Privacy Policy
This policy explains how FlockPilot collects, uses, stores, and protects your personal data when you use our farm management platform and mobile application.
Table of Contents
Who We Are
FlockPilot is a multi-tenant farm management and ERP SaaS platform serving poultry farm operators, managers, supervisors, and related agribusiness personnel across Nigeria and Africa. FlockPilot operates in accordance with the laws of the Federal Republic of Nigeria.
Data Controller
FlockPilot
Lagos, Nigeria
Email: hello@flockpilot.com
Website: flockpilot.com
When we refer to "FlockPilot," "we," "us," or "our" in this policy, we mean FlockPilot, the operator of the platform. When we say "you" or "your," we mean any individual accessing or using FlockPilot, including tenant administrators, farm managers, supervisors, operators, and any other authorized users.
Information We Collect
We collect the following categories of information when you use FlockPilot:
| Category | Examples | Source |
|---|---|---|
| Account & Identity | Full name, email address, phone number, role/job title, profile photo | Provided by you or your organization administrator |
| Farm Operational Data | Flock records, feed consumption, mortality logs, production reports, sales records, batch data | Entered by users within the platform |
| Financial Data | Journal entries, income/expense records, payroll data, invoice records | Entered by users; auto-generated by platform events |
| HR & Payroll Data | Employee names, pay grades, bank details, PAYE/pension records, attendance | Entered by HR/admin users |
| Device & Usage Data | IP address, device type, OS version, app version, session duration, feature usage | Automatically collected |
| Communication Data | In-app chat messages, notifications, support requests | Generated through platform use |
| Payment Data | Subscription plan, billing status, transaction reference (via Paystack) | Collected via Paystack payment gateway |
How We Use Your Information
We use the information we collect for the following purposes:
- → To create, manage, and maintain your FlockPilot account and tenant workspace
- → To deliver core platform features including farm operations, finance/ERP, and HR management
- → To auto-generate accounting journal entries from farm operational events
- → To process payroll and HR-related workflows in compliance with Nigerian law (PAYE, Pension, VAT, WHT)
- → To send transactional notifications via SMS and WhatsApp (powered by Termii)
- → To monitor platform performance, detect errors, and improve reliability (via Sentry)
- → To manage subscription billing, renewals, and payment lifecycle events
- → To respond to support requests and communicate platform updates
- → To enforce our Terms of Service and prevent fraud or abuse
- → To comply with applicable Nigerian law and regulatory obligations
We do not sell your personal data. We do not use your farm or financial data for advertising purposes. We do not use automated decision-making that produces legal or similarly significant effects on you without human oversight.
Legal Basis for Processing
Our processing of personal data is grounded in the Nigeria Data Protection Act 2023 (NDPA) and the Nigeria Data Protection Regulation 2019 (NDPR). The legal bases on which we rely include:
- →Contract performance — processing necessary to deliver the FlockPilot service under our Terms of Service
- →Legitimate interests — platform security, error monitoring, fraud prevention, and product improvement
- →Legal obligation — compliance with Nigerian tax, labour, and financial regulations
- →Consent — where we ask for and receive your explicit consent (e.g., marketing communications)
Data Sharing & Third Parties
We only share your data with trusted third-party service providers who are necessary for us to operate FlockPilot. These parties are contractually bound to protect your data and may only use it for the specific purposes we authorize.
| Provider | Purpose | Data Shared |
|---|---|---|
| Paystack | Subscription billing & payment processing | Email, billing info, transaction data |
| Termii | SMS & WhatsApp notifications | Phone number, message content |
| Sentry | Error tracking & platform reliability | Anonymized error logs, device/OS info |
| Cloud Infrastructure | Hosting, database, and storage | All platform data (encrypted at rest) |
We may also disclose personal data if required to do so by law, court order, or a competent Nigerian regulatory authority, or to protect the rights, property, or safety of FlockPilot, our users, or the public.
We will never sell, rent, or trade your personal data to any third party for marketing purposes.
Data Retention
We retain your personal data for as long as your account is active or as needed to provide the FlockPilot service. Tenant data follows this lifecycle:
- →Active subscriptions: Data retained and fully accessible
- →Cancelled subscriptions: Data retained in read-only mode for 30 days
- →Expired subscriptions: Data retained for a further grace period before scheduled deletion
- →Upon deletion request: Personal data purged within 30 days, except where retention is required by Nigerian law
Financial records (journal entries, payroll, invoices) may be retained for up to 7 years in accordance with Nigerian tax and accounting regulations, even after account closure.
Data Security
We implement technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, or disclosure. These include:
- → Encryption of data at rest and in transit (TLS/HTTPS)
- → Role-based access control (RBAC) with strict permission boundaries per user role
- → Multi-tenant data isolation — each farm organization's data is logically separated
- → Real-time error monitoring and anomaly detection via Sentry
- → Secure background job processing with Redis and BullMQ
- → Regular security reviews and dependency audits
While we take all reasonable precautions, no system is 100% secure. If you suspect a security breach affecting your account, please contact us immediately at hello@flockpilot.com.
Your Rights
Under the Nigeria Data Protection Act 2023 and NDPR, you have the following rights regarding your personal data:
- →Right of Access: Request a copy of the personal data we hold about you
- →Right to Rectification: Request correction of inaccurate or incomplete data
- →Right to Erasure: Request deletion of your personal data (subject to legal retention obligations)
- →Right to Restriction: Request that we limit how we process your data
- →Right to Data Portability: Receive your data in a structured, machine-readable format
- →Right to Object: Object to processing based on legitimate interests
- →Right to Withdraw Consent: Withdraw consent at any time where processing is consent-based
To exercise any of these rights, contact us at hello@flockpilot.com. We will respond within 30 days. If you are unsatisfied with our response, you may lodge a complaint with the Nigeria Data Protection Commission (NDPC).
Children's Privacy
FlockPilot is a professional business management platform intended solely for use by adults in a commercial or agricultural business context. We do not knowingly collect personal data from children under the age of 13.
If you believe that a child under 13 has provided us with personal information, please contact us at hello@flockpilot.com and we will promptly delete that information.
International Data Transfers
FlockPilot is operated from Nigeria and primarily serves users within Nigeria and Africa. Some of our third-party service providers (such as Sentry) may process data in jurisdictions outside Nigeria. Where such transfers occur, we ensure appropriate safeguards are in place in accordance with NDPA requirements, including contractual protections with service providers.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will:
- → Update the "Last Updated" date at the top of this page
- → Notify tenant administrators via email and/or in-app notification
- → Where required by law, seek your renewed consent
Your continued use of FlockPilot after any changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this page periodically.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us through any of the following channels: