Privacy statement

Who is responsible for your data

define:ag Limited operates this site and is the data controller for enquiries, enrolments and analytics collected here:

define:ag Limited · The Equine Centre, Chester Road, Nantwich, Cheshire, UK, CW5 6BU, United Kingdom · Privacy contact: privacy@define.ag

For herd data inside a customer tenancy, the advisory organisation that holds the tenancy is the data controller and define:ag Limited processes data on its behalf.

What we process, and why

• Herd and farm records — milk recording, fertility, health, movements and related operational data, processed to provide the analytics service (performance of a contract). Farm data belongs to the farm; access is enforced herd-by-herd on every query.
• Account data — name, email and organisation role, processed to operate secure sign-in (Auth0) and permissions (performance of a contract).
• Billing data — organisation and contact details for tenancy billing. Card details are collected and stored only by our payment provider (Stripe); they never touch our systems (performance of a contract / legal obligation).
• Usage analytics — anonymous page and feature events, collected only with your consent under a random identifier that links to no account. Your consent decision itself is recorded for accountability, without any identifier (consent; legitimate interest for the audit record).
• Service logs — security and reliability logs for authenticated use of the application (legitimate interest).
• Shared-trial access records — when someone opens a read-only trial link we record the time, the outcome (including incorrect access codes), the browser’s user-agent and an approximate location: the network the visit came from (an IP prefix) plus a one-way hash of the address under a salt that changes daily. We never store the full address. This lets the person who shared the trial see how their link is being used and spot misuse (legitimate interest).

Where it lives and who sees it

Data is hosted on Google Cloud in the EU (europe-west1). We use a small set of subprocessors: Google Cloud (hosting), Auth0 (authentication) and Stripe (payments). We do not sell data, share it with advertisers, or use customer data to train AI models. The AI features answer with exactly the herd-level permissions of the person asking.

How long we keep it

Herd data is retained for the life of the tenancy and exportable for 90 days after cancellation, then deleted. Historical data snapshots are retained for 90 days to support the discussion and audit features. Anonymous analytics are kept for at most 24 months. Shared-trial access records are kept for 90 days and then deleted; because the hash salt rotates daily, records stop being linkable to one another well before that.

Your rights

You can ask for access to, correction of, or deletion of your personal data, and you can withdraw analytics consent at any time via “Privacy choices” in the footer. Contact privacy@define.ag — and you may complain to the ICO (or your local supervisory authority) if you are unsatisfied with our response.