Terms of Service

1 The agreement

These Terms of Service ("Terms") are an agreement between Herd Farm Central ("we", "us") and the farm business that subscribes to the Herd Farm Central service ("you"). By creating an account, accepting these Terms at checkout, or using the service, you agree to them. If you accept them on behalf of a business, you confirm that you have the authority to bind it.

In these Terms, the "service" means the Herd Farm Central web app, its installable offline version, our mobile apps and any Marketplace products you subscribe to. "Your records" means the information you and your users put into the service. Our Privacy Policy and Cookie Policy form part of these Terms.

2 Accounts and your team

• The service is for businesses. The person who creates your company's account is its owner and controls billing and who has access.
• You are responsible for the people you give access to and for what they do in your account. Roles and permissions decide what each person can see and change.
• Keep sign-in details private and tell us straight away if you think an account has been compromised.
• Some roles must use two-factor authentication. You may not switch it off for those roles.
• Our support staff can open your company's account only when its owner approves, for a limited time, and that access is logged.

3 Plans and billing

• Subscriptions. Plans, prices and limits are shown on our pricing page. Subscriptions are paid in advance for the selected plan and billing interval (monthly or annual) and renew automatically until cancelled. There are no free trials.
• No refunds. Payments are non-refundable once made, including for partial periods, unused time, unused allowances and downgrades, unless the law requires otherwise.
• Cancelling. You can cancel at any time. To avoid the next payment, cancel before your next billing date. Cancellation stops renewal; you keep access until the end of the period you have already paid for.
• Usage charges. Some plans and Marketplace products include a usage allowance, such as SMS messages or AI requests. At the limit, your company chooses what happens: usage stops, an administrator is asked first, or extra usage is allowed and charged at the rate shown on the product's page.
• Plan limits. If you go over your plan's limits we warn you at 80%, 90% and 100%. Over the limit you have 14 days (up to 20% over) to add capacity or move to a larger plan; after that, new animals, users or farms wait until you do. Health, treatment, death, sale, transfer and export records always keep working.
• Taxes, currency and payment-provider charges. Prices are fixed in US dollars, with fixed Canadian-dollar prices where shown; they do not change with exchange rates at renewal and do not include applicable taxes such as GST, HST or VAT, which are added where required. Payments are taken by our payment providers (Stripe or Paystack). If your card or account is in another currency, your bank or payment provider converts it at their rate, and any conversion, foreign-transaction or payment-provider fees they charge are yours.
• Overdue accounts. If a payment fails, we tell the account owner and try again. The account stays fully usable for 7 days. If it is still unpaid after that, it becomes read-only until day 30 (health, treatment, death, sale and transfer records and exports still work), during which the owner can pay or export the company's records; after that the account is suspended. Paying the overdue amount restores access.
• Price changes. We may change prices with at least 30 days' notice before your next renewal.

4 Marketplace products and third-party services

Optional products from the Marketplace are priced separately from your plan, as shown on each product's page. They switch on only once payment is confirmed, are paid in advance, renew and can be cancelled in the same way as your plan, and are not refunded. A product may come with its own limits or provider terms, which its page sets out.

Some features rely on third parties, such as payment providers, SMS and email delivery, and AI providers. Their availability is outside our control, and your use of them may also be subject to their terms.

5 Your data

• You own your records. You give us permission to host, copy and process them only as needed to provide, secure and support the service.
• You can export your records while your account is active, as described in our Privacy Policy.
• You are responsible for having the right to enter information about your employees, buyers, suppliers and visitors, and for telling them how it is used where the law requires.
• Our Privacy Policy explains how we handle personal information, including how long records are kept.

6 Acceptable use

You agree not to:

• use the service for anything unlawful, or to store content you have no right to use;
• try to get into accounts or data that are not yours, or to test, bypass or disrupt our security;
• copy, resell or reverse-engineer the service, or use it to build a competing product;
• upload malicious code, or place an unreasonable load on the service through automated access.

7 Your farm, your responsibility

Herd Farm Central is a record-keeping and decision-support tool. It does not replace your own judgement or professional advice.

• Food safety and drug withdrawal: withdrawal holds and countdowns are based on the withdrawal periods recorded for the medicine and protocol, counted from the final dose. Always confirm withdrawal times against the product label and your veterinarian's instructions before selling or shipping any animal.
• Traceability and regulation: you remain responsible for meeting animal ID, movement reporting, animal welfare and food safety requirements, including submitting reports to the relevant authorities.
• Payroll and tax: payroll calculations depend on the rates and settings configured in your account. You are responsible for checking statutory deductions, remittances and filings with your accountant or payroll provider.
• Alerts and AI output: alerts can be missed if data is late or incomplete, and AI output can be wrong. Please do not rely on either as your only safeguard.

8 Availability and changes to the service

We work to keep the service available and your data backed up, but we cannot promise it will be uninterrupted or error-free. Work recorded offline is saved on your device and sent when you reconnect; if the same record was changed elsewhere in the meantime, you may be asked to choose which version to keep.

We improve the service continually and may add, change or remove features. We will not remove a core feature of your plan during a period you have paid for without telling you first. Features marked "coming soon" or "beta" may change or be withdrawn.

9 Our intellectual property and feedback

The service, its software, design and content belong to us or our licensors. These Terms give you the right to use the service during your subscription; they do not transfer ownership of it. If you send us ideas or feedback, we may use them without obligation to you.

10 Suspension and ending the service

• You can stop using the service and cancel at any time.
• We may suspend or close an account for non-payment, a serious breach of these Terms, or to protect the service or other customers. Where we reasonably can, we will warn you first and give you a chance to fix the problem.
• Please export any records you want to keep before your account closes. Records are then handled as described in our Privacy Policy.

11 Disclaimers and limitation of liability

The service is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all warranties not set out in these Terms, including implied warranties of merchantability and fitness for a particular purpose.

To the fullest extent the law allows, we are not liable for indirect or consequential losses, including loss of profits, loss of livestock or produce, or fines, and our total liability for any claim is limited to the fees you paid us in the 12 months before the claim arose. Nothing in these Terms limits liability that cannot be limited by law.

12 Indemnity

You agree to cover our reasonable costs if a claim is brought against us because of records you entered without the right to do so, or because of your breach of these Terms.

13 Governing law and disputes

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada that apply there, and disputes will be heard in the courts of Calgary, Alberta. Before starting formal proceedings, both sides agree to try to resolve a dispute in good faith by contacting the other in writing.

14 Changes to these Terms

If we change these Terms, we will update the date at the top and give account owners notice before the changes take effect. Continuing to use the service afterwards means you accept them. If you do not agree, you can cancel before they take effect.

15 General

• Entire agreement. These Terms, with the policies they refer to, are the whole agreement between us about the service.
• Severability. If any part of these Terms cannot be enforced, the rest still applies.
• No waiver. If we do not enforce a right straight away, we have not given it up.
• Assignment. You may not transfer these Terms without our consent. We may transfer them as part of a sale or reorganization of our business.
• Events outside our control. We are not responsible for delays or failures caused by events beyond our reasonable control, such as outages of internet or hosting providers, natural disasters or government action.
• Notices. We send notices to the account owner's email address or show them in the app. You can send notices to support@herdfarmcentral.com.