1. Who we are
DocDairy ("we", "us") operates the herd-management service at docdairy.com and app.docdairy.com. This policy explains what personal data we handle and why. Contact for all privacy matters: info@docdairy.com.
2. What we collect
- Account data — name, email address, phone number, farm name and country, provided when you enquire, start a trial or become a customer.
- Farm data — the records you enter (animals, milk, health, finances). This is your business data; we process it only to provide the service to you.
- Technical data — server logs (IP address, time, requested page) kept for security and troubleshooting, rotated automatically.
- Payment data — handled entirely by Paddle, our merchant of record. We receive confirmation that an invoice was paid, never your card details.
3. How your data is stored
Each farm's data lives in its own isolated database — farms never share tables. Data is stored on our production server, protected by encryption in transit (HTTPS everywhere), firewalled access, and nightly encrypted backups. Access is limited to personnel who operate the service.
4. Who we share data with (processors)
- Paddle (paddle.com) — payment processing, tax handling and payment receipts.
- Hosting provider — the server infrastructure the service runs on.
- Email delivery — transactional emails (invoices, password resets, notifications) are sent from our own mail infrastructure.
- tawk.to (tawk.to) — the live-chat widget on the public website. When you open a chat, the name, email address and messages you type are stored by tawk.to so we can answer you.
- Ad platforms: Google Ads (Google) and ChatGPT ads (OpenAI) — ad measurement only, and only when you tick "Allow ad measurement" on our enquiry or sign-up form (see section 5).
We do not sell personal data, run third-party advertising, or use tracking beyond what the service needs. The login pages use Google reCAPTCHA to prevent abuse; Google's privacy policy applies to that widget.
5. Cookies
The application uses only functional cookies: a session cookie to keep you signed in and a preference for your chosen language/theme. No advertising or cross-site tracking cookies.
The public website (docdairy.com, including the presentation and pricing pages) uses Google Analytics to count visits and to see which pages and buttons lead to an enquiry; it sets Google's analytics cookies and sends your IP address and browser details to Google. Where you arrived from an advert, the advert's click identifier and campaign are kept in your browser's local storage and sent with an enquiry you submit, so we know what brought you. The enquiry forms use Google reCAPTCHA to keep bots out, which also sends your browser details to Google. The tawk.to live-chat widget sets its own cookies and local-storage entries to tell your browser apart from others, keep a chat going across pages and remember a conversation you started earlier; it also receives your IP address, browser details and the pages you viewed while the widget was open. These are used only to run the chat, not for advertising, and are governed by tawk.to's privacy policy. If you prefer not to use the chat, simply do not open it — the website works fully without it. None of this runs inside the farm application once you are signed in.
Ad measurement. If you came to docdairy.com from one of our adverts on Google or in ChatGPT, the advert's click identifier (Google's gclid, ChatGPT's oppref) is kept in your browser's local storage — the ChatGPT one for 30 days — and sent with an enquiry or sign-up you submit. Only if you ticked "Allow ad measurement" on that form do we tell the ad platform that the advert led to a result: a demo request, a new trial, or a first payment (with its amount). For Google Ads we upload these as offline conversions; for ChatGPT ads our server sends them to OpenAI's Conversions API, and only for visitors who arrived from a ChatGPT advert. What we send is the click identifier, the kind of result and its time, your e-mail address as a one-way SHA-256 hash (never in clear) and your country. We never send farm data. The box is never pre-ticked in the EU, EEA, UK or Switzerland, or when your browser sends Global Privacy Control or Do Not Track. We do not place OpenAI's pixel or any other advertising script on the website. To withdraw, email info@docdairy.com and we stop sending anything further about you.
6. Retention
Farm and account data are kept while your account is active and for 90 days after cancellation, then deleted on request or per routine schedule. You can export everything to CSV at any time. Backups roll over automatically. Enquiry records of prospects who never become customers are deleted on request.
7. Your rights
You may request access to, correction of, export of, or deletion of your personal data at any time by emailing info@docdairy.com. If you are in a jurisdiction with statutory data-protection rights (e.g. the GDPR), those rights apply and we will honour them within the statutory deadlines.
8. Changes
If this policy changes materially we will announce it in the app or by email before it takes effect. The "last updated" date above always reflects the current version.