HerdStat LLC Privacy Policy

This Privacy Policy applies to information we collect:

• when you visit our website or public pages;
• when you create an account or use the Service;
• when you submit consignments, lots, inquiries, records, certifications, media, or other content;
• when you communicate with us or with other users through or in connection with the Service;
• when you use public pages, embedded sale pages, listing widgets, or similar tools powered by HerdStat;
• when third parties provide information to us in connection with the Service.

This Privacy Policy does not apply to information handled solely by third-party services that are not controlled by HerdStat, even if they are linked to or integrated with our Service.

If you have questions about this Privacy Policy or want to submit a privacy-related request, contact us at admin@herdstat.com.

HerdStat is intended for adult users and businesses in the livestock industry. Our Service is not directed to children.

We do not knowingly design the Service for children or intentionally solicit personal information from children under the age of 13. If you believe a child has provided personal information to us without appropriate authorization, contact us at admin@herdstat.com and we will review the request.

Because we cannot always independently verify the age of every person interacting with the Service, users are responsible for ensuring they are legally permitted to use the Service and submit information.

We may collect the following categories of information, depending on how you use the Service.

4.1 Identifiers and Contact Information

We may collect:

• name;
• email address;
• phone number;
• mailing or business address;
• city, state, postal code, and country;
• business name, ranch name, or operation name;
• username or account identifiers;
• IP address and similar online identifiers.

4.2 Account and Profile Information

We may collect:

• account type and role;
• organization affiliation;
• staff role or permissions;
• profile details;
• settings and preferences;
• authentication-related information.

4.3 Sale Barn Information

We may collect:

• sale barn name;
• business address, city, state, and contact details;
• logo and business description;
• website and social media links;
• public phone, fax, and public email details;
• billing and subscription details.

4.4 Producer, Consignor, and Lot Information

We may collect:

• operation or ranch name;
• city and state;
• livestock and lot information, including descriptions, head count, breed, sex, color, age class, weight range, average weight, health details, verified program claims, feed and backgrounding details, and related records;
• photos, videos, documents, affidavits, and other uploaded materials;
• sale-related terms, notes, and marketing content.

4.5 Anonymous Submission Information

If you submit a consignment or related information without a full account, we may collect:

• first name and last name;
• email address;
• phone number;
• ranch name;
• city and state;
• group and lot details;
• health information;
• uploaded photos, videos, and documents.

4.6 Buyer Inquiry Information

If you submit an inquiry, we may collect:

• name;
• email address;
• phone number;
• message content;
• any other details you choose to provide.

4.7 Veterinary, Certification, and Verification Information

We may collect and process:

• health records;
• certification requests;
• uploaded affidavits and supporting documents;
• veterinarian name, clinic, and contact details where provided;
• information entered or confirmed through third-party certification workflows.

4.8 Billing and Commercial Information

For paid accounts or subscriptions, we may collect:

• subscription details;
• service plan information;
• billing status;
• transaction metadata;
• customer account references from payment processors.

We do not store full payment card numbers ourselves unless expressly stated. Payment card processing is generally handled by third-party processors.

4.9 Communications Information

We may collect:

• emails, support requests, and other communications sent to us;
• communications metadata;
• invitations and account-related messages;
• messages or contact form submissions sent through or in connection with the Service.

4.10 Device, Usage, and Analytics Information

We may automatically collect:

• IP address;
• device type;
• browser type;
• operating system;
• referral URLs;
• pages viewed;
• session activity;
• dates and times of access;
• clicks, page events, and interaction data;
• approximate location inferred from IP or device data;
• cookie, pixel, and similar tracking information.

4.11 Advertising and Audience Information

We may collect or receive data used for:

• measuring ad performance;
• building custom audiences;
• retargeting;
• campaign attribution;
• platform analytics;
• sponsor and promotional performance reporting.

4.12 Inferences and Derived Information

We may create or infer information based on the data we collect, such as:

• probable interests;
• product usage patterns;
• marketing performance indicators;
• engagement scores;
• operational insights;
• aggregated or de-identified analytics.

We collect information:

• directly from you when you submit forms, create accounts, upload content, or communicate with us;
• from your organization, employer, sale barn, producer account, or staff administrator;
• from other users who submit information about you or share your contact details with the Service;
• automatically through cookies, pixels, analytics, logs, and similar technologies;
• from third-party partners, service providers, advertising platforms, integrations, and embedded tools;
• from public or linked sources when you provide or authorize them through the Service.

We may use information for the following purposes:

6.1 To Provide and Operate the Service

Including to:

• create and manage accounts;
• power sale pages, lot pages, public marketplace pages, and internal workflows;
• process consignment submissions and lot management;
• facilitate inquiries, internal workflows, and staff access;
• enable embedded sale pages and third-party display tools.

6.2 To Publish and Promote Listings and Sales

Including to:

• display sale and lot information publicly;
• create public sale pages and lot pages;
• generate or distribute marketing materials;
• support public promotion and syndication;
• power embeds, widgets, flyers, media displays, and related promotional tools.

6.3 To Communicate

Including to:

• respond to inquiries and support requests;
• send administrative notices and product updates;
• route buyer inquiries to producers or other authorized recipients;
• facilitate operational communications among authorized users.

6.4 To Improve the Service

Including to:

• monitor usage and performance;
• troubleshoot issues;
• analyze trends;
• develop new features;
• improve the effectiveness of listings, workflows, and user experiences.

6.5 For Advertising and Marketing

Including to:

• measure the performance of our advertising;
• build and use custom audiences;
• retarget users and visitors;
• market HerdStat and related offerings;
• measure sponsor or promotional performance where applicable.

6.6 For AI, Automation, and Product Development

We may use data submitted to or generated within the Service to support AI features, automation, model tuning, product development, analytics, and similar internal business purposes.

However:

• we do not use personal contact information such as your name, email address, phone number, mailing address, or IP address to train AI models in a way intended to identify you personally;
• we may use other platform data, aggregated data, de-identified data, usage patterns, and generalized business data to improve our AI, analytics, and platform capabilities.

6.7 For Security, Compliance, and Enforcement

Including to:

• protect the Service;
• detect fraud, abuse, or misuse;
• enforce our Terms of Use and policies;
• maintain records;
• comply with legal obligations;
• investigate or respond to claims, disputes, or requests.

A key feature of HerdStat is facilitating information sharing among users and, in some cases, public promotion of livestock-related opportunities. Because of that, some information is public by design and some information is shared with other users in order for the Service to work.

7.1 Sale Barn Information That May Be Public

Sale barn pages, sale pages, marketplace pages, and similar public pages may display:

• sale barn name;
• city, state, and address;
• public phone, public fax, and public email;
• website URL;
• logo;
• description;
• social media links;
• sale listings and related media.

7.2 Producer and Lot Information That May Be Public

Producer information does not necessarily appear through a standalone public profile page, but information associated with lots or consignments may appear publicly, including:

• operation or ranch name;
• city and state;
• lot details and descriptions;
• health summaries and badges;
• verified program claims;
• photos and videos;
• other listing content submitted for promotion.

Certain producer contact information may remain hidden until closer to the sale date or otherwise be controlled by time-based or platform-based visibility settings. Even when contact information is hidden initially, other listing information may still be public.

7.3 Sale Page Information That May Be Public

Public sale pages may display:

• sale name;
• sale date and time;
• sale barn name, city, state, and address;
• sale type and auction type;
• description;
• terms and conditions;
• flyer or sale materials;
• video or marketing URL;
• sale barn contact details;
• all publicly listed lots associated with the sale;
• live bidding or third-party destination links where applicable.

7.4 Anonymous Submission Information

Anonymous consignment submissions are not automatically displayed publicly when submitted. Instead, they are generally routed to the relevant sale barn or its authorized staff for review.

However, if an anonymous submission is accepted, converted into a lot, or otherwise used to create public listing content, the resulting listing information may become public as part of the Service.

7.5 Buyer Inquiry Information

Buyer inquiry details are generally not public. Inquiry information may be visible to the producer associated with the relevant lot and to authorized HerdStat personnel who operate and support the Service.

7.6 Information Shared With HerdStat Personnel

Authorized HerdStat personnel, administrators, contractors, and service providers may access information stored in the Service as reasonably necessary to operate, support, maintain, secure, improve, or enforce the Service.

7.7 Manual Copying by Other Users

Even where the Service does not offer bulk export of contact data, users who can view information may manually copy, record, screenshot, or otherwise retain that information. We cannot guarantee that other users will not do so.

The Service may allow listings, sale pages, and related content to be displayed through:

• public web pages;
• shareable links;
• embeddable widgets or iframes;
• third-party websites;
• social sharing;
• search engines and search indexing.

If information is made public through the Service, it may be copied, cached, archived, indexed, screenshot, or further shared by third parties beyond HerdStat's control.

We and our partners may use cookies, pixels, tags, scripts, local storage, SDKs, and similar technologies to collect information about your use of the Service.

These technologies may be used for:

• authentication and security;
• remembering preferences;
• analytics and performance measurement;
• traffic analysis;
• campaign attribution;
• advertising and retargeting;
• custom audience creation;
• product improvement;
• heatmaps, replay, or user interaction analysis.

We may use technologies and services from providers such as:

• Google Analytics;
• Google Ads;
• Meta;
• X;
• Microsoft Clarity;
• and other analytics, attribution, advertising, and measurement providers.

These third parties may collect information in accordance with their own privacy policies and practices.

We may use personal information and online activity information to support targeted advertising, retargeting, custom audiences, lookalike audiences, campaign optimization, audience suppression, conversion measurement, and related advertising purposes.

This may include sharing identifiers, device information, cookie or pixel data, hashed identifiers, usage activity, or similar information with advertising partners and platforms.

We do not state that we sell your personal contact information directly for cash in the ordinary sense. However, depending on the law that applies to you, some of our disclosures to advertising, analytics, and measurement partners may be considered a "sale," "sharing," or use for "targeted advertising."

If applicable law gives you the right to opt out of those activities, see the Your Privacy Rights section below.

We may use aggregated, anonymized, de-identified, statistical, model-training, and generalized platform data for business purposes, including:

• analytics;
• benchmarking;
• product improvement;
• AI system improvement;
• audience insights;
• sponsor reporting;
• operational reporting;
• research and development.

We may also use generalized and de-identified platform information to help improve advertising, outreach, and audience targeting for HerdStat, our products, or sponsors, provided that the data is not intended to identify a particular individual or business.

If we de-identify information, we may use and disclose it without restriction to the extent permitted by law.

We may disclose information in the following circumstances.

12.1 With Other Users

We may disclose information to:

• sale barns;
• producers;
• buyers;
• staff users;
• invited team members;
• veterinarians or certification recipients;
• other authorized participants in a workflow.

12.2 With Service Providers and Vendors

We may disclose information to vendors and service providers that support our operations, including providers for:

• hosting and infrastructure;
• cloud storage;
• payment processing;
• email and messaging;
• media storage and delivery;
• analytics;
• advertising;
• geolocation or geocoding;
• support and communications;
• AI or automation tooling.

12.3 With Advertising and Analytics Partners

We may disclose information to advertising, measurement, and analytics partners for marketing, audience creation, attribution, conversion measurement, analytics, and similar purposes.

12.4 With Veterinarians and Certification Participants

If a user chooses to submit or route records to a veterinarian or similar certification recipient, we may disclose the relevant records, identifiers, documents, and contact details necessary to complete that workflow. These recipients may access those materials without a full HerdStat account where the workflow supports that access.

12.5 For Legal, Security, or Enforcement Reasons

We may disclose information where we believe it is reasonably necessary to:

• comply with law, legal process, or government request;
• enforce our agreements and policies;
• protect our rights, users, systems, or property;
• investigate fraud, abuse, security incidents, or misconduct.

12.6 Business Transfers

We may disclose or transfer information in connection with a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, due diligence process, or similar transaction.

12.7 With Your Direction or Consent

We may disclose information when you direct us to do so or otherwise consent.

12.8 Mobile Phone Numbers and SMS Consent

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except with the messaging providers and wireless carriers that deliver messages on our or a sale barn's behalf, and as required by law. This does not apply to information you choose to make public on a sale barn's listings, or to the sale barn you chose to receive messages from.

If you are located in the United Kingdom or another jurisdiction requiring a legal basis for processing, we may process personal data where:

• it is necessary to perform a contract with you;
• it is necessary for our legitimate interests or the legitimate interests of our users and partners, including operating, securing, improving, and promoting the Service;
• it is necessary to comply with legal obligations;
• you have given consent where consent is required.

Because HerdStat is a business-oriented platform involving public listing and user-to-user information sharing, some processing is fundamental to the Service and cannot be avoided if you choose to use those features.

HerdStat is based in the United States, and your information may be collected, processed, stored, and accessed in the United States and other jurisdictions where we or our service providers operate.

If you use the Service from Canada, the United Kingdom, or another jurisdiction outside the United States, you understand that your information may be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction.

We generally retain personal information for up to three (3) years, unless:

• a longer retention period is required or permitted by law;
• retention is necessary for billing, tax, accounting, security, dispute resolution, fraud prevention, legal compliance, backup, enforcement, or legitimate business purposes;
• the information has been aggregated or de-identified;
• public content, logs, or archival copies continue to exist in backups, search engines, external embeds, screenshots, or third-party systems.

Deletion from active systems does not necessarily mean immediate deletion from backups, logs, archives, or external third-party environments.

If you request deletion, we may retain information as necessary to comply with law, resolve disputes, enforce agreements, protect the Service, complete ongoing transactions or certifications, prevent fraud, or maintain appropriate business records.

16.1 Account Information

If your account is active and in good standing, you may be able to access, review, edit, or update certain information through your account settings or organizational workspace.

16.2 Communications

You may opt out of certain marketing emails by using the unsubscribe link where available. You may not opt out of service-related or administrative communications that are necessary for the Service.

16.2.1 Text Messages (SMS/MMS)

If you have agreed to receive text messages from a sale barn through HerdStat, you can opt out at any time by replying STOP to any message. Reply HELP for help. Message and data rates may apply, and message frequency varies. Consent to receive text messages is never a condition of any purchase, sale, or consignment. Carriers are not liable for delayed or undelivered messages. After you reply STOP you will receive one confirmation message and no further marketing texts from that number unless you opt in again.

16.3 Browser Controls

Most browsers and devices allow you to manage cookies, clear stored data, or block certain trackers. Some advertising platforms also offer opt-out tools for targeted advertising.

16.4 Public Content

You should use caution when choosing what information to submit for public listings or public sale pages. Some public content may remain visible in third-party systems or archives even after removal from our active Service.

Depending on where you live, you may have rights under applicable privacy laws, which may include the right to:

• know what categories of personal information we collect;
• access or receive a copy of certain personal information;
• request deletion of certain personal information;
• request correction of inaccurate personal information;
• opt out of sales, sharing, or targeted advertising;
• limit certain uses of sensitive personal information where applicable;
• appeal a denial of a privacy request where applicable;
• not be discriminated against for exercising privacy rights.

We will process verified requests as required by applicable law.

17.1 How to Submit a Request

To submit a privacy request, contact: admin@herdstat.com

Please specify the type of request you are making. We may need to verify your identity or authority before acting on your request.

17.2 Deletion Requests

We request up to 15 days from the date of delivery of a valid deletion request to process it, subject to verification and any applicable legal exceptions.

17.3 Authorized Agents

Where required by law, you may designate an authorized agent to make a request on your behalf, subject to verification.

17.4 Appeal Rights

If applicable law gives you the right to appeal a decision on your request, you may do so by replying to our response or emailing admin@herdstat.com with "Privacy Appeal" in the subject line.

If applicable law gives you the right to opt out of the sale, sharing, or targeted advertising use of your personal information, you may exercise that right by contacting admin@herdstat.com or by using any opt-out mechanism we make available on the Service.

If we implement a dedicated footer link, cookie banner control, or in-product setting for these choices, that mechanism will also apply.

The Service may involve information that some laws treat as sensitive, such as precise identifiers, financial details, or certain health-related records associated with livestock and related certifications.

We process this information to operate the Service, support workflows, maintain records, and provide requested features. We do not use personal contact information for AI training in a manner intended to identify a person.

We use reasonable administrative, technical, and organizational measures designed to protect information. However, no method of storage, transmission, or electronic processing is completely secure.

You are responsible for maintaining the confidentiality of your credentials and for using the Service in a secure manner.

The Service may link to or integrate with third-party sites, live bidding pages, social platforms, media services, payment processors, advertising platforms, and other third-party tools.

We are not responsible for the privacy practices, content, or policies of those third parties. Their handling of information is governed by their own terms and privacy policies.

We may update this Privacy Policy from time to time. If we make changes, we will post the updated version and revise the "Last Updated" date above. Your continued use of the Service after an updated Privacy Policy becomes effective means you acknowledge the updated policy.

If you have questions, concerns, or privacy requests, contact: