Privacy Policy

Last updated: [DATE] · Applies to the KraalBook app and website

⚠️ Draft — pending legal review. This is a plain-English working draft and is not yet legal advice. It must be reviewed and approved by a South African–qualified attorney before KraalBook is opened to public signups. Items in [square brackets] still need to be filled in.

KraalBook helps South African livestock farmers keep traceable, audit-ready records of their animals. We take your privacy seriously and handle your personal information in line with the Protection of Personal Information Act, 2013 (POPIA). This policy explains what we collect, why, how we protect it, and the choices you have.

1. Who is responsible for your information

The responsible party is [Registered company name (Pty) Ltd] (“KraalBook”, “we”, “us”), registration number [reg no.], of [physical/postal address].

Information Officer	[Name] — support@kraalbook.co.za
Contact	support@kraalbook.co.za

2. What personal information we collect

We only collect what we need to run the service:

Category	Examples
Account & identity	Your name, mobile phone number (your username), password, preferred language, and South African ID number (used on auction/Stock Theft Act paperwork).
Farm details	Farm name, brand/tattoo mark, district, GLN, postal address, and your farm's GPS location.
Stockmen	The name and mobile number of farm workers you invite.
Livestock records	Animal tags, species, events (births, vaccinations, treatments, movements, sales, deaths), and related notes you capture.
Technical data	Basic app/device and log information needed to operate, secure and troubleshoot the service.

The website & help chat. The public website (kraalbook.co.za) collects no personal information to browse it. The on-site help assistant answers general questions and does not store your conversations; messages are sent to our AI provider only to generate a reply. Please don't enter personal details into the help chat.

3. Why we use it (purpose)

To create and run your account and your farm's records.
To produce fact sheets and the §6/§8 removal certificates needed to move or sell stock.
To help you meet livestock identification, traceability and FMD record-keeping requirements.
To let your invited stockmen capture events and to show you their activity.
To support you, keep the service secure, and improve it.

4. Where your information is stored

Your data is stored on secure cloud infrastructure located in South Africa. We use reasonable technical and organisational measures to protect it against loss and unauthorised access. No system is perfectly secure, but we work to keep your information safe.

5. Who we share it with

We do not sell your personal information. We share it only:

with service providers who help us run KraalBook (e.g. cloud hosting, and the AI provider that powers the help chat), under appropriate safeguards;
with people you choose to share documents with (e.g. when you send a fact sheet or removal certificate to a buyer, auctioneer or vet);
where required by law, or to protect rights, safety and the integrity of the service.

6. How long we keep it

We keep your information for as long as your account is active. Some livestock and compliance records may be retained for longer (for example, traceability records are generally expected to be kept for at least 5 years) to meet legal and audit requirements. When data is no longer needed, we delete or de-identify it.

7. Your rights

Under POPIA you have the right to:

ask what personal information we hold about you and request a copy;
ask us to correct or update information that is wrong or out of date;
ask us to delete information, where we are not required to keep it;
object to certain processing; and
lodge a complaint with the Information Regulator.

To exercise any of these, email support@kraalbook.co.za.

Information Regulator (South Africa)
Website: inforegulator.org.za · Email: [POPIA complaints email]

8. Children

KraalBook is intended for farmers and their workers, and is not directed at children.

9. Changes to this policy

We may update this policy from time to time. We'll change the "last updated" date above, and for significant changes we'll let you know in the app or by other reasonable means.

10. Contact us

Questions about this policy or your information? Email support@kraalbook.co.za.