SmartRunFarm Privacy Policy

1. Who this policy applies to

This policy applies to users of the SmartRunFarm App available on Google Play, including:

• Farm owners and managers
• Farm workers
• Veterinary users with access to assigned farms
• Prospective users who submit a self-service registration request before an account is approved
• Authorised platform administrators who review registrations, create accounts, assign farms, and maintain the Service

The App is intended for business and farm management use, not for children.

2. Information we collect

2.1 Account and profile information

Depending on how your account is created, we may collect:

Self-service registration
When you tap Create account on the login screen, you may submit:

• Farm name (your farm is created only after administrator approval)
• Username and password (chosen by you)
• Email address and phone number
• Optional first name and co-operative milk number
• Optional milk delivery cooperative selection
• Terms of use acceptance and version

This submission is stored as a pending registration request until an authorised administrator approves or rejects it. You cannot log in until approval is complete.

Administrator-provisioned accounts
Accounts may also be created by authorised administrators (for example farm owners invited with a temporary password, or veterinary users assigned to farms). In those cases we may collect:

• Username
• Password or temporary password / invitation code
• Name (first name, where provided)
• Email address
• Phone number
• Farm assignment and role (e.g. owner, manager, worker, veterinary)
• Milk delivery cooperative selection, where applicable
• Terms of use acceptance and version

Passwords are stored on our servers for authentication and are not shown in the App after you enter them.

2.2 Farm and livestock data you enter

To provide farm management features, the App stores data you submit, including:

• Cow, calf, and heifer records (tags, breeds, values, status, dates)
• Milk production and co-operative delivery records (litres, dates, optional pickup labels such as AM or PM), entered manually by you
• Breeding events (insemination, pregnancy, calving)
• Animal health records (conditions, treatments, veterinary notes)
• Expenses and income (categories, amounts, descriptions, feed details)
• Milk price and rate information used for calculations
• Report requests and related farm operational data

You are responsible for the accuracy of data you enter.

2.3 Permissions and data we do not collect

The Google Play version of SmartRunFarm does not read SMS messages and does not request SMS-related permissions.

We do not collect location, contacts, photos, microphone, camera, or SMS data through the App based on current Google Play permissions.

2.4 Device, diagnostic, and technical information

We may automatically collect limited technical information needed to operate and improve the Service, such as:

• Device type and operating system version (as transmitted through normal app and API communication)
• App version and package identifier (ke.co.futurebridge.smartrunfarm on current Android releases)
• Authentication tokens (to keep you signed in securely)
• Crash and error reports via Google Firebase Crashlytics in release builds, including stack traces and diagnostic data needed to fix stability issues

Crashlytics is enabled in production release builds to help us identify and resolve failures. It is generally disabled in debug builds.

2.5 Local data on your device

The App may store data on your device, including:

• Encrypted login session (access token and related session fields) using secure on-device storage, excluded from cloud backup where Android backup rules apply
• Local preferences (for example display settings)

Session data on your device is used to keep you signed in between app launches. It is cleared when you log out or delete your account.

3. How we use your information

We use collected information to:

• Receive and review self-service registration requests; create farms and owner accounts after administrator approval
• Create and manage user accounts and authenticate logins
• Operate farm dashboards, records, and reports
• Record milk deliveries and calculate milk-related income
• Manage breeding workflows and send email reminders (for example pregnancy tests and dry-off) to farm users who have email addresses on file
• Record expenses, income, and profitability views
• Support veterinary access to health and veterinary-related expenses on assigned farms only
• Diagnose crashes and improve App stability (Firebase Crashlytics)
• Maintain data integrity and improve reliability
• Send registration, approval, rejection, invitation, and password-reset emails where applicable
• Comply with law, enforce our terms, and protect the security of the Service

We do not sell your personal information.

4. Legal basis for processing (Kenya)

We process personal data in accordance with applicable law, including the Kenya Data Protection Act, 2019, where it applies. Depending on the processing activity, we rely on:

• Performance of a contract (providing the App and Service you signed up for)
• Legitimate interests (security, fraud prevention, crash diagnosis, and service improvement)
• Consent (for example terms acceptance and self-service registration submission)
• Legal obligations (where retention or disclosure is required by law)

5. How we share information

We may share information only as follows:

5.1 Service providers

With trusted third parties that help us run the Service, such as:

• Cloud hosting and database providers (including Microsoft Azure, where our API and data are hosted)
• Email delivery providers
• Google Firebase / Crashlytics (crash and stability reporting)
• Google Play (as the app distribution platform; see Google’s Privacy Policy)

These parties may only use data to perform services for us and must protect it appropriately.

5.2 Within your farm organisation

Users on the same farm account (for example managers, workers, and assigned veterinarians) may see farm data according to their role permissions.

5.3 Administrators

Authorised platform administrators may access account, registration, and farm data to:

• Approve or reject self-service registration requests
• Create farms and user accounts
• Assign farms and roles (including veterinary access)
• Troubleshoot issues and maintain the platform

5.4 Legal requirements

We may disclose information if required by Kenyan law, court order, or a lawful government request, or to protect rights, safety, and security.

6. Data storage and security

• Data is stored on secure cloud-hosted systems operated for SmartRunFarm (currently hosted on Microsoft Azure in South Africa North).
• We use reasonable technical and organisational measures (such as access controls, authentication, HTTPS for API communication, and encrypted on-device session storage) to protect data.
• No method of transmission or storage is completely secure; we cannot guarantee absolute security.

7. Data retention

• We retain account and farm data while your account is active and as needed to provide the Service.
• Pending registration requests are retained until an administrator approves or rejects them, after which approved data becomes a live account and rejected requests are marked accordingly.
• If you delete your account through the App (Account → Opt out and delete account, with password confirmation), we delete your user account and associated app data linked to your farm account, and you are signed out.
• Some information may be retained for a limited period where necessary for legal compliance, security, backups, dispute resolution, or audit purposes, after which it is deleted or anonymised where possible.

8. Your rights

Under the Kenya Data Protection Act and our practices, you may have the right to:

• Be informed about how we use your data (this policy)
• Access personal data we hold about you
• Request correction of inaccurate profile or contact information
• Request deletion of your account and associated data (via the in-app deletion feature)
• Object to or restrict certain processing, where applicable
• Lodge a complaint with the Office of the Data Protection Commissioner (Kenya)

To exercise your rights, contact us using the details in Section 12. We may need to verify your identity before responding.

9. Children’s privacy

SmartRunFarm is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided data, contact us and we will take appropriate steps to delete it.

10. International transfers

If our service providers process data outside Kenya, we take steps to ensure appropriate safeguards are in place, consistent with applicable data protection requirements. This may include processing by cloud and analytics providers in other countries where they operate infrastructure.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version with a new “Last updated” date on this page and in the App where linked. If changes are material, we may notify you through the App or by email where appropriate. Continued use after changes means you accept the updated policy.

When we update the terms version in the App, you may be prompted to accept the new terms before continuing to use the Service.

12. Contact us

13. Google Play — data collection summary

This summary describes the SmartRunFarm App on Google Play (package: ke.co.futurebridge.smartrunfarm).

Android permissions declared on Google Play: Internet only.

The App does not read SMS messages or request SMS permissions.