SAThis policy explains how Veldboek SA handles personal information and Customer Data when you visit the website, book a demo, create a farm workspace or use the app. It is written for South African farmers and is intended to support the Protection of Personal Information Act (POPIA). It is currently published for private-pilot review; the final public version will identify the contracting entity and Information Officer.
1. What information we collect
We collect the minimum information needed to run the service: account identity and contact information; farm and business details; animal, camp, production and financial records you enter; documents and photos you attach; team access roles; data imported from approved tools; and technical records needed for security, support and service operation. Account identity is received from the ChatGPT sign-in route you use; farm content comes from you, your authorised users and any files you import.
Farm setup details and the acceptance record are required to open a workspace. A demo request needs the fields marked as required so we can respond. Marketing consent and the extra notes in a demo request are optional; choosing not to provide them will not prevent you from using the core service.
We do not ask you to place card details in Veldboek. Payments are handled through the selected payment provider when billing is enabled.
2. Why we use it
- To create and operate your farm workspace and trial.
- To provide records, reports, imports, exports, support and security.
- To comply with legal, accounting and fraud-prevention obligations.
- To contact you about a demo or service request you submit.
- To send product news only where you opt in or where South African law otherwise permits it; every marketing message will provide an unsubscribe option.
3. Who is responsible for which data
For your account, demo request, billing, marketing, support, platform security and Veldboek’s own operational records, Veldboek acts as the responsible party. For farm, employee, livestock, document and operational information that you upload or ask us to process, you remain responsible for deciding why and how it is used; Veldboek processes it as your operator, following the service agreement and your instructions.
4. Sharing and service providers
We do not sell or rent identifiable Customer Data. We share it only with service providers needed to host, secure, support or process the service, and with payment providers for billing. A named list of live processors, their countries and any international transfers will be published before public launch. Where a provider processes information outside South Africa, Veldboek will use the safeguards required by POPIA. We may use truly de-identified, aggregated service statistics to improve Veldboek, but not to identify your farm or people.
5. Security and access
Veldboek uses access controls and separate farm workspaces so people only see records for farms they are authorised to access. You are responsible for assigning roles carefully, protecting your sign-in access and promptly removing staff who no longer need access. No online service can promise absolute security. If we identify a security compromise, we will take the steps and give the notices required by law.
6. Retention, export and deletion
You can export records through the reports and download tools available in the app. The public launch version will state exact retention, deletion and backup-recovery timelines. Until then, Veldboek remains in private pilot. You may request export or deletion through the support route below. We may retain limited billing, audit and security information where law or legitimate operational needs require it.
7. Your rights and choices
Subject to POPIA, you may request access to, correction of, deletion of or an explanation about your personal information; object to certain processing; withdraw optional marketing consent; and ask for an export of your Customer Data. We may need to verify your identity before acting. You may also lodge a complaint with the Information Regulator of South Africa.
8. Children, sensitive information and automated results
Veldboek is not intended for children. Do not upload a child’s information or special personal information unless you have a lawful basis and any required consent. Animal rankings, market-price estimates and alerts are decision-support outputs based on available records; they are not solely automated decisions about people and must be checked against the source records and professional advice.
9. Contact and complaints
Use the Veldboek contact form and state “privacy request” in your message. Before public launch, this page will be updated with the legal service-provider details, contact address and Information Officer contact. You may also contact the Information Regulator.
10. Changes
We may update this policy when Veldboek or applicable law changes. Material changes will be published with a new version date, and customers may be asked to acknowledge the revised version before continuing to use affected services.