Privacy Policy

Last updated: 4 May 2026

1. Overview

Out West AI Pty Ltd (ABN 84 695 421 615) ("AgDiary", "we", "us", "our") operates the AgDiary farm management platform at agdiary.ai. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information We Collect

We collect the following types of information:

Account Information

  • Name, email address, and password (hashed)
  • Enterprise/organisation name
  • Role within your organisation

Farm & Property Data

  • Property names, locations, and boundaries (GeoJSON coordinates)
  • Paddock information, livestock records, and diary entries
  • Chemical, seed, and fodder inventory records
  • Rainfall, weather, and environmental observations
  • Infrastructure locations and details
  • Safety records, incidents, and compliance documents

Technical Data

  • IP address and browser type (for security and rate limiting)
  • Login timestamps and session data
  • GPS coordinates (only when you explicitly use location features)

3. How We Use Your Information

We use your information to:

  • Provide and operate the AgDiary platform
  • Authenticate your identity and manage your account
  • Display your farm data within your workspace
  • Generate reports and analytics for your enterprise
  • Send account-related emails (verification, password resets, invoices)
  • Retrieve weather forecasts for your property locations via the Bureau of Meteorology API
  • Improve and maintain the platform's security and performance

We do not sell your personal information or farm data to third parties.

4. Data Ownership & AI Training

You own your data. The information you record in AgDiary, including your farm records, paddock boundaries, livestock, diary entries, photos, and documents, remains yours at all times. AgDiary acts as the custodian of that data on your behalf; we do not claim any ownership of it.

  • You retain full ownership of all farm and personal data you enter into the platform.
  • We do not use your data to train, fine-tune, or develop any artificial intelligence or machine learning models, whether our own or a third party's.
  • We do not provide, sell, or licence your data to AI vendors, model providers, or data brokers for training purposes.
  • You can export your data at any time via the Reports section, and request permanent deletion at any time.

If we introduce optional AI-assisted features in future (for example, on-demand summarisation or analysis tools), we will tell you clearly before you use them, those features will require your consent, and your data will not be used to train AI models as a result.

5. AI Assistant ("Jack")

AgDiary includes an optional AI assistant called Jack the Jackaroo. When you chat with Jack, the following information is sent to our AI provider, Anthropic, to generate a response:

  • Your message text and any photo you choose to attach.
  • The farm data Jack needs to answer your question (for example, livestock counts, paddock details, rainfall readings). Jack pulls this from your workspace through controlled internal tools.
  • The recent history of your current conversation.

Anthropic does not use these inputs or Jack's responses to train AI models. This is a contractual commitment under our commercial API agreement with Anthropic. Jack does not have access to the Finance module.

Your conversations with Jack are stored in your AgDiary workspace so you can refer back to them. To review or delete past conversations, open the Jack chat panel and click the menu icon (☰) in the top-left of the panel, or use My Account → Jack Conversations. Deleting a conversation removes it from your workspace.

6. Data Sharing & Disclosure

We may share your information only in the following circumstances:

  • Within your workspace: Other members of your enterprise can see shared farm data according to their role permissions.
  • Service providers: We use hosting and infrastructure providers to operate the platform. These providers are bound by confidentiality obligations.
  • Legal requirements: We may disclose information if required by law, court order, or regulatory authority.
  • Bureau of Meteorology: We send property location data (geohash only, not your identity) to the BoM API to retrieve weather forecasts.

7. Data Security

We take reasonable steps to protect your information, including:

  • All data transmitted via HTTPS/TLS encryption
  • Passwords stored using industry-standard bcrypt hashing
  • Multi-tenant data isolation (each enterprise's data is strictly separated)
  • Session security with httponly, secure, and samesite cookie flags
  • Rate limiting on authentication endpoints
  • Regular automated backups with encrypted storage

8. Data Retention

We retain your data for as long as your account is active. If you close your account or your enterprise subscription ends:

  • Your data will be retained for 90 days to allow for account recovery
  • After 90 days, your data will be permanently deleted from our systems
  • Backup copies may persist for up to 30 additional days before automatic removal

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

  • Access your personal information held by us
  • Correct inaccurate or outdated information
  • Request deletion of your account and associated data
  • Export your farm data (available via the Reports section)
  • Withdraw consent for optional data processing

To exercise any of these rights, contact us at sales@agdiary.ai.

10. Cookies

AgDiary uses essential cookies only:

  • Session cookie: Required for authentication and maintaining your login state
  • CSRF token: Required for form security
  • Theme preference: Stores your light/dark mode selection

We do not use third-party tracking cookies or advertising cookies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a notice within the platform. Continued use of AgDiary after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to make a complaint, contact us at:

Out West AI Pty Ltd
ABN 84 695 421 615
Email: it@outwest.ai