Privacy Policy

This policy explains what information Dairy Vitals ("the Service") collects across our website, farm-owner dashboard, portal, and mobile app, why we collect it, and the choices you have about it. It applies alongside our Terms of Service.

Account information: your name and email address when you register, and your hashed password if you sign up directly (we never store your password itself, only a one-way cryptographic hash of it).

Google Sign-In information: if you choose "Continue with Google" instead of registering directly, Google shares your name and email address with us so we can create or match your account. We request only the standard email and profile scopes — we never request access to your Gmail, Drive, Calendar, or any other Google data, and we don't ask for or receive your Google password.

Farm and fertility data: farm details, animal records, and the heat observation, insemination, pregnancy outcome, and treatment history your farm enters. This data belongs to your farm and is isolated from every other farm on the platform.

Weight and milk records: the weights your farm saves for an animal (estimated from a tape measurement, or typed in) and the litres your farm records for each milking, for each animal or as the farm's total.

Feed and expense records: the feed types your farm sets up (a name, whether it is counted by the bag or by the kilogram, and a price), the amounts of feed your farm records as used, and the expenses your farm enters, such as salaries, bills and repairs, each with a date, an amount, an optional note and who was paid. Who was paid is text your farm enters; it can be a person's name, such as an employee. Your farm can also link an expense to an animal, and enter what a treatment or an insemination cost.

Deworming schedule and records (Starter and Growth plans): the farm's own deworming schedule, and the deworming doses and skipped doses your farm records for each animal.

Alert acknowledgements: when you mark an alert as seen, snoozed or dismissed, we keep which alert it was and the choice you made against your own user account, so each person on a farm keeps their own list. What one person marks does not change another person's list.

Contact form submissions: your name, email address, and message when you use our contact page — stored so we can respond, and emailed to our support address.

Mobile app data: how much we collect depends entirely on whether you turn on Cloud Sync in the app's Settings.

— With Cloud Sync off (the default, free-tier state): your animal and fertility records, your weight, milk, feed and expense records, the costs you enter on treatments and inseminations, and any photos you attach to an animal, stay only on your device in a local database. The same goes for the deworming schedule and deworming records (Starter and Growth plans). We never receive them. The one exception is a small anonymous usage signal — a randomly generated install ID (not tied to your name, email, or any account) and a count of how many animals you've recorded — sent periodically so we can track how many people use the app. This ping never includes animal names, tag numbers, photos, or any other per-animal detail.

— With Cloud Sync on (a paid-tier feature): your farm and animal data, including the records listed above, is uploaded to our servers, the same as the web dashboard, and becomes viewable by logging into either the app or the website. Photos are never uploaded, even with Cloud Sync on — they always stay local to the device.

— Reminders: the app schedules reminders on your device, from the records stored on that device. It asks for the Android permission this needs only when you switch reminders on.

Cookies: when you sign in, our website sets two cookies, both used only to keep you signed in. One is an HTTP-only session cookie that holds your login token, which page scripts cannot read. The other is a small cookie holding your account's ID, email address, name and account type, so the site can show who is signed in and send you to the right page. Neither is used for advertising or cross-site tracking, and neither is shared with third parties.

Website analytics (Microsoft Clarity): on our public pages we use Microsoft Clarity, a website analytics service, to see how visitors use the site: pages viewed, clicks, scrolling, the device, browser and approximate location, and anonymised recordings of visits. Clarity sets its own cookies (named _clck and _clsk) and is operated by Microsoft under its own privacy statement. We hide the text on the signed-in dashboard and the admin portal in these recordings, so your farm and animal records and your team's names are not captured, and we do not run it on password-reset or invitation links, because those web addresses contain a private link.

AI chat assistant (Aivastark): on our public pages you may see a chat bubble. It is an AI assistant provided by Aivastark. If you use it, the messages you type, the page you are on and the page you came from, and your approximate country (looked up from your IP address by a location service) are handled by Aivastark and the providers it uses to run the chat, and the conversation is kept in your browser's storage so it can continue as you move between pages. The assistant's answers are generated automatically and can be wrong, so please do not type passwords, payment details or other sensitive information into it, and check anything important with us. We do not show the chat bubble inside the signed-in dashboard or the admin portal, or on password-reset or invitation links.

Your choices about analytics and chat: the Service works without them. You can block the cookies and scripts of these two services with your browser's settings or a content blocker, and you can leave the chat unused. We do not yet offer a consent prompt on the site, so please use those browser settings or contact us if you would like your analytics or chat data removed.

We use the information above to: create and authenticate your account; provide the record-keeping features you use (fertility, weight, milk, feed and expense records, with dashboards, timelines, and derived status, alerts and reminders); respond to support and contact requests; enforce the limits and features that apply to your plan; and understand overall product usage (the anonymous mobile install/animal-count signal described above) so we can prioritize what to build next.

We do not sell your personal information, and we do not use your farm or animal data to train any third-party AI or advertising model.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements: the name and email address we receive through Google Sign-In are used only to create and authenticate your Dairy Vitals account, and are never used for advertising, never transferred to third parties except as needed to operate the Service (see "How we share information" below), and never read by a human except as necessary for security, legal compliance, or with your consent.

The mobile app's free tier is supported by ads served through Google AdMob, shown only while Cloud Sync is off. AdMob may collect device- and advertising-related information under its own privacy practices, which we don't control — see Google's own AdMob and Play Services privacy disclosures for details on what that SDK collects and how to manage ad personalization on your device. Paid (Cloud Sync) users don't see ads.

We share information only where necessary to run the Service: with Google, for Sign-In authentication and mobile advertising as described above; with Microsoft, for the website analytics described above, and with Aivastark and the providers it uses (including a database service and an IP-location service), for the AI chat assistant described above; with our email delivery provider, to send password-reset and contact-form notification emails; and with our hosting and database providers, who store the Service's data on our behalf and are not permitted to use it for their own purposes.

We may also disclose information if required by law, to protect the security or integrity of the Service, or in connection with a merger, acquisition, or sale of assets — in which case we'd expect any successor to remain bound by a policy at least as protective as this one.

We retain account and farm data for as long as your account is active, so the Service continues to work as expected. Your data is always yours, and you can export it yourself on every plan, including Free. On the web, open your farm's dashboard and choose "Export data" to download all of your farm's records as CSV files in a ZIP. The export includes your animal, fertility, weight, milk, feed, expense and deworming records and the costs entered on treatments and inseminations; for a farm manager it leaves out salaries, which only the farm owner can see. In the mobile app, go to Settings and choose "Export your data" — that export is generated from the copy of your data stored on your device.

We don't yet have a self-service "delete my account" button built into the product — until we do, you can request deletion by contacting us, and we'll act on that request manually, subject to any information we need to retain for legal, security, or legitimate record-keeping purposes.

Uninstalling the mobile app deletes everything stored locally on that device immediately (since free-tier data only ever lived there). If Cloud Sync was on, your data remains on our servers, tied to your account, until you request deletion.

Passwords are stored as salted cryptographic hashes, never in plain text. Farm data is scoped and access-controlled so that only members of a farm (and, where necessary for support and platform operation, platform administrators) can see it. No method of storing or transmitting data is perfectly secure, and we can't guarantee absolute security, but we design the Service to keep your data isolated and access-controlled by default.

Within a farm, what a person sees depends on their role. Workers do not see feed prices, expenses or costs. Managers see them, except salaries, which are visible to the farm owner only, in the dashboard and in the data export.

The Service is intended for farm operators and staff, not for children, and we don't knowingly collect information from anyone under 13 (or the applicable minimum age in your jurisdiction). If you believe a child has provided us information, contact us and we'll remove it.

The Service may store and process data in a different country than the one you're in. Where applicable data protection law requires a specific legal basis or safeguard for that transfer, [the applicable mechanism is to be finalized by legal counsel] — this section is a placeholder pending that review, not a substitute for it.

We may update this policy from time to time. If we make material changes, we'll provide reasonable notice (such as an in-app notice or an email to the address on your account) before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

Questions about this policy, or requests to delete your data, or help exporting it, can be sent through our contact page.