your browser settings, which may sign you out. Any optional technology requiring consent is presented with appropriate disclosure and choice before activation.

12. Children and person tracking

Service accounts are intended for organizations and their adult users; independent accounts are not offered to people under 18. The service must not be used for covert or unlawful tracking.

If an authorized service involves data of a child or a person lacking full legal capacity, such as a tracking device they carry, the party responsible for the processing must meet applicable guardianship, consent and notice requirements before activation; this policy alone does not authorize that processing. If we learn of unauthorized processing, we take appropriate action to stop it and handle the data in accordance with law.

13. Changes

We update the last-updated date when this policy changes and notify users of significant changes through the platform or another suitable channel. Any additional notice or consent required for a new purpose or disclosure is provided or obtained before that processing begins.

14. Contact

• Operator: شركة مصفوفة التقنية التجارية
• Commercial Registration No.: 7005784199
• Address: Riyadh, Kingdom of Saudi Arabia
• Privacy and rights requests: privacy@pixa-sa.com
• Account deletion: deletion request page