Privacy Policy

The farm business that holds the subscription controls the information entered into its account — employee records, inductions, documents, incidents, hazards, vehicles and job records. Streamlined System Solutions stores and processes that information on the farm business's behalf.

If you are an employee and want your records changed or removed, speak to your employer first. We will refer employee requests back to the account holder unless the law requires otherwise.

• Account details — name, email, phone, business name and address, and billing contact.
• Worker records — employee names, contact details, emergency contacts, licences and tickets, induction and training completions, and signatures.
• Operational records — jobs, timesheets, prestart checks, hazards, incidents, chemical and spray records, documents and photos or videos you upload.
• Location — where you choose to record a job, incident or prestart location.
• Technical data — sign-in times, device recognition for two-factor login, IP address, and basic usage analytics.

To run the service you have subscribed to: keep records, send expiry and induction reminders, produce audit packs and reports, provide support, process payments, and keep the platform secure. We do not sell personal information, and we do not use your farm's records to advertise to you or anyone else.

Some features use AI to help draft documents, summarise records or answer questions. Content sent to those features is processed by our AI provider to generate the response only. It is not used to train public models, and AI is never used to make automated decisions about a person's employment.

Only the service providers needed to run the platform:

• Cloud hosting and database provider (data stored in Australia or the United States).
• Email delivery provider, for reminders and account emails.
• Text message provider (Twilio), for induction and invite texts — the mobile number, message and time sent are stored in the United States.
• Payment processor, for subscriptions — we never see or store your card number.
• AI provider, for the AI features described above.
• Analytics, to count page visits in aggregate.

We may also disclose information where required by law, or to a regulator such as a work health and safety authority when you or the law directs us to.

Information is encrypted in transit and at rest. Access is enforced at the database level so one farm can never see another farm's records, and permissions inside a farm limit what employees can change. Two-factor login is available and a full activity trail records who changed key records. See our security page for detail.

• Active accounts — records are kept for as long as the subscription is active, because safety and compliance records must be produced on request for years afterwards.
• Archived records — items you delete in the app are archived and recoverable for 90 days, then permanently removed.
• Cancelled accounts — your data remains available for export for 60 days after cancellation, then the account and its records are permanently deleted within a further 30 days.
• Backups — deleted data may persist in encrypted backups for up to 35 days before rolling out.
• Billing records — invoices and payment records are kept for 7 years as required by Australian tax law.
• Sign-in and activity logs — kept for 12 months.

If you need records kept longer or destroyed sooner than the above, contact us and we will arrange it.

Account holders can export their farm's data from the app at any time. You can also ask us for a copy, ask us to correct something that is wrong, or ask us to delete an account. We will respond within 30 days.

If we become aware of unauthorised access to personal information that is likely to cause serious harm, we will contain it, notify affected account holders without undue delay, and report to the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

We use cookies and similar storage to keep you signed in, remember a trusted device for two-factor login, and support offline use. We do not use advertising cookies.

Privacy questions or complaints: info@myfarmhq.com.au or 0457 904 305. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.