This Privacy Policy applies to Talma Dairy, a web-based dairy operations platform operated by Talma Dairy Farm ("Talma Dairy", "Company", "we", "our", or "us"). It explains how we handle personal data, business data, farm operational records, and messaging-related data when we provide software and related services to dairy farms, farm managers, staff members, customers, suppliers, and other authorized users.
We are committed to privacy, transparency, accountability, and responsible data handling in accordance with the Kenya Data Protection Act, 2019, applicable contractual obligations, and generally accepted privacy principles, including internationally recognized privacy and security standards where relevant.
1. Scope
This Policy covers information processed through Talma Dairy in connection with herd management, milk production, breeding and health records, inventory and feed management, customer and supplier management, billing and payment workflows, reporting, support, security monitoring, and related farm administration.
Depending on the context, we may act as a data controller for our own business operations and as a data processor or service provider for farm customers that decide how their staff, customer, supplier, or operational records are used.
2. Information We Collect
2.1 Account and Contact Information
We may process personal information such as:
- name, email address, phone number, job title, and farm or business name;
- billing, contact, and onboarding details provided when registering a farm account;
- login credentials, password hashes, roles, permissions, and account security records;
- support conversations and account administration records.
2.2 Farm and Operational Data
We may process business and operational data such as:
- cow or herd records, health history, breeding records, milk production, alerts, and farm performance data;
- inventory, feed, expense, supplier, and procurement records;
- customer records, delivery history, statements, invoices, balances, and payment activity;
- farm profile settings such as address, logo, support contacts, and operational preferences.
2.3 Payment and Transaction Data
We may process financial and billing data such as:
- subscription plan selections, payment references, receipts, billing history, and renewal status;
- payer names, phone numbers, email addresses, transaction metadata, and reconciliation details;
- records received from payment partners such as M-Pesa, card processors, or other enabled gateways.
2.4 Messaging and Integration Data
Where relevant features are enabled, we may process:
- WhatsApp phone numbers, conversation state, message content, and provider identifiers needed to operate messaging workflows;
- message delivery events, webhook payloads, support replies, and communication preferences;
- integration configuration details for Meta, WhatsApp, SMS, email, and related service providers.
2.5 Technical Information
We may process technical and device information such as:
- IP addresses, browser type, operating system, and device identifiers;
- login history, timestamps, activity logs, session information, and security events;
- usage analytics, feature interactions, error logs, and system performance information.
3. How We Collect Information
We may collect information through the following methods:
- direct input by farm owners, managers, staff members, or support users;
- imports, onboarding flows, integrations, and account configuration steps;
- system-generated records, workflow events, activity logs, and audit trails;
- messages, webhook events, or integration callbacks from Meta, WhatsApp, payment providers, SMS tools, and similar partners;
- cookies, browser storage, and similar technologies used for authentication, preferences, and analytics;
- web server logs, security tools, monitoring systems, and technical diagnostics.
4. How We Use Information
We process information for legitimate business and operational purposes, including to:
- create and manage farm accounts, user access, tenant workspaces, and onboarding;
- record and analyze milk production, herd activity, farm alerts, expenses, inventory, and customer operations;
- process subscription billing, payment confirmations, statements, and account administration;
- send or support operational communications through email, SMS, or WhatsApp-enabled workflows;
- authenticate users, enforce role-based permissions, and secure the Service;
- detect, investigate, and prevent fraud, abuse, misuse, or security incidents;
- generate dashboards, analytics, reports, and operational insights for authorized users;
- provide customer support, troubleshoot issues, and improve the platform;
- comply with legal, contractual, tax, audit, and regulatory obligations.
5. Legal Bases for Processing
Depending on the context, applicable legal bases may include:
- contract performance, where processing is necessary to provide the Service or perform obligations to a customer or user;
- legitimate interests, such as maintaining security, improving reliability, auditing activity, and supporting normal business operations;
- legal obligations, where processing is required by law, regulation, court order, or lawful authority;
- consent, where consent is specifically required and has been validly obtained.
6. Data Sharing
We may share information only where necessary and appropriate, including with:
- authorized farm administrators and approved users acting within their assigned permissions;
- payment processors, SMS providers, email providers, cloud hosting vendors, backup providers, and technical infrastructure partners engaged to support the Service;
- Meta, WhatsApp, or other communications providers where data exchange is required to deliver messaging functionality that you enable;
- professional advisers, auditors, or insurers under appropriate confidentiality obligations;
- regulatory authorities, courts, law enforcement agencies, or other public bodies where disclosure is required by law or valid legal process.
We do not sell personal data. We do not disclose personal data to third parties for unrelated advertising purposes.
7. International Data Transfers
Because customers, users, and service providers may operate in multiple jurisdictions, information may be processed or accessed outside Kenya. Where cross-border transfers occur, we will use reasonable safeguards such as contractual protections, restricted access controls, technical safeguards, and vendor due diligence measures appropriate to the nature of the transfer.
8. Data Retention
We retain information only for as long as necessary for the purposes described in this Policy, the customer's instructions, our contractual obligations, dispute resolution needs, legitimate business requirements, and applicable legal requirements.
Farm customers generally control retention schedules for the operational records they maintain in the Service. After the service relationship ends, data may be exported, archived, anonymized, or deleted in accordance with applicable agreements and legal obligations.
9. Security
We use reasonable administrative, technical, and organizational safeguards, which may include:
- encryption in transit and, where applicable, encryption at rest;
- role-based access controls and least-privilege design;
- authentication controls, password protections, and session management;
- audit logging, change tracking, and activity monitoring;
- secure backups, vulnerability management, and operational safeguards.
No platform can guarantee absolute security. Customers and users also play a critical role by protecting credentials, using strong passwords, managing device security, and applying internal governance controls.
10. Your Rights and Choices
Subject to applicable law and context, individuals may have rights to:
- request access to personal data;
- request correction of inaccurate or incomplete data;
- request deletion where deletion is legally permitted and appropriate;
- request restriction of certain processing activities;
- object to certain processing based on legitimate interests;
- request data portability where applicable.
Where Talma Dairy is used by a farm business or organization to manage operational records, requests may need to be directed first to the farm administrator that controls those records.
11. Facebook, Meta, and WhatsApp Data
If Talma Dairy uses Facebook, Meta, or WhatsApp integrations, we process only the information reasonably needed to send, receive, route, or manage business communications and related support workflows. This may include phone numbers, message content, message timestamps, delivery events, and integration identifiers.
If you want Talma Dairy-related Meta or WhatsApp data corrected or deleted, contact us at support@talmadairy.com and include enough information for us to locate the relevant account or conversation. We may retain limited records where required for security, fraud prevention, dispute resolution, or legal compliance.
12. Cookies and Similar Technologies
12.1 Essential Cookies
We may use cookies or similar technologies necessary for authentication, session continuity, security, and platform stability.
12.2 Analytics Cookies
We may use analytics tools or cookies to understand feature usage, improve performance, and support service planning, subject to applicable consent and transparency requirements.
12.3 Preference Cookies
We may use preference technologies to remember interface settings, localization choices, or similar user preferences.
13. Children's Privacy
Talma Dairy is intended for business and farm operations use and is not directed to children. We do not knowingly collect personal information directly from children through the public marketing or onboarding experience.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law, regulation, our operational practices, technology, or the Service. Material updates will be communicated through appropriate channels such as website publication, email notice, or in-application notice.
15. Contact Details
For privacy-related questions, requests, or complaints, please contact:
- Company Name: Talma Dairy Farm
- Contact Email: support@talmadairy.com
- Physical Address: Nairobi, Kenya
- Website URL: http://talmadairy.com/
- Effective Date: June 19, 2026