Privacy policy

Last updated: 17 September 2026. Version 3.

This policy explains how the operator of Calfmate (we, us) handles personal information when you use calfmate.farmsystem.com.au, the Android app, or related support.

Calfmate is a record-keeping product for dairy farms. Farm records often include names and emails of staff. They can also include animal data you choose to enter. This policy covers personal information. Animal identifiers are farm records we process to run the service.

The terms of use sit alongside this policy.

1. What we collect

• Account data — farm name, your name, username, email, and a hashed password.
• Staff data you add — worker names, emails, roles, and PIN-style shed logins if you use a shared tablet.
• Farm records you enter — calves, feeding, health, treatments, weights, tasks, notes, and similar records, including any names you type into notes.
• Payment data — Stripe processes cards. We do not store full card numbers. We may store a Stripe customer or subscription reference and a billing status.
• Technical data — IP address, browser or app type, device name if the app sends one, timestamps, and server logs. We use these for security, abuse control, and fixing faults.
• Support content — emails you send us, and what we need to answer them.
• Ask Mate content — the question or instruction you type, any photo you attach, and the farm facts Mate looks up to answer you (for example calf tags, worker names already on the farm, and treatment notes).

We do not ask for government ID, date of birth, or health information about people. Do not put other people’s sensitive information in notes if you do not need it for the farm.

2. Why we collect it

We collect and use this information to:

• create and run your farm account
• sync records between the website and the Android app
• process subscriptions and tell you about trial or billing status
• reset passwords and answer support requests
• keep the service secure and investigate misuse
• improve reliability (for example, finding a crash or a failed sync)
• run Ask Mate when you use it, including reading a photo you attach

We do not sell farm records or staff lists. We do not use your farm records to advertise other companies’ products to you.

If you do not give account data, we cannot open or recover an account.

3. Who we share it with

We share personal information only as needed to run Calfmate:

• Stripe — payments and billing portal
• Our hosting and email providers — storing the app and sending mail we have a reason to send (for example, welcome or password reset)
• The usual Ask Mate and photo-reading features use external AI models. We send Ask Mate content so those models can generate a reply.
• The “Ask Mate” chat on the public website — what a visitor types is sent to an external AI model to write a reply, and is saved with the reply so we can improve the answers. We do not store a name or IP address with it. Please do not type personal details into it.
• People on your farm account — staff you invite can see farm records you allow them to see
• A person we authorise for support — only to fix a problem you asked about, or to keep the service safe
• The law — if we must disclose information to a court, regulator, or similar body

Some providers store or process data outside Australia. If that happens, we take steps we consider reasonable in the circumstances. Stripe, for example, is a global payment company. We do not sell farm records. We cannot control those companies’ own retention or training rules; their terms apply to their processing.

We may transfer the service to a successor operator. That operator must handle personal information in line with this policy or a replacement policy we notify.

4. Cookies and similar technology

The logged-in website uses a session cookie so you stay signed in. The Android app stores a login token and a local copy of records so it can work without signal. We do not run advertising cookies on the public pages as at the date above.

5. Storage, security, and how long we keep it

Each farm’s records are stored separately from other farms. Access needs a login on that farm, except for the limited support access above.

We take reasonable steps to protect personal information. No online service is perfectly secure. You must protect passwords and the shed tablet. If you think an account is compromised, email us.

We keep account and farm records while the account is open. After a trial ends without a subscription, records stay for 60 days from the trial end, then we can delete them. After a paid account ends, we may delete or de-identify records after a reasonable period, except information we must keep for law, billing, security, or a dispute. Server logs are kept only as long as we need them for those purposes.

6. Access, correction, and deletion

You can view and edit most farm records in the app. You can ask us for access to the personal information we hold about you, or ask us to correct it. You can ask us to close the account and delete personal information we do not need to keep.

Email calfmate@farmsystem.com.au. Say which farm and what you want. We may need to confirm it is you. We will answer in a reasonable time. If we refuse, we will say why, unless the law says we must not.

7. Overseas users

Calfmate is offered mainly to farms in Australia and New Zealand. If you use it from another country, you understand that we handle information from Australia and through the providers above.

8. Complaints

If you have a privacy complaint, email us first. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (oaic.gov.au). If you are in New Zealand, you may complain to the Privacy Commissioner (privacy.org.nz).

9. Changes

We may update this policy. The new version applies from the date we post it, or a later date we state. If a change is material, we will give notice by email or in the app where we reasonably can.

10. Contact

Privacy questions: calfmate@farmsystem.com.au