Privacy Policy

1. Who we are

HerdHand is provided by [Legal entity name] (ABN [ABN]) (“HerdHand”, “we”, “us”). This policy explains how we handle personal information when you use the HerdHand mobile app, the services behind it and this website (together, the “Service”).

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles. If you have a question about this policy, email hello@herdhand.example.

2. What we collect

Information you give us

• Account details: your name, email address and password. We store a one-way hash of your password, never the password itself.
• Sign in with Google or Apple: if you use these, we receive your name, email address and an account identifier from Google or Apple. We don’t receive your Google or Apple password.
• Farm information: farm and property names, addresses, paddocks, and the contact details of your vet.
• Animal records: everything you record about your animals, including health, treatment, breeding, shearing, ownership, purchase and sale prices and valuations, and notes.
• Photos and documents you attach, such as certificates, vet reports and lab results. These may contain other information, such as names or addresses on a certificate.
• Team information: the names and email addresses of people you invite, their role, and the tasks you assign them.
• Farm assistant conversations: the questions and instructions you give the assistant, and its replies.
• Messages you send us, for example by email.

Information collected automatically

• Change history: each change to a record is logged with who made it, when, what changed and a device identifier, so your farm has a full audit trail.
• Notification details: if you allow notifications, a push token for your device and its platform (Android or iOS), so we can tell you about tasks assigned to you.
• Technical information: our servers record basic request information, such as IP address, time and the address requested, to run the Service securely and fix problems.

What we don’t collect

• We don’t use advertising, analytics or tracking tools in the app or on this website.
• The app doesn’t access your location, contacts or microphone.
• This website doesn’t set cookies.

3. Phone permissions and data on your device

The app asks for permission before using these features. You can turn each one off in your phone’s settings.

So the app works without reception, a copy of your farm’s records is stored on your phone and synced with our servers when you’re online. Signing out removes this copy. Keep your phone locked, because anyone using it can see the farm records on it.

4. How we use information

We use personal information to:

• create and manage your account and sign you in;
• store, sync and back up your farm’s records, and show them to the people you’ve given access;
• send service emails, such as password reset codes and team invitations, and notifications you’ve turned on;
• create the exports and PDFs you ask for;
• keep the Service secure, prevent misuse and investigate problems;
• answer your questions and tell you about important changes to the Service; and
• meet our legal obligations.

We don’t sell personal information. We don’t use your farm records to advertise to you, and we don’t share them with anyone for their own marketing.

5. Who can see your information

People on your farm

Everyone you invite to a farm can see that farm’s records, according to the role the owner or a manager gives them (Owner, Manager, Staff, Vet or Read-only). Financial details are only shown to owners, managers and people given financial access. Your name appears next to the changes you make.

Service providers

We use these providers to run the Service. They may only use the information to provide their service to us.

Other cases

We may disclose information if the law requires it, to protect someone’s safety, or as part of a sale or restructure of our business. Any buyer would have to keep handling it under this policy.

6. Storage outside Australia

Some of our providers store or process information outside Australia, including in the United States. Before we use a provider, we take reasonable steps to make sure it protects personal information in a way that’s consistent with the Australian Privacy Principles.

7. How we protect it

• All connections between the app, the website and our servers are encrypted (HTTPS).
• Passwords are hashed with Argon2id. Sign-in tokens are short-lived, rotated and stored hashed.
• Each farm’s records are kept separate. Our servers check every request against your farm membership and role.
• Links to photos and documents are signed and expire after 15 minutes.
• Our database is backed up regularly.

No system is completely secure. If we have a data breach that is likely to cause serious harm, we will tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

8. How long we keep it, and deleting it

We keep your account and farm records while your account is active. Farm records are designed to be permanent, so when someone deletes or archives a record in the app, it’s hidden but kept in the farm’s history. This means it can be restored and the audit trail stays complete.

An owner can export all of a farm’s records at any time. To have your account, or a farm you own, permanently deleted, email hello@herdhand.example. We will delete or de-identify the information within 30 days, except for anything we have to keep by law. Copies in backups are removed as the backups expire. Records you made on someone else’s farm belong to that farm. If you leave it, your name stays next to the changes you made.

9. Accessing and correcting your information

You can see and update most of your information in the app. Your name is under account settings, and your farm records can be edited by anyone with the right role. To change your email address, get a copy of the personal information we hold about you, or ask us to correct it, email hello@herdhand.example. We’ll reply within 30 days. If we can’t do what you ask, we’ll explain why.

10. Children

HerdHand is made for farm businesses and isn’t directed at children. People under 16 should only use it under the supervision of a parent, guardian or employer who manages the farm’s account.

11. Complaints

If you think we’ve mishandled your personal information, email hello@herdhand.example and we’ll respond within 30 days. If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

12. Changes to this policy

We may update this policy as the Service changes. We’ll post the new version here with a new date, and if the changes are significant we’ll tell you in the app or by email before they take effect.

13. Contact us

[Legal entity name]
[Business address]
Email: hello@herdhand.example
General enquiries: hello@herdhand.example