Privacy Policy

We collect information in the following categories:

1.1 Information You Provide Directly

Account Information

• Name
• Email address
• Phone number
• Login credentials
• User role (e.g. owner, stable manager, veterinarian, clinic administrator)

Horse Information

• Horse names and identification details
• Breed, age, markings
• Ownership history
• Health observations
• Temperature logs
• Feeding records
• Stable assignment data
• Management history

Veterinary & Health Records

• Vaccination records
• Treatment histories
• Prescriptions
• Clinical notes
• Aftercare instructions
• Uploaded medical documentation

Stable Information

• Stable names
• Locations
• Operational data
• Assigned staff members

Photos & Documents

• Horse images
• Passport pages
• Certificates
• Invoices
• X-rays and scans
• Other uploaded documentation

Communications

• Messages to support
• Feedback
• Survey responses
• Other direct communications

1.2 Information Collected Automatically

Usage Data

• Pages viewed
• Features used
• Actions taken
• Timestamps
• Interaction patterns

Device & Technical Data

• Device type
• Operating system
• Browser type
• IP address
• Approximate location (derived from IP)

Log Data

• Error logs
• Security logs
• System performance data

1.3 Information from Automated Processing

OCR & AI Extraction Data

Text and structured data extracted from uploaded images or documents using OCR and AI tools. These outputs:

• May contain inaccuracies
• Require user verification
• Do not replace professional veterinary advice

We use your information to:

• Provide, operate, and maintain the Platform
• Create and manage user accounts and role-based access
• Store and organize horse health and management records
• Process uploaded documents, images, and spreadsheets
• Enable AI-assisted features such as OCR and structured medical summaries
• Send important service-related notifications (e.g. vaccinations, deworming reminders, treatment logs)
• Respond to enquiries and provide customer support
• Monitor platform usage and improve functionality
• Detect, prevent, and investigate fraud, misuse, or security incidents
• Comply with legal, regulatory, and contractual obligations

HerdID may use aggregated, anonymised, and de-identified horse-related data to:

• Improve platform functionality
• Enhance AI-assisted structuring tools
• Monitor vaccination compliance trends
• Support outbreak detection and disease monitoring
• Conduct equine industry research
• Develop safety alerts and predictive insights
• Produce industry-level reports

No personally identifiable information relating to owners, veterinarians, stable managers, or identifiable horses will be published or shared in research outputs.

We do not sell identifiable personal information.

Where legally required, explicit consent will be obtained prior to the use of identifiable data for research purposes.

We process personal information under the following lawful bases:

• Performance of a contract (providing the Platform)
• Legitimate business interests (security, analytics, improvement)
• Legal obligations
• Consent, where required (e.g. marketing communications)

HerdID uses AI tools and machine learning systems to assist in:

• Document structuring
• OCR extraction
• Data classification
• Record summarization

Unless explicitly stated otherwise:

• Personal data is not used to train public AI models.
• AI providers act as data processors under contractual confidentiality obligations.
• Data is processed solely for service delivery and improvement of HerdID systems.
• AI outputs are assistive tools and do not constitute veterinary medical advice.

We implement reasonable technical and organisational measures to protect your personal information.

Security measures include:

• Encryption in transit (TLS 1.3)
• Encryption at rest (AES-256 where applicable)
• Role-based access controls
• Access restricted to authorised personnel
• System monitoring and logging
• Secure cloud infrastructure
• Periodic security reviews

Despite these measures, no system can guarantee absolute security. You acknowledge that you use the Platform at your own risk.

We use trusted third-party providers, including:

• Cloud hosting and infrastructure providers
• AI and OCR processing providers
• Analytics services
• Payment processors (e.g., PayFast or equivalent secure processors)
• Notification and communication providers

These providers:

• Process data only on our instructions
• Are contractually required to protect information
• May store data in jurisdictions outside South Africa, subject to appropriate safeguards

We do not sell personal information.

We may share information:

• With service providers described above
• Where required by law or court order
• To protect rights, safety, or property
• During a merger, acquisition, or asset transfer (subject to confidentiality)

We retain personal information only for as long as necessary to:

• Provide the Platform
• Meet legal and regulatory obligations
• Support audits and dispute resolution
• Maintain animal welfare continuity

Veterinary and horse medical records may be retained for extended periods where necessary for:

• Welfare continuity
• Compliance
• Historical record integrity

You have the right to:

• Access your personal information
• Request correction of inaccurate data
• Request deletion (subject to retention obligations)
• Object to certain processing
• Request data portability
• Withdraw consent (where applicable)

To exercise these rights, contact us below. Identity verification may be required.

We use cookies and similar technologies to:

• Maintain authentication sessions
• Enable core functionality
• Improve performance
• Store preferences

Disabling cookies may affect functionality.

HerdID is not intended for individuals under 18. We do not knowingly collect personal information from minors.

We may update this Policy periodically.

Material changes will be communicated via:

• Email
• Platform notification
• Website update

Continued use of the Platform constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or how data is handled:

• Email: privacy@herdid.com
• Phone: 066 204 7834
• Country: South Africa