PRIVACY POLICY
Last updated: 9 October 2026
P.A Keynes & A.S Wachtel (ABN 36 257 740 798) trading as Top Pocket Collective ("Top Pocket", "we", "us") provides remote livestock production planning and advisory support to sheep producers. This policy explains how we collect, use, disclose, store and protect your personal information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your personal information. A copy of the APPs is available from the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
What personal information we collect
Personal information is information or an opinion that identifies you, or could reasonably identify you. Depending on how you deal with us, we may collect:
Contact details: your name, business name, postal and property address, email address and phone number.
Farm business and production information: property location and size, enterprise mix, stock numbers, joining, lambing, marking and weaning dates, condition scores, pasture and feed test results, animal health records, and your production goals.
Information you send us: questions, messages, photos, videos, voice notes and documents shared through Slack, email, phone or video calls.
Call records: notes from intake and discovery calls and, with your agreement at the start of the call, recordings and transcripts of those calls.
Membership and payment details: your membership type, start date and billing history. Card and bank details are collected and held by our payment provider, not by us.
Website and email information: details you enter on our waitlist or forms, and basic information about how you interact with our website and emails (such as whether an email was opened).
Your farm business and production information may not always identify you on its own, but because it is linked to you, we treat it as personal information and protect it in the same way.
How we collect it
We collect personal information directly from you wherever we can: through our website and waitlist, our onboarding questionnaire, intake and discovery calls, Slack, email and phone. Occasionally we may receive information about you from someone else, such as a person who refers you to us or from publicly available sources. If we do, we will take reasonable steps to let you know.
Why we collect it and how we use it
We collect and use your personal information to:
prepare and update your annual production plan and send you prompts ahead of key production windows
answer your questions and provide livestock decision support
manage your membership, onboarding and payments
improve our service, including through feedback surveys and reviewing how members use Top Pocket
send you information about Top Pocket, including our waitlist and member emails.
We may also use your information for purposes closely related to these, where you would reasonably expect us to. You can unsubscribe from our marketing emails at any time by using the unsubscribe link in any email or by contacting us.
Use of AI and software tools
We use software tools, including artificial intelligence (AI) tools, to help us work efficiently. For example, we may use AI to help draft production calendars from your joining dates, prepare prompts, and keep your member record up to date from your messages.
AI tools assist our work; they do not make decisions about you. Every production plan is reviewed by our team, and the technical content of every plan (including condition score targets, animal health timing and decision triggers) is reviewed and signed off by our livestock consultant before it is sent to you.
We use paid AI tools under business terms that do not allow the provider to use your information to train its models.
Our member Slack channels
Top Pocket uses Slack to communicate with members. Please be aware that:
messages, photos and files you post in a shared members channel can be seen by other members in that channel
direct messages with the Top Pocket team can be seen only by you and the Top Pocket team
if something is private or commercially sensitive, please send it as a direct message rather than posting it in a shared channel.
We ask all members to respect the privacy of other members and not to share information from member channels outside Top Pocket.
Sensitive information
Sensitive information is defined in the Privacy Act and includes information about such things as health, racial or ethnic origin, political opinions, religious beliefs, union or professional association membership, and criminal record. We do not ask for sensitive information. If you choose to share it with us, we will only use it:
for the purpose for which you provided it
for a secondary purpose directly related to that purpose
with your consent, or where required or authorised by law.
Who we disclose your information to
We do not sell your personal information. We may disclose it to:
Service providers who help us run Top Pocket, such as Slack (messaging), Google Workspace (email and documents), MailerLite (email), Zoom and Fathom (calls and recordings), Airtable (member records), our payment provider, our website host, and AI tool providers. They may only use your information to provide their services to us.
Our professional advisers, such as our accountant, solicitor and insurer, where needed.
Anyone you ask or consent to us disclosing it to.
Anyone we are required or authorised by law to disclose it to.
Top Pocket is run by the people behind Ten Four Ag and Tailored Livestock Consulting. Your Top Pocket information is used to deliver Top Pocket only. We will not use it for either business's separate consulting services or marketing without your consent.
Overseas disclosure
Several of our service providers store or process information on servers outside Australia, most commonly in the United States, and in some cases in other countries where those providers operate. When we use these providers, we take reasonable steps to ensure they handle your information in a way that is consistent with the APPs.
Use of your information in our content
Real questions and results are some of the best ways to show what Top Pocket does. We will only use your name, photos, property details or results in our marketing, case studies or social media with your permission. Otherwise, any example we share will be de-identified so that you and your property cannot be recognised.
Security and storage
We store your personal information electronically using reputable cloud-based services, and take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, modification or disclosure. This includes limiting access to the Top Pocket team, using secure passwords and two-factor authentication where available.
If a data breach occurs that is likely to result in serious harm to you, we will notify you and, where required, the OAIC.
When your personal information is no longer needed, we will take reasonable steps to destroy or permanently de-identify it. Records relating to your membership and the advice we have provided are kept for a minimum of 7 years for legal, tax and insurance purposes.
Access to and correction of your personal information
You may ask to access the personal information we hold about you, and ask us to correct it, subject to certain exceptions under the Privacy Act. Please contact us using the details below. We will respond within 30 days.
We will not charge a fee for your request, but may charge a reasonable administrative fee for providing copies. To protect your information, we may need to confirm your identity before releasing it.
It is important to us that your information is accurate, complete and up to date. If anything changes, please let us know so we can update our records.
Policy updates
We may update this policy from time to time. The current version will always be available on our website, with the date it was last updated.
Questions and complaints
If you have a question or complaint about this policy or how we have handled your personal information, please contact our Privacy Officer. We will acknowledge your complaint promptly and aim to resolve it within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.
Privacy Officer: Pene Keynes
Top Pocket
hello@toppocketag.com.au
www.toppocketag.com.au