Privacy Policy


Effective Date: November 1, 2025

Last Updated: October 27, 2026


This Privacy Policy describes how RanchOS LLC ("RanchOS," "we," "us," or "our") collects, uses, discloses, and protects personal information when you use the RanchOS website, customer portal, and mobile applications for iOS and Android (the "Service").


It applies together with our Terms of Service. If you do not agree, do not use the Service.


We do not sell your personal information. We do not sell ranch operational data to data brokers.


1. Who We Are


RanchOS LLC

25180 Shawcroft Hl

Alamosa, CO 81101

Privacy contact: [email protected]

Support: [email protected]


For EEA/UK inquiries you may also write [email protected] (privacy contact / DPO mailbox).


2. Information We Collect


2.1 Information you provide

Account and ranch information: name, email, phone, ranch name and address, business details, role/title, and similar registration fields.


Payment information: billing name, address, and payment-method metadata. Card numbers are processed by Stripe; we do not store full card numbers on RanchOS servers.


Ranch management data you enter or upload: livestock identification and history; health, treatment, breeding, and movement records; equipment and assets; tasks and schedules; pasture and grazing records; financial and bookkeeping entries; photos, documents, and notes; employee or crew information you choose to store; and other content you submit ("Customer Data").


Communications: messages you send to support, feedback, and survey responses.


2.2 Information collected automatically

Usage data: pages and screens viewed, features used, approximate time spent, actions in the product, search/filter usage, crash and diagnostic events.


Device and log data: IP address, browser or app version, operating system, device type/identifiers needed for push notifications or security, language, and similar technical data.


Cookies and similar technologies: see Section 8.


2.3 Location

  • Approximate location derived from IP address for security and localization.
  • Precise GPS when you grant permission for field features.
  • Background location (mobile only): collected only while an active field-work session that you start is running (for example baling, windrowing, raking, tedding, or hauling). Collection is intended to begin when you start the session and stop when the session ends. It is used to log routes and field activity when the screen may be off. It is not used for advertising.

2.4 Mobile microphone, camera, and sensors

Microphone / voice: when you use voice commands or wake-word features, audio is handled by the device's speech-recognition stack. We prefer on-device recognition when the OS provides it. If the device uses a platform cloud speech service, that processing is subject to Apple's or Google's terms; RanchOS does not keep raw audio recordings on our servers as a product feature. Derived commands or text needed to carry out the action may be processed like other Customer Data.


Camera: photos you capture in-app (for example livestock photos) are stored to your account like other uploads.


Sensors: compass/heading and related motion data may be used during active field sessions to improve track quality. Haptic feedback is local to the device.


2.5 Information from third parties

We may receive limited information from Stripe (payment status), identity or email-delivery providers, app stores, and analytics or infrastructure vendors — only as needed to operate the Service.


3. How We Use Information


We use personal information to:


  • Provide, operate, sync, secure, and support the Service
  • Create and administer accounts and ranch memberships
  • Process subscriptions, invoices, taxes, and fraud prevention
  • Send transactional messages (security, billing, product notices)
  • Send marketing only where permitted (you can opt out of marketing emails)
  • Improve features, performance, reliability, and usability
  • Develop new features, including using aggregated or de-identified data
  • Enforce our Terms, investigate abuse, and protect RanchOS, users, and the public
  • Comply with law and lawful requests

Location and field-session sensor data are used to provide field-operations features (tracks, acreage aids, associating work with pastures). They are not sold and are not used for third-party advertising.


4. How We Share Information


We share personal information only as follows:


4.1 Service providers (processors)

Vendors that help us run the Service under contracts that restrict their use of the data, which may include:


  • Cloud hosting and object storage (for example AWS, Cloudflare R2)
  • CDN, DNS, and security (for example Cloudflare)
  • Payment processing (Stripe)
  • Email/SMS delivery for transactional or consented marketing messages
  • Analytics and error monitoring
  • Customer-support tooling

4.2 Ranch users you authorize

Other users on your ranch account can see Customer Data according to the permissions you set. You control invitations and roles.


4.3 Legal and safety

We may disclose information if we believe in good faith it is required to comply with law, regulation, legal process, or governmental request; to enforce our Terms; to detect, prevent, or address fraud, security, or technical issues; or to protect the rights, property, or safety of RanchOS, our users, or the public.


4.4 Business transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction. We will require the successor to honor materially similar protections or give you notice and choices required by law.


4.5 With your direction

We share information when you ask us to (for example an export you download, or an integration you enable).


4.6 Aggregated or de-identified data

We may share or publish statistics that do not identify you or your ranch. We commit not to attempt to re-identify de-identified data except to test our de-identification, and we require recipients not to re-identify it.


We do not sell personal information. We do not share personal information for cross-context behavioral advertising as those terms are defined under the CCPA/CPRA. If that ever changes, we will update this Policy and provide required opt-out mechanisms.


5. Retention


  • Active accounts: we retain information for as long as the account remains active and as needed to provide the Service.
  • After cancellation or deletion request: the account is deactivated promptly. Customer Data is retained in a soft-deleted state for up to six (6) months so you can request reactivation or complete an export, then permanently deleted from production systems, except as noted below.
  • Expedited deletion: email [email protected] to request earlier permanent deletion. We will complete it within a commercially reasonable time after verifying the request, subject to the exceptions below.
  • Backups: residual copies may remain in encrypted backups for a rolling period and are deleted on the backup lifecycle.
  • What we may keep longer: billing and tax records; records of Terms/Privacy acceptance; security and fraud logs; and information we must retain for legal claims or compliance.

See also our Account Deletion page at https://ranch-os.com/account-deletion for step-by-step instructions.


6. Security


We use administrative, technical, and physical safeguards appropriate to the nature of the data, including TLS in transit, field-level encryption of designated sensitive fields at rest, access controls, password hashing, optional multi-factor authentication, logging, and vendor security reviews.


No method of transmission or storage is 100% secure. You are responsible for device security, strong passwords, and promptly revoking access for people who leave your operation.


Security incidents: if we become aware of a breach of personal information affecting you that requires notice under applicable law, we will notify you and regulators as required, using the email on your account where appropriate.


7. Your Choices and Rights


7.1 Access, correction, export

You may access and update much of your information in-product. You may request an export of Customer Data through product tools or by contacting support.


7.2 Deletion

You may delete your account through the customer portal (Billing → Delete Account) or by emailing [email protected]. See Section 5 for retention.


7.3 Marketing

Opt out of marketing emails via the unsubscribe link or account preferences. You will still receive transactional messages (billing, security, product notices).


7.4 Mobile permissions

Revoke location, microphone, and camera access in iOS or Android settings. Field GPS tracking and voice features will stop; other features continue.


7.5 Cookies

Control cookies through browser settings. Blocking certain cookies may break login or security features.


7.6 Do Not Track

We do not currently respond to browser Do Not Track signals.


8. Cookies and Similar Technologies


We use:


  • Essential cookies for authentication, security, load balancing, and fraud prevention
  • Preference cookies to remember settings
  • Analytics cookies to understand product usage and performance
  • Marketing cookies only if we enable campaign measurement and where consent is required

Third parties such as Cloudflare, Stripe, and analytics providers may set their own cookies when you use related features. Manage cookies in your browser. Where required by law, we will request consent before non-essential cookies.


9. Children's Privacy


The Service is not directed to children under 18, and we do not knowingly collect personal information from children. If you believe a child provided personal information, contact [email protected] and we will delete it.


10. International Transfers


RanchOS is based in the United States. If you access the Service from outside the U.S., your information will be processed in the United States and possibly other countries where our providers operate. Those countries may have different data-protection laws than your home country. Where required, we use appropriate transfer mechanisms (such as standard contractual clauses) with providers.


11. U.S. State Privacy Rights (including California and Colorado)


If you are a resident of California, Colorado, or another state with a comprehensive privacy law, you may have rights to: know/access; correct; delete; obtain a portable copy; opt out of targeted advertising, sale, or certain profiling; and appeal a denial.


Sale / sharing: We do not sell personal information and do not share it for cross-context behavioral advertising. We do not knowingly sell or share personal information of consumers under 16.


Sensitive personal information: We may process account login credentials, precise geolocation during field sessions you start, and financial account metadata needed for billing. We use sensitive information to provide the Service you request, not to infer characteristics for advertising.


How to exercise rights: email [email protected] with your request and the email on your account. We will verify your identity and respond within the time required by law. You may use an authorized agent where the law allows; we will require proof of authorization. We will not discriminate against you for exercising privacy rights.


Colorado residents: you may appeal a refused request by replying to our decision email with subject line "Privacy Appeal." If you are not satisfied after appeal, Colorado law may allow you to contact the Colorado Attorney General.


Notice at collection (California): we collect the categories described in Section 2 for the purposes in Section 3, retain them as described in Section 5, and disclose them to the categories of recipients in Section 4. We have not sold personal information in the prior 12 months.


12. EEA / UK GDPR Summary


If GDPR or UK GDPR applies, our legal bases include: performance of a contract (providing the Service); legitimate interests (securing and improving the Service, preventing fraud — balanced against your rights); consent (certain marketing or optional cookies); and legal obligation.


You may have rights of access, rectification, erasure, restriction, portability, and objection, and the right to withdraw consent where processing is consent-based. You may lodge a complaint with your local supervisory authority. Contact [email protected].


13. Changes to This Policy


We may update this Privacy Policy. We will change the Last Updated date and, for material changes, provide additional notice (email or in-product). Where required by law, we will obtain consent. Continued use after the effective date of a non-material update constitutes acceptance of the revised Policy.


14. Contact


RanchOS LLC — Privacy

25180 Shawcroft Hl, Alamosa, CO 81101

[email protected] · [email protected]


We aim to respond to privacy requests within 30 days, or sooner if the law requires.



Summary


RanchOS LLC collects account, ranch, and usage information to run a ranch-management product on web and mobile. Background location is limited to field-work sessions you start. Voice audio is not retained as raw recordings on our servers. We do not sell personal information. After you cancel, data is kept up to six months for reactivation/export, then deleted, with expedited deletion available on request. For questions: [email protected].


By using RanchOS, you acknowledge that you have read and understood this Privacy Policy.


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