Please read this Privacy Policy carefully to understand how VAM (Virtual Animal Management) collects, uses, and protects your information.
This Privacy Policy describes how Virtual Animal Management LLC (“Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with virtual-am.com and the Virtual Animal Management application (collectively, the “Service”). By using the Service, you agree to the collection and use of information as described in this Policy. If you do not agree, do not use the Service. This Policy should be read together with our [Terms of Service] and [Disclaimer].
Information you provide directly: • Account information. Name, email address, and password credentials when you register. Passwords are stored only in cryptographically hashed form by our authentication provider; we never see or store plaintext passwords. • Profile information. Optional details you add, such as display name, role, or contact information. • Farm and business data. Information you or other authorized users of your farm account enter, including farm names, animal records (identity, pedigree, health, medication, temperature, feeding, training, reproductive, and event records), tasks and schedules, ownership records, billing and pricing data, chalkboard posts, and related notes. • Photos and documents. Images and files you upload, such as horse photos and animal-related documents. • Invitations. Email addresses you provide when inviting other users to your farm account. • Communications. Information you send us when you contact support or provide feedback.
Information collected automatically: • Usage and log data. IP address, browser type, device information, operating system, pages viewed, actions taken within the Service, timestamps, and error logs. • Audit logs. We may maintain audit logs of account activity — including sign-ins, permission changes, invitations, and the creation, modification, or deletion of records — to help secure the Service, support accountability within farm accounts, and investigate misuse. • Cookies and similar technologies. We use cookies and local storage necessary to operate the Service, including session cookies, authentication cookies, and security cookies (for example, to keep you signed in, protect against unauthorized access, and remember preferences).
We do not knowingly collect payment card numbers, government identification numbers, or biometric information.
We use the information we collect to: • Provide, operate, maintain, and improve the Service; • Create and administer accounts and authenticate users; • Enable collaboration among authorized users of a farm account; • Generate reports, exports, reminders, and notifications you request or configure; • Respond to support requests and communicate about the Service, including service announcements and security notices; • Monitor, debug, and secure the Service, and prevent fraud, abuse, or unauthorized access; • Comply with legal obligations and enforce our agreements. We do not sell or license your personal information or your farm’s operational data, and we do not use your farm or animal data for advertising.
We may use automated processing or artificial intelligence to organize, summarize, or assist with information you provide — for example, generating summaries, reminders, health or breeding overviews, or suggested entries. AI-generated outputs may contain errors and should be reviewed by users before being relied upon. Where we use third-party AI providers to process your data, they are bound by contractual confidentiality and data-protection obligations, and we do not permit your farm or animal data to be used to train third-party models.
Except as necessary to operate the Service, we do not claim ownership of the farm records, animal records, photographs, documents, or other content you upload. As between you and the Company, you retain ownership of your content, subject to a limited license you grant us to host, store, process, display, back up, and transmit it solely for the purpose of operating, securing, and improving the Service. We believe your records should be portable. The Service provides export features for farm and animal data — including animal identity and pedigree information, medical history, breeding history, documents, and billing records — in common formats such as PDF and CSV, and we may expand export capabilities over time.
Within your farm account. The Service is collaborative by design. Data entered into a farm account — including animal records, tasks, posts, and billing data as permitted by role — is visible to other authorized users of that farm account according to the permissions assigned by the account owner or administrators. Account owners and administrators are solely responsible for inviting users, removing users, assigning and reviewing permissions and access levels, and deciding who has access to their farm’s data. Service providers. We share information with third-party providers who perform services on our behalf and are bound by contractual confidentiality and data-protection obligations, including: • Cloud hosting and content delivery [e.g., Vercel]; • Database, authentication, and file storage [e.g., Supabase]; • Email delivery for invitations and notifications. Legal and safety. We may disclose information if required by law, subpoena, or legal process; to protect the rights, property, or safety of the Company, our users, animals, or the public; or to investigate fraud or security issues. Business transfers. If the Company is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to this Policy or a successor policy. With your consent. We may share information for other purposes with your consent or at your direction. We do not sell or rent personal information to third parties, and we do not share personal information with third parties for their own marketing purposes.
Information is stored on infrastructure provided by our cloud service providers, currently located in the United States. We implement commercially reasonable administrative, technical, and physical safeguards designed to protect information, including encryption of data in transit (TLS), encrypted storage, hashed passwords, role-based access controls, and database-level row security that restricts each farm’s data to its authorized users. Uploaded photos and documents are stored in access-controlled storage and served through expiring, signed links. However, no internet-based service or electronic storage system is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your login credentials and for the actions taken under your account.
We retain information for as long as your account is active or as needed to provide the Service. We may retain certain information after account closure as necessary to comply with legal obligations, resolve disputes, and enforce agreements. Deleted information may remain in encrypted backups for a limited period before being permanently removed as part of our normal backup rotation. Farm records survive individual accounts. Animal records, billing records, and operational records belonging to a farm remain the property of that farm account and may continue to be retained after an individual user’s account is deleted. Likewise, photos and documents uploaded to a farm account remain associated with that farm unless removed by an authorized administrator. Deleting your individual account removes your personal profile information but does not delete the farm’s business records that you or others created within the farm account.
• Access and correction. You may access and update your profile information and, subject to your role permissions, the farm data you are authorized to edit, at any time within the Service. • Export. You may export records as described in Section 5, and you may request a copy of your personal information by contacting us. • Deletion. You may request deletion of your account and associated personal information by contacting us at privacy@virtual-am.com. As described in Section 8, farm-account records survive the deletion of an individual user’s account. • Notifications. You may adjust notification settings within the Service or your device. State privacy rights. Depending on your state of residence, you may have additional rights under applicable law — such as the right to know, correct, delete, or obtain a portable copy of your personal information, and the right not to be discriminated against for exercising those rights. To exercise any of these rights, contact us at privacy@virtual-am.com. We will verify your request and respond within the time required by applicable law. International users. The Service is operated from the United States and intended for users in the United States. If you access the Service from outside the U.S., you consent to the transfer and processing of your information in the U.S.
The Service is intended for use by adults operating farm businesses. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete it promptly. If you believe a child has provided us personal information, contact us at privacy@virtual-am.com.
The Service may contain links to third-party websites or services that we do not operate. This Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party service you use.
Some browsers transmit “Do Not Track” signals. The Service does not currently respond to Do Not Track signals.
We may update this Privacy Policy from time to time. The “Last Updated” date above reflects the most recent revision. For material changes, we will provide notice through the Service or by email before the changes take effect. Your continued use of the Service after changes are posted constitutes acceptance of the revised Policy.
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