Privacy Policy

MilkSage

Effective Date: May 1, 2026

1. Introduction

MilkSage is committed to protecting the privacy of everyone who uses our platform. This Privacy Policy explains what information we collect, how we collect it, why we collect it, how we use it, how we protect it, and what rights you have over your information.

This Policy applies to all users of the MilkSage platform, including farm owners, farm managers, invited team members, and any individual who visits or interacts with our services.

By creating an account or using MilkSage, you agree to the collection and use of your information as described in this Privacy Policy. If you do not agree, please do not use the platform.

We currently operate primarily in Pakistan. As we expand globally, this Policy will be updated to reflect the requirements of additional jurisdictions.

2. Who We Are

MilkSage is a dairy farm management software-as-a-service (SaaS) platform that provides tools for animal tracking, health management, breeding records, milk production monitoring, feed management, inventory control, financial recordkeeping, and employee payroll management.

Contact Information:

• Email: admin@milksage.com
• Mailing Address: Multan, Pakistan

For any privacy-related questions, concerns, or requests, contact us at admin@milksage.com. We aim to respond within 5 business days.

3. Information We Collect

We collect information in three ways: information you provide directly, information collected automatically when you use the platform, and information received from third-party services we use to operate the platform.

3.1 Information You Provide Directly

Account Registration Information

When you create a MilkSage account, we collect:

• Your full name
• Your email address
• Your role on the farm (owner, manager, worker)

Farm Profile Information

When you set up your farm, we collect:

• Farm name
• Farm physical address
• Farm contact phone number
• Farm contact email address
• Geographic coordinates (latitude and longitude) used to display local weather information

Farm Operational Data

All data you enter into MilkSage as part of managing your farm, including:

• Animal records: ear tag numbers, names, breeds, dates of birth, weights, purchase details, reproductive history, health records, and lineage information
• Milk production records: daily session quantities, quality metrics, buyer information, and sales records
• Health records: vaccinations, treatments, diagnoses, veterinarian details, and medication records
• Breeding records: insemination details, pregnancy checks, calving events, and semen inventory
• Feed and inventory records: ingredient lists, recipes, formulas, feeding sessions, and stock levels
• Financial records: transactions, account heads, milk dispatches, payments, and customer sales
• Employee records: names, contact details, designations, salaries, attendance, and advance records

Communications

When you contact us via email for support, billing, or any other purpose, we retain the content of that communication and your contact details.

Feature Requests and Feedback

If you submit a feature request or feedback through the platform, we collect the content of your submission along with your name, email, and farm name.

3.2 Information Collected Automatically

Usage Data

When you use MilkSage, we may automatically collect information about how you interact with the platform, including:

• Pages visited and features used
• Actions performed within the platform
• Time and date of access
• Session duration

Device and Technical Information

• Browser type and version
• Operating system
• Internet Protocol (IP) address
• Device type (desktop, mobile, tablet)
• Referring URLs

Authentication Logs

We retain records of login events including timestamps and approximate location based on IP address for security purposes.

3.3 Information Received from Third Parties

Authentication Provider — Clerk

MilkSage uses Clerk to manage user authentication. When you sign in, Clerk provides us with your verified identity information including your name, email address, and a unique user identifier. Clerk's own privacy policy governs how they handle your credentials and authentication data. We receive only what is necessary to verify your identity and maintain your session.

Weather Data — Open-Meteo

MilkSage displays local weather information on the dashboard using your farm's geographic coordinates. This request is made to the Open-Meteo API, which is a free, open-source weather service. Your coordinates are sent to Open-Meteo solely to retrieve weather data. Open-Meteo does not require user accounts and does not store personally identifiable information from these requests.

Payment Processing

MilkSage does not use an automated payment gateway. Payments are made through local channels such as bank transfer, JazzCash, or Easypaisa directly to MilkSage. We record the fact of payment and your subscription status. We do not collect or store your bank account numbers, JazzCash wallet details, or any payment instrument credentials.

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 To Provide and Operate the Platform

• Creating and maintaining your account
• Displaying your farm data across modules
• Processing data insertions, updates, and calculations
• Enabling team member collaboration within your farm account
• Delivering AI-assisted features using your farm's data as context

4.2 To Manage Subscriptions and Access

• Tracking your trial period and subscription status
• Activating your farm account following confirmed payment
• Notifying you when your trial or subscription is approaching expiry
• Restricting write access when your subscription has expired

4.3 To Provide Weather Information

• Using your farm's geographic coordinates to fetch and display local weather conditions on your dashboard

4.4 To Communicate With You

• Responding to your support requests and inquiries
• Sending subscription-related notifications (activation confirmation, expiry reminders, renewal reminders)
• Sending security alerts related to your account
• Notifying you of material changes to these Terms or this Privacy Policy

4.5 To Improve the Platform

• Analyzing usage patterns to understand how features are used
• Identifying errors, bugs, and performance issues
• Developing new features and improving existing ones
• Using anonymized, aggregated data for internal analytics

4.6 To Enforce Our Terms and Protect the Platform

• Detecting and preventing fraudulent activity, including multiple account creation to abuse the free trial
• Investigating violations of our Terms of Service
• Protecting the security and integrity of the platform and its users

4.7 To Comply With Legal Obligations

• Retaining records as required by applicable Pakistani law
• Responding to lawful requests from government authorities

5. How We Share Your Information

MilkSage does not sell your personal information or your farm data to any third party under any circumstances.

We share your information only in the following limited circumstances:

5.1 Within Your Farm Account

Farm data is shared among team members you have invited to your farm account according to the roles and permissions you have configured. Farm owners control who has access to their farm data.

5.2 Service Providers

We use a small number of trusted third-party service providers to operate the platform. These providers access only the information necessary to perform their specific function and are not permitted to use your data for any other purpose:

5.3 AI Assistant Feature

When you use the MilkSage Farm Assistant, your farm's statistical data and the content of your conversation are sent to Groq's language model API to generate responses. This data is used solely to process your request and generate a reply. We do not use your farm data to train AI models. Conversation history is stored in MilkSage's own database, not on Groq's servers beyond the processing of each request.

5.4 Legal Requirements

We may disclose your information if required to do so by applicable law, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect our legal rights, prevent fraud, or protect the safety of any person.

5.5 Business Transfers

In the event MilkSage undergoes a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. You will be notified via email and through a notice on the platform before your information is transferred and becomes subject to a different privacy policy.

We will never share your farm data with other farms on the platform. Your animal records, financial data, health records, milk production data, and all other farm-specific information are visible only to you and the team members you authorize.

6. Data Storage and Security

6.1 Where Your Data Is Stored

Your data is stored on servers managed by Convex, our database infrastructure provider. Convex operates data centers with enterprise-grade security controls. As MilkSage expands globally, we will specify applicable data residency details in updated versions of this Policy.

6.2 Security Measures

We implement reasonable and appropriate technical and organizational measures to protect your data, including:

• Encrypted data transmission using HTTPS/TLS across all platform communications
• Authentication managed through Clerk with industry-standard security practices
• Role-based access controls limiting which team members can see or modify specific data
• Secure environment variable management for all credentials and API keys
• Regular security reviews of our codebase and infrastructure

6.3 Limitations

Despite our efforts, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of your information. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

6.4 Your Responsibility

You are responsible for maintaining the security of your account credentials. Do not share your password with anyone. If you suspect unauthorized access to your account, notify us immediately at admin@milksage.com.

7. Data Retention

We retain different categories of data for different periods:

Active Accounts

All farm data is retained for as long as your account remains active and your subscription is in good standing or within the trial period.

Expired Subscriptions

If your subscription expires and you do not renew, your farm data is retained for 90 days from the date of expiry. During this period your data remains accessible in read-only mode. After 90 days, your farm data may be permanently and irreversibly deleted. We will make reasonable efforts to notify you before deletion occurs.

Deleted Accounts

If you request account deletion, your personal information and farm data will be deleted within 14 business days of receiving your request. Some residual information may remain in backup systems for a limited period following deletion.

Communication Records

Emails and support communications are retained for up to 2 years for record-keeping and quality purposes.

Authentication and Security Logs

Login and access logs are retained for up to 12 months for security monitoring purposes.

Financial Records

Records of payment and subscription activation are retained for up to 5 years to comply with applicable financial recordkeeping requirements under Pakistani law.

8. Cookies and Tracking Technologies

MilkSage uses minimal tracking technologies necessary to operate the platform:

Session Cookies

We use session cookies to maintain your authenticated state while you are logged in. These cookies are essential for the platform to function and cannot be disabled without preventing login.

Authentication Cookies

Clerk sets authentication-related cookies to manage your login session securely across page navigations.

Local Storage

We use browser local storage for limited purposes such as remembering your dismissed notification banners and UI preferences within a session.

We do not use advertising cookies, third-party tracking pixels, or behavioral advertising technologies. We do not track you across other websites.

9. Your Rights and Choices

Regardless of your location, MilkSage respects the following rights in relation to your personal information:

9.1 Right to Access

You may request a copy of the personal information we hold about you. Contact us at admin@milksage.com with the subject line "Data Access Request."

9.2 Right to Correction

If any personal information we hold about you is inaccurate or incomplete, you may update most of it directly within the platform through your account settings. For information you cannot update yourself, contact us at admin@milksage.com.

9.3 Right to Export Your Farm Data

You may request an export of your farm's operational data at any time while your account is active. Contact admin@milksage.com to request a data export. We will process export requests within 14 business days.

9.4 Right to Deletion

You may request deletion of your account and all associated personal information and farm data. Submit your request to admin@milksage.com with the subject line "Account Deletion Request." Deletion will be processed within 14 business days. Note that deletion is permanent and irreversible. Certain records may be retained where required by law (see Section 7).

9.5 Right to Withdraw Consent

Where our processing of your information is based on your consent, you may withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before withdrawal.

9.6 Right to Complain

If you believe we have handled your personal information improperly, you have the right to contact us directly to raise your concern. We will investigate and respond within 10 business days. You also have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

To exercise any of these rights, contact us at admin@milksage.com. We will respond within 5 business days and will not charge a fee for reasonable requests.

10. Children's Privacy

MilkSage is a professional farm management platform not directed at children. We do not knowingly collect personal information from individuals who are not using the platform for professional or agricultural purposes. If we become aware that personal information has been submitted by someone who is not a legitimate professional user of the platform, we will delete that information promptly.

11. Third-Party Links and Services

The MilkSage platform may contain links to external websites or services, including documentation, support resources, or partner tools. This Privacy Policy applies only to MilkSage. We are not responsible for the privacy practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party services you access through or alongside MilkSage.

12. AI Assistant and Your Data

The MilkSage Farm Assistant uses an artificial intelligence language model provided by Groq. When you use this feature:

• Your farm's statistical summary and operational context are included in each request sent to Groq's API to enable relevant, farm-specific responses
• The content of your conversation is sent to Groq for processing
• Groq processes this data to generate a response and does not retain it for model training
• Your conversation history is stored in MilkSage's own database, associated with your account and farm
• You may clear your conversation history at any time from within the assistant interface
• Data entered into the platform through the AI assistant (such as adding animals or health records) is stored in MilkSage's database under the same terms as any other data entry method

We do not use your farm data or conversation history to train AI models, and we do not share your farm-specific data with any AI provider beyond what is necessary to process your individual session request.

13. International Users

MilkSage currently operates primarily within Pakistan. If you access the platform from outside Pakistan, please be aware that your information may be transferred to, stored, and processed in countries where our service providers operate, which may have different data protection standards than your home country.

As MilkSage expands globally, we will update this Privacy Policy to address the specific legal requirements of additional jurisdictions, including but not limited to applicable data protection regulations in those regions. International-specific provisions will be clearly identified in future updates.

14. Changes to This Privacy 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 effective date at the top of this Policy
• Display a prominent notice within the MilkSage platform
• Send a notification to your registered email address

We encourage you to review this Policy periodically. Your continued use of MilkSage after the updated Policy takes effect constitutes your acceptance of the revised terms. If you do not agree with any updates, you must stop using the platform and may request account deletion.

15. Governing Law

This Privacy Policy is governed by the laws of the Islamic Republic of Pakistan. Any disputes arising from this Policy or our data handling practices shall be subject to the jurisdiction of the courts of Multan, Pakistan, unless otherwise required by applicable law in your jurisdiction.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

MilkSage — Privacy Policy — Effective May 1, 2026