My Goat Manager

01Who we are and when this policy applies

Bivatec Ltd (“Bivatec,” “we,” “us”) provides My Goat Manager. This policy applies to personal information handled through the app, its web service, account support and related communications.

For information about an account that Bivatec uses to operate the service, Bivatec determines how that information is processed. When a farm owner or administrator enters information about other people into a farm account, the farm owner may decide why that information is used, while Bivatec may process it to provide the service. The roles of Bivatec and the farm owner depend on the specific data and applicable law. If your question concerns a record held by a particular farm, you may also need to contact that farm’s owner or administrator.

This policy supplements any in-app notice or terms presented for a specific feature. If a specific notice conflicts with this general policy, the specific notice applies to that feature.

02Information we handle

The information involved depends on the features you use and what you or your farm administrator choose to enter. It may include:

• Account and contact details: name, email address, login credentials, farm or account details, user role and support messages.
• Farm records: goat identifiers and details, herd, health, breeding, treatment or production records, and farm transactions or other information entered by account users. Photos you choose to upload may also be included.
• AI assistant interactions: questions and messages you submit to the AI assistant, relevant goat or farm records included to answer your request, AI-generated replies, and associated technical information. The exact records shared depend on the assistant feature and the information selected for a request.
• Device and diagnostic information: when an app error occurs, technical logs may include your device’s IP address and name, operating system version, app configuration, date and time of use, and related diagnostic statistics.
• App usage and analytics: information about how the app is used and technical events collected through Firebase Analytics. The exact data can vary with the app version, Firebase settings and device settings.
• Subscription information: where you subscribe through an app store, we may receive information such as subscription status or transaction references needed to manage access. The app store handles its own payment and billing information under its privacy terms.

We receive information directly from you, from the farm owner or administrator who creates or manages an account, and automatically from the app, device and analytics tools described below. App-store providers may also send subscription status. Some farm records may relate to an identifiable farm owner, employee or other individual. Please give those people any notice required by law, enter only information you are authorised to provide, and keep it accurate and relevant. Financial details or other information that privacy law treats as sensitive are handled only as permitted by law and with consent where required. Information needed to create an account or deliver a feature may be required; if you do not provide it, that account or feature may not work. Optional information can be left blank.

03How we use information

We use information for purposes such as:

• Creating and maintaining accounts, authenticating users and applying farm roles and permissions.
• Providing farm recordkeeping, syncing, reports, exports, photos and other features requested by you.
• Responding to support requests, service notices and account or subscription questions.
• Diagnosing errors, maintaining security, preventing misuse and improving app performance and reliability.
• Managing subscriptions and determining whether account features are available.
• Providing AI-assisted answers, summaries and analysis of goat and farm information when you use the AI assistant.
• Meeting legal obligations, responding to valid legal requests and protecting the rights, safety and security of users and Bivatec.

We use personal information only for purposes that are compatible with the reason it was collected, or as otherwise permitted by applicable law.

Legal grounds where required

Where laws such as the GDPR apply, the legal ground depends on the activity. It may be providing the service you requested or performing a contract, meeting a legal obligation, your consent, or our legitimate interests in operating, securing and improving the service. Where we rely on consent, you may withdraw it; withdrawal does not affect processing that took place before then.

04When information may be shared

We do not disclose personal information to others except as described in this policy, as directed by the account owner or user, or as permitted or required by law. Sharing may include:

• People on your farm account: records may be available to the farm owner, administrators and other users according to account roles and permissions.
• Service providers: providers that help operate, host, secure, support or analyse the service may process information for Bivatec and subject to appropriate obligations. The source policy identifies Firebase Analytics as an analytics service.
• AI service provider: when you use the AI assistant, relevant messages and farm data may be sent to OpenAI through its API to generate a response. See OpenAI's Privacy Policy and business data privacy information. OpenAI processes API data under its applicable service terms and data handling policies.
• App stores: Google Play or Apple may handle purchases made through their stores and provide us with purchase or subscription status information.
• Legal and safety reasons: we may disclose information where required by law or valid legal process, or where necessary to protect users, the public, our systems or our legal rights.
• Business changes: if Bivatec undergoes a merger, acquisition or transfer of the service, information may be transferred as part of that transaction subject to applicable law and appropriate notice.

We do not sell personal information or use it for cross-context behavioural advertising. We do not use farm records for unrelated advertising purposes.

We do not control the privacy practices of independent third-party services. Their own privacy notices apply to their processing.

AIAI assistant and automated analysis

How it works: My Goat Manager offers an optional AI assistant powered by OpenAI's API. When you use it, Bivatec may send your question, relevant goat and farm records, and necessary conversation context to OpenAI to generate an answer. You should not include unnecessary personal or sensitive information in your questions.

What is shared: Information sent for an AI request may include goat identifiers, breeding, health, treatment, production or other farm records relevant to the question. These records can include personal information if you or another farm user have entered it. Using the AI assistant does not mean that your entire farm database is necessarily sent with every question.

Purpose and choices: AI-related data is processed to answer your questions and provide requested farm-management insights. You can avoid sending new AI requests by not using the assistant. This does not itself delete previously processed messages or farm records. For privacy requests, contact us using the details below.

Model training: OpenAI states that data submitted through its API is not used to train its models by default, unless the API customer explicitly opts in. Any change to this default depends on Bivatec's applicable API settings and agreements.

Storage and retention: AI requests and responses may be stored in Bivatec's systems and, depending on the API configuration, by OpenAI under its applicable retention rules. The assistant may use stored conversation context to support follow-up questions. Retention and deletion of AI-related information may differ from ordinary farm records and are subject to applicable legal requirements and service-provider arrangements.

Accuracy and professional advice: AI responses are automatically generated and may be incomplete, inaccurate or outdated. They are educational guidance, not veterinary diagnoses or prescriptions. For animal health emergencies or treatment decisions, consult a qualified veterinarian. Review important recommendations against your farm records and appropriate professional advice.

International processing: AI requests may be processed by OpenAI or its authorised service providers outside your country, subject to the protections described in this policy and applicable law.

05Analytics, logs and cookies

Firebase Analytics and diagnostic logs

We use Firebase Analytics to understand app usage and improve the service. When an error occurs, diagnostic logs may help us identify and fix the problem. Depending on configuration, analytics or diagnostics may involve app events, device or app identifiers, IP address, device and operating system information, timestamps and technical statistics. Google explains its Firebase privacy and data practices here.

Analytics settings and the data collected can change with app updates and project configuration.

Cookies and similar technology

The mobile app does not itself use browser cookies explicitly. The web service may use essential session technologies to support sign-in and account security, and third-party components may use cookies or similar technologies for the purposes described above. You can manage cookies through your browser. Blocking essential session cookies may prevent parts of the website from working. Where applicable law requires consent for non-essential cookies or similar technologies, we will seek that consent before using them.

06How long we keep information

We keep personal information for as long as needed to provide the service, meet legal obligations, resolve disputes, enforce agreements and protect the service.

Expired premium accounts: if your premium subscription expires, we retain your farm and account data for 12 months after expiry so you can renew and regain access. If you do not renew within that period, the farm data, records and personal information associated with the account are scheduled for permanent deletion. You may request deletion sooner by contacting us. We may retain information where the law requires it or where it is necessary to establish, exercise or defend legal claims. Copies in routine backups may remain until the backup cycle replaces them. AI conversations and API processing records may be subject to separate retention periods as described in the AI assistant section; deleting a farm account does not necessarily immediately erase all service-provider logs or legally retained information.

We take steps to securely erase or de-identify information when it is no longer required for the purposes above.

07International processing and security

Bivatec and its service providers may process or store information in countries other than the country where you live. Data protection laws may differ between countries. Where information is transferred or stored outside Uganda, we will ensure the destination provides protection at least equivalent to Uganda’s Data Protection and Privacy Act or obtain consent where required. We will apply any additional safeguards required by other applicable laws, including for transfers from the EEA or UK. Contact us for information about safeguards relevant to your data.

We use reasonable administrative and technical measures intended to protect personal information against unauthorised access, loss, misuse or alteration. No internet transmission or electronic storage method can be guaranteed completely secure. If a data incident requires notice under applicable law, we will notify affected people and authorities as required.

08Your privacy rights and choices

Depending on where you live and which privacy law applies, you may have the right to:

• Ask whether we hold personal information about you and request a copy or description of it.
• Request correction, updating, blocking, restriction or deletion of information that is inaccurate, incomplete, outdated, excessive or no longer lawfully retained.
• Object to certain processing, including direct marketing, or withdraw consent where processing is based on consent.
• Request a portable copy of information where the law provides that right.
• Ask about categories of information collected, its sources, purposes, recipients and disclosures.
• Where applicable, opt out of the sale or sharing of personal information, limit certain uses of sensitive information, or exercise rights relating to automated decision-making.
• Complain to a relevant data protection regulator.

To access, correct or delete your account, AI conversations where available, and related personal data, you can use the web app or email support@bivatec.com with the subject “Privacy Request.” Include the farm account name, account email and registered owner name, and describe what you need. We may ask for information to verify your identity or authority before acting. We will respond within the time required by applicable law; Uganda’s Act generally requires an access request to be answered within 30 days. Some requests may be limited where an exception applies, for example where keeping certain information is required by law or necessary to protect another person’s rights.

If the request concerns records controlled by a farm owner or administrator, we may refer you to that person or coordinate with them. Under Uganda’s Data Protection and Privacy Act, you may also ask us to stop processing that causes or is likely to cause unwarranted substantial damage or distress. You may complain to Uganda’s Personal Data Protection Office or the supervisory authority in your country, where applicable.

09Children’s privacy

My Goat Manager is a farm-management service and is not intended for children under 13. We do not knowingly collect personal information directly from children under 13. If we learn that a child under 13 has provided personal information, we will take steps to delete it. A parent or guardian can contact us at support@bivatec.com. Where local law sets a different age or additional requirements, we follow those requirements.

10Third-party links and services

The app or website may link to external websites or services. Those services are not operated by Bivatec, and their own privacy policies and terms govern their handling of information. Review those notices before providing information to them.

11Changes to this policy

We may update this policy as the service, our data practices or legal requirements change. We will post the current version on this page and update the “Last updated” date. If a change materially affects how we use personal information, we will provide additional notice or seek consent where required by law. Please review this page periodically.