Privacy Policy
Last updated: 16 March 2026
1. Introduction
FlockFarmOS Ltd ("we", "us", or "our") operates the FlockFarmOS platform, accessible at www.flockfarmos.com (the "Service"). This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our Service, and sets out your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using the Service you acknowledge that you have read and understood this policy. If you do not agree with any part of it, please discontinue use of the Service.
2. Data Controller
The data controller responsible for your personal data is:
| Organisation | FlockFarmOS Ltd |
| Address | United Kingdom |
| [email protected] |
If you have any questions about this policy or wish to exercise your rights, please contact us at [email protected].
3. Data We Collect
We collect personal data in the following categories, depending on how you interact with the Service:
| Category | Examples | Purpose |
|---|---|---|
| Account data | Name, email address, profile photo, role (Buyer / Farmer) | Authentication, personalisation, and account management |
| Farm data | Farm name, location, description, verification status | Displaying farm profiles and marketplace listings |
| Listing data | Animal species, breed, price, photos, location | Marketplace functionality and buyer enquiries |
| Messaging data | Enquiry messages and replies between buyers and sellers | Facilitating communication between platform users |
| Usage data | Page views, session duration, browser type, IP address | Analytics, security, and service improvement |
| Cookie data | Session tokens, consent preferences | Authentication and remembering your cookie choices |
We do not collect special category data (such as health information about you personally) and we do not knowingly collect data from children under the age of 13.
4. Cookies and Similar Technologies
We use cookies and similar tracking technologies to operate the Service and, with your consent, to analyse usage patterns. You can manage your preferences at any time via the cookie banner or by clearing cookies in your browser settings.
| Category | Description | Legal Basis |
|---|---|---|
| Necessary | Session authentication cookies required for login and secure access to your account. | Legitimate interest / contract performance |
| Analytics | Anonymised page-view and session data to help us understand how the Service is used. | Consent |
| Marketing | Cookies used to personalise advertising and measure campaign effectiveness. | Consent |
5. Legal Basis for Processing
We process your personal data on the following legal bases under Article 6 of the UK GDPR:
- Contract performance — processing necessary to provide the Service you have signed up for (e.g. account creation, marketplace listings).
- Legitimate interests — operating and improving the Service, preventing fraud, and ensuring platform security, where these interests are not overridden by your rights.
- Consent — analytics and marketing cookies, and any other processing where we have asked for your explicit agreement.
- Legal obligation — where we are required to process data to comply with applicable law.
6. How We Share Your Data
We do not sell your personal data. We may share data with the following categories of third parties only to the extent necessary to operate the Service:
| Recipient | Purpose |
|---|---|
| Cloud hosting providers | Storing application data and uploaded images securely |
| Authentication provider | Verifying your identity via OAuth login |
| Analytics providers | Aggregated, anonymised usage statistics (only with your consent) |
| Other platform users | Public profile information (name, farm, listings) visible to buyers and visitors |
All third-party processors are bound by data processing agreements and are required to handle your data in accordance with UK GDPR.
7. Data Retention
We retain your personal data for as long as your account is active or as needed to provide the Service. Specifically:
- Account data is retained until you request deletion of your account.
- Marketplace listings and associated images are retained until you delete them or close your account.
- Enquiry and message data is retained for 24 months after the last activity on the thread.
- Analytics data is retained in aggregated, anonymised form for up to 36 months.
- Server logs are retained for up to 90 days for security and debugging purposes.
When data is no longer required, we securely delete or anonymise it.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
| Right | What it means |
|---|---|
| Access | Request a copy of the personal data we hold about you. |
| Rectification | Ask us to correct inaccurate or incomplete data. |
| Erasure | Request deletion of your data ("right to be forgotten"), subject to legal obligations. |
| Restriction | Ask us to restrict processing of your data in certain circumstances. |
| Portability | Receive your data in a structured, machine-readable format. |
| Objection | Object to processing based on legitimate interests or for direct marketing. |
| Withdraw consent | Withdraw consent at any time where processing is based on consent (e.g. analytics cookies). |
To exercise any of these rights, please email us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or disclosure. These measures include encrypted data transmission (HTTPS/TLS), access controls, and regular security reviews. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
10. International Data Transfers
Your data may be processed by our cloud infrastructure providers in data centres outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO, to protect your data in accordance with UK GDPR.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or via a notice on the Service. We encourage you to review this policy periodically.
12. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact our privacy team:
| [email protected] | |
| Organisation | FlockFarmOS Ltd |
| Address | United Kingdom |