BioGain Privacy Policy

Effective Date: 9 August 2026
Last Updated: 9 August 2026
Version: 2.2

At BioGain, protecting your privacy and earning your trust are fundamental to everything we do.

 

BioGain helps individuals and organisations manage land, grounds, gardens, habitats and outdoor spaces by recording observations, planning work and measuring improvements. We understand that the information you collect including photographs, observations, maps and maintenance records may be valuable to you and the organisations you work with.

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Our commitment is to handle your personal information responsibly, securely and transparently.

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Our commitment is to handle your personal information responsibly, securely and transparently.

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Our Privacy Principles

• We never sell your personal information.

• We only collect the information needed to provide, maintain and improve BioGain.

• You remain in control of your personal information, including the ability to access or request deletion of your account.

• We are open and transparent about how your information is collected, used and shared.

• We protect your information using industry-recognised security practices and continually review our safeguards.

• We comply with applicable privacy and data protection laws, including the UK GDPR and other relevant legislation where we operate.

This Privacy Policy explains how BetterTrack Ltd collects, uses, stores, protects and shares your personal information when you use the BioGain website, mobile applications and related services.

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1. Who We Are

BioGain is developed and operated by:

• BetterTrack Ltd, England & Wales Company Number: 11877539

• Registered Office: 1 St Johns Court, Brookwood, Woking, Surrey, GU24 0AJ, United Kingdom

• Website: www.biogain.ai

• Email: info@bettertrack.org

• UK ICO: ZA901388

• General Support: info@biogain.ai

• BetterTrack Ltd is the Data Controller for personal information collected through BioGain unless otherwise stated.

2. Scope

This Privacy Policy applies to:

• BioGain mobile applications

• BioGain web applications

• www.biogain.ai

• Customer support

• Trial services

• Demonstrations

• Beta releases

• Apple TestFlight releases

• Android testing releases

• Customer communications

• Marketing communications where consent has been provided

3. Our Privacy Principles

We have designed BioGain around the following principles:

• Privacy by Design

• Security by Design

• Data Minimisation

• Transparency

• User Control

• Responsible AI

• Compliance with UK GDPR, EU GDPR and applicable international privacy legislation.

4. Information We Collect

Information you provide

You may provide:

• Name

• Email address

• Telephone number

• Organisation

• Job title

• Country

• Preferred language

• Profile photograph

• User preferences

Organisation Information

Where you create or join an organisation we may store:

• Organisation name

• Sites

• Teams

• User roles

• Permissions

• Invitation history

Site Information

Examples include:

• Homes

• Golf courses

• Estates

• Parks

• Schools

• Sports grounds

• Nature reserves

• Gardens

• Farms

• Woodland

• Conservation areas

• Site Information

Community Safety Information

To help maintain a safe and respectful community, we may also collect and process information relating to:

• reports of inappropriate content;

• reports of inappropriate user behaviour;

• moderation decisions;

• blocked users;

• profanity or automated content screening results;

• account warnings or enforcement actions;

• audit records relating to moderation activities.

This information is processed only where necessary to protect our users, investigate potential misuse, comply with legal obligations and improve the safety of the BioGain platform.

5. User-Generated Content

BioGain allows users to create and share content including:

• observations;

• actions (tasks);

• photographs;

• comments;

• chat messages;

• maps and locations;

• attachments;

• profile information.

This content may be visible to other authorised users within your organisation or site.

Users remain responsible for the content they create and share.

6. Content Moderation & Community Safety

To help maintain a safe, professional and respectful community, BioGain includes a range of moderation and safety features.

These include:

• reporting inappropriate observations;

• reporting tasks or actions;

• reporting comments;

• reporting chat messages;

• reporting photographs;

• reporting users;

• blocking users from further communication (where applicable);

• profanity filtering;

• automated detection of potentially inappropriate content;

• manual moderation by authorised administrators.

Content reported by users may be reviewed and, where appropriate:

• hidden;

• removed;

• edited;

• restricted;

• investigated;

• referred to the relevant organisation;

• referred to law enforcement where required by law.

Automated moderation assists our moderation processes but does not replace human judgement.

7. Automated Content Analysis

BioGain may automatically analyse text submitted within:

• observations;

• actions;

• comments;

• chat messages;

• profile information.

Automated systems help identify:

• offensive language;

• abusive behaviour;

• spam;

• inappropriate content;

• suspected misuse.

These systems help us improve platform safety but do not make automated decisions that have legal or similarly significant effects on users without appropriate human review.

8. Protecting Children

Although BioGain is designed primarily for users aged 16 years or older and organisations, we are committed to protecting children and young people who may use the platform as part of schools, community projects or supervised conservation activities.  BioGain is not designed or marketed specifically for children and does not knowingly permit unsupervised use by children.

Where younger users participate as part of schools or organised activities, the relevant organisation is responsible for ensuring appropriate permissions have been obtained.

We do not knowingly permit content that:

• exploits children;

• endangers children;

• promotes child abuse;

• facilitates grooming;

• contains child sexual abuse material;

• encourages bullying or harassment of children.

Users can report inappropriate content or behaviour directly within the app.Where required by law, serious child safety concerns may be referred to the appropriate authorities.

If we become aware that personal information has been collected from a child in circumstances that breach applicable law, we will take reasonable steps to delete that information.

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9. Operational Data

BioGain is designed to manage land and grounds.

Information you create may include:

• Observations

• Tasks

• Projects

• Features

• Areas

• Habitat records

• Biodiversity records

• Maintenance records

• Comments

• Status updates

• Checklists

• Attachments

• Before and after photographs

• Completion evidence

• Activity history

This information belongs to your organisation.

10. Photographs and Media

BioGain is a camera-first platform.

Images uploaded may contain:

• Date taken

• Time taken

• GPS coordinates

• Camera model

• Device type

• Image orientation

• Resolution

• Metadata embedded by your device

Images are stored to provide operational evidence, mapping and reporting.

You remain responsible for ensuring photographs do not unnecessarily include identifiable individuals or information you are not authorised to collect.

11. Location Information

BioGain uses location information to support mapping and operational workflows.

Location information may include:

• GPS coordinates

• Manual map pin placement

• Reverse geocoded address

• Area boundaries

• Feature locations

Location is only collected where permission has been granted.

Users may disable location permissions through their device settings, although some functionality may become unavailable.

12. Device Information

We may automatically collect:

• Device model

• Operating system

• App version

• Language

• Time zone

• Device identifiers

• Error reports

• Diagnostic information

• Performance metrics

13. Permissions Requested

Depending upon your device BioGain may request permission to access:

• Camera

• Photo library

• Files

• GPS location

• Notifications

Future releases may request additional permissions including microphone or Bluetooth only where required for new functionality.

Permissions may be revoked at any time using your device settings.

14. How We Use Your Information

We use information to:

• Create user accounts

• Authenticate users

• Enable moderation, reporting, blocking and community safety features

• Operate the BioGain platform

• Store observations

• Manage tasks

• Produce maps

• Deliver notifications

• Synchronise devices

• Generate reports

• Provide customer support

• Improve usability

• Monitor security

• Detect fraud

• Comply with legal obligations

15. Artificial Intelligence

BioGain may use Artificial Intelligence to assist users by:

• Suggesting observation summaries

• Identifying habitats

• Identifying plant species

• Suggesting task descriptions

• Classifying observations

• Improving search

• Producing summaries

• Generating reports

AI is intended to assist users rather than replace professional judgement.

Users remain responsible for decisions taken using BioGain.

Unless expressly stated otherwise, customer data is not used to train publicly available AI models.

Where third-party AI services are used, only the minimum information required to provide the requested service will be transmitted.

16. Legal Basis

Where UK GDPR or EU GDPR applies we process personal information using one or more of the following legal bases:

• Performance of a contract

• Legitimate interests

• Consent

• Compliance with legal obligations

• Protection of vital interests

• Protecting the legitimate interests of our users by preventing abuse, fraud, harassment and misuse of the platform.

17. Sharing Information

We may share information with trusted service providers including those providing:

• Cloud hosting

• Authentication

• Email delivery

• Push notifications
• Mapping

• Payment processing

• Customer support

• Security monitoring

• Analytics

Each provider processes information under contractual obligations and appropriate safeguards.

We do not sell personal information.

We may share information relating to reported content or user behaviour:

• with site administrators where necessary to investigate misuse;

• with trusted service providers supporting moderation;

• with law enforcement or regulators where legally required.

18. International Transfers

Your information may be processed outside your country of residence.

Where personal information is transferred internationally we use recognised safeguards including:

• UK International Data Transfer Agreement

• European Commission Standard Contractual Clauses

• Adequacy Decisions

• Equivalent legal protections

19. Security

We maintain technical and organisational security measures including:

• Encryption in transit

• Encryption at rest

• Role-based permissions

• Multi-factor authentication for administrators where supported

• Audit logging

• Secure backups

• Security monitoring

• Vulnerability management

• Regular software updates

• Least privilege access

No online service can guarantee absolute security, however we continually review and improve our security controls.

20. Data Retention

Typical retention periods include:

• Account - Until deleted

• Observations - Until organisation deletes

• Tasks - Until organisation deletes

• Images - Until deleted

• Audit history - Up to 7 years

• Security logs - Up to 24 months

• Analytics - Up to 24 months

• Support requests - Up to 3 years

• Financial records - Up to 7 years

Where legal obligations require longer retention we will retain information accordingly.

Reports of inappropriate content, moderation actions and enforcement decisions may be retained for an appropriate period to investigate repeat abuse, comply with legal obligations and protect the safety and security of BioGain and its users.

21. Data Ownership

Unless agreed otherwise:

Customers retain ownership of:

• Observations

• Tasks

• Images

• Maps

• Reports

• Project information

• Operational records

BetterTrack Ltd retains ownership of:

• BioGain software

• Source code

• User interface

• Artificial Intelligence models

• Documentation

• Intellectual Property

22. Your Rights

Depending upon your location you may have rights to:

• Access your information

• Correct inaccurate information

• Delete information - Click here to request account deletion

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent

• Request human review of automated decisions

• Lodge complaints with your supervisory authority

Requests may be submitted to: info@biogain.ai

We normally respond within one working day.

When an account is deleted:

• personal profile information is permanently removed or anonymised;

• authentication credentials are deleted;

• organisation membership is removed;

• observations, actions and comments may be retained where necessary to preserve operational records for organisations, with personal identifiers removed where appropriate.

23. Organisation Responsibilities

Where BioGain is used by organisations, the organisation is responsible for ensuring users have appropriate authority to collect information including:

• Photographs

• Habitat records

• Maintenance information

• Site records

The organisation may also act as a Data Controller for information stored within BioGain.

24. Marketing

We may send:

• Product updates

• Service announcements

• Security notifications

• Educational content

• Event invitations

Marketing communications are only sent where permitted by law.

You may unsubscribe at any time.

Service notifications relating to your account cannot be disabled while your account remains active.

25. Cookies

Our websites use cookies and similar technologies to:

• Maintain login sessions

• Remember preferences

• Improve performance

• Measure usage

• Enhance security

Our mobile applications generally do not use browser cookies but may use equivalent technologies necessary for application functionality.

Where legally required, cookie consent will be requested.

26. Third-Party Services

BioGain may integrate with third-party providers including services for:

• Identity management

• Cloud hosting

• Mapping

• Notifications

• Payments

• Analytics

• Artificial Intelligence

• Customer support

These providers process information in accordance with their own privacy policies and contractual obligations.

Current providers may include Microsoft, Azure, MongoDB, Apple, Google, Stripe, OpenAI and other trusted infrastructure providers.

27. Apple and Google Platform Requirements

BioGain complies with applicable Apple App Store and Google Play developer privacy requirements.

Users may:

• Request deletion of their account

• Request deletion of personal information

• Download their personal information where technically feasible

• Control application permissions using device settings

 

Deleting an account removes access credentials and personal profile information. Historical observations, tasks and project records may be retained where necessary to preserve an organisation's operational history. Where appropriate, personal identifiers are removed or anonymised.

28. California and Other US Privacy Rights

Residents of jurisdictions providing additional privacy rights, including California, Virginia, Colorado and other applicable US states, may have additional rights including:

• Right to Know

• Right to Delete

• Right to Correct

• Right to Access

• Right to Data Portability

• Right to Limit Sensitive Personal Information

• Right to Opt-Out of Sale or Sharing

BioGain does not sell personal information for monetary consideration.

29. Changes to this Policy

We may update this Privacy Policy periodically.

Where changes materially affect your rights we will notify users through:

• Email

• In-app notification

• Website announcement

Continued use of BioGain following publication of an updated Privacy Policy constitutes acceptance of the revised policy where permitted by law.

30. Contact

Privacy enquiries: info@biogain.ai

General support: info@biogain.ai

Content moderation, child safety concerns and abuse reports: support@biogain.ai

Postal address: BetterTrack Ltd, 1 St Johns Court, Brookwood, Woking, Surrey, GU24 0AJ, United Kingdom

If you are not satisfied with our response you may lodge a complaint with your local data protection authority, including the UK Information Commissioner’s Office (ICO).

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Version History

Version 2.0, Date 9th July 2026, Summary: Complete rewrite to align with UK GDPR, EU GDPR, US privacy legislation, Apple App Store Review Guidelines, Google Play Data Safety requirements and BioGain platform capabilities.

Version 2.1, Includes details for account deletion requests

Version 2.2, Updated introduction and privacy commitments, added user-generated content (UGC) section, added content moderation & reporting information. Added automated profanity and content screening information. Added child safety and protection section. Updated information collected to include moderation and safety data. Updated how personal information is used for moderation and community safety. Clarified account deletion and anonymisation of historical records. Updated data retention for moderation records. Added references to Community Standards and related policies. General updates to improve transparency and align with Apple App Store, Google Play and GDPR requirements.