Privacy Policy

Last updated: October 2026

This Privacy Policy explains how OutbreakGuard ('we', 'our', 'us') collects, uses and shares personal data when you visit outbreakguard.com or use the OutbreakGuard mobile app, the practice and laboratory dashboard and related services (the 'Service').

Data Controller

OutbreakGuard is the data controller for account, billing, website and surveillance data. Farms, veterinary practices and laboratories decide what they record in the Service, including details of other people such as contacts and visitors; for those records we act on their behalf. For any data protection question, contact us at info@outbreakguard.com.

Information We Collect

We process the information you and your organisation add to the Service: account and contact details; organisation, premises and animal health records; issue reports and cases, including photos and the location of a report; laboratory requests and results; visitor logbook and Health & Safety records; and billing details. We also collect technical data such as IP address, device and sign-in history. The mobile app asks your permission before using the camera, photos, location, microphone or notifications; you can change this in your device settings.

How We Use Your Information

We use personal data to provide and secure the Service, connect farms, veterinary practices and laboratories, send alerts, screen reports for possible notifiable disease, process payments, give support, improve disease surveillance and the Service, and meet legal obligations. We send marketing only if you have agreed, and you can unsubscribe at any time.

Legal Basis for Processing

Under UK GDPR and EU GDPR we rely on: (a) Contract (Article 6(1)(b)) — to provide the Service and manage subscriptions; (b) Legitimate interests (Article 6(1)(f)) — to keep the Service secure, respond to enquiries, improve the Service and support animal disease surveillance; (c) Legal obligation (Article 6(1)(c)) — tax and accounting records and disclosures required by law, including to veterinary authorities; (d) Consent (Article 6(1)(a)) — analytics cookies, marketing messages and device permissions such as location and camera. You can withdraw consent at any time.

Who Can See Your Data

Your data is visible to your organisation's team according to their roles. Connecting a farm to a veterinary practice allows the practice to use the farm's data in the Service and allows the farm's cases to be escalated to it. When a practice requests a laboratory test, the laboratory receives the details needed for that test: the practice and requesting vet, the farm and premises name, species, animal ID, sample reference and notes. Authorised OutbreakGuard staff can access records where needed for support, security, billing and legal reasons.

Service Providers

We use trusted providers to run the Service, including Stripe (payments), Cloudinary (photos and files), Google, Apple and Expo (maps, notifications, analytics, fonts and videos), LinkedIn (optional sign-in), Cloudflare (hosting), Formspree (contact form), and email, hosting and database providers.

Disease Surveillance and Data Sharing

We may share data from the Service with our partners to improve animal disease surveillance. We may also share data where the law requires it, including in the case of a notifiable disease when requested by the authorities. Each organisation has a 'Data sharing' setting, which its account owner can change in the organisation's settings.

Data Retention

We keep records for as long as the account or organisation exists on the Service, and billing records for as long as the law requires. When a subscription ends, records are retained so that the account can be reactivated. To request deletion, contact info@outbreakguard.com; we will delete or anonymise the data unless we must keep it by law or it belongs to an organisation's records.

Your Rights

Under UK GDPR and EU GDPR you have the right to: access your personal data; rectify inaccurate data; request erasure ('right to be forgotten'); restrict or object to processing; data portability; and withdraw consent at any time where processing is based on consent. To exercise any of these rights, contact us at info@outbreakguard.com. We respond within one month. Where we process data on behalf of an organisation, we may pass your request to that organisation.

International Data Transfers

Some of our providers, including Stripe, Cloudinary, Expo, Google, LinkedIn and Formspree, process data in the United States or other countries outside the UK and European Economic Area. Where this happens we rely on adequacy decisions or on appropriate safeguards such as Standard Contractual Clauses or the UK International Data Transfer Agreement.

Cookies and Local Storage

Our website uses Google Analytics cookies only if you accept them. It also loads Google Fonts and, on the demo page, YouTube videos, which connect your browser to Google. To change your choice, clear this site's data in your browser and the banner will appear again. The dashboard and the app store sign-in data on your device so that you stay signed in.

Security

We protect data with measures such as encrypted connections, hashed passwords, role-based access within organisations and sign-in alerts for new devices. Please keep your sign-in details safe and tell us at once if you suspect misuse.

Changes to This Policy

We may update this policy. We will post the new version here with a new date and, for material changes, tell account owners by email or in the app.

Right to Complain

If you are based in the United Kingdom, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. If you are based in the EU, you may contact your national data protection authority. We would appreciate the opportunity to address your concerns directly first — please contact us at info@outbreakguard.com.

Contact

For privacy inquiries, please contact us at info@outbreakguard.com.