Privacy notice
Draft, to be reviewed by a lawyer before launch. The final text will replace this.
DRAFT, NOT YET LEGAL ADVICE. This text describes how FarmLedger works today. It has not been reviewed by a lawyer and may change before launch. Notes in square brackets are open points for the lawyer.
Who we are
FarmLedger is run by [Company name, company number and address: to be added before launch]. We decide how the information described here is used. [LAWYER: confirm the legal entity, whether registration as a data controller is needed under the Data Protection Act, 2021, and the name of a data protection contact.]
What we collect
- Your account: name, email address, phone number (if you give one) and password (stored only as a one-way hash by our sign-in service). If you choose to sign in with Google, we receive your name and email address from Google.
- Your farm records: everything you or the people you invite enter: farm profile, fields, plantings, animals, tasks, stock, customers, invoices, payments and journal entries, and, if you use them, workers and their attendance, leave, advances, payslips and statutory deductions.
- Information about workers and customers: you may enter other people's details (names, contact details, tax or social security numbers, pay). You are responsible for having a right to enter them. [LAWYER: confirm our role (processor for the farm, or joint controller) and what the farm must tell its workers.]
- Security and sessions: when you sign in we keep a session record (device and browser, time, and a coarse location such as a country or town worked out from the network address; the address itself is not stored). You can see and end your own sessions in Account and Security. Changes to records are written to an audit trail with who made them and when.
- Problem reports: if you send one, the text you write, the page you were on, the app version and your screen width.
- Weather: to show the weather for your farm, the farm's location name or coordinates are sent to a weather service (Open-Meteo). No account details are sent.
Why we use it
To run the app for you and your team; to sign you in and keep your account secure; to email you about your account (invitations, sign-in confirmation, notices about your farm); to find and fix faults; and to meet legal duties. We do not sell your information and we do not show adverts or use advertising trackers. [LAWYER: state the legal basis for each purpose (contract, legitimate interest, consent, legal duty).]
Who can see it
- On your farm: the people you invite, limited by the role you give them (for example, some roles cannot see pay).
- Other farms: never. Farms are separated in the database so one farm cannot read another's records.
- Our team: only when needed to run the service or to fix a problem you report. [LAWYER: describe who has access and under what controls.]
- Programmes (organisations that support farmers): this is in design and is not available to real farms. If it is ever offered, a farm's administrator would choose, category by category, what a programme may see; a programme would see combined counts, not a farm's own figures, and never money, wages, payroll, worker names or buyer names; the farm could stop sharing at any time and would see who looked and when. Nothing is shared unless the farm turns it on. [LAWYER: consent wording, who may consent for a farm, and how long access records are kept.]
Services that help us run FarmLedger
We use these providers to process information on our behalf. [LAWYER: confirm each one's terms and whether data leaves Zambia.]
- Supabase: database, sign-in and file storage. Our database is hosted in Europe (Frankfurt region).
- Our web hosting provider: [OWNER: name and region].
- Resend: sends our emails (it sees the email address and the message).
- Google: only if you choose to sign in with Google.
- Open-Meteo: weather for your farm's location.
- Mobile-money payment provider: only if and when paid plans are switched on. [OWNER: confirm; it is not part of the beta.]
Where it is kept and for how long
Your records stay while your account is open. Backups are kept for a limited time. [OWNER and LAWYER: set the periods for backups, audit records, deleted accounts, and records that tax or labour law requires a farm to keep, for example payroll and invoices.] If you ask us to delete your account we will delete your farm's records, except what we are required to keep, and tell you what that is. [LAWYER: confirm.]
Your rights
You can ask to see, correct or delete the information we hold about you, to receive a copy of it, to object to how it is used, or to withdraw consent where we rely on it. A farm administrator can export the farm's records from Settings. To make a request, or to complain, write to us at the address below; you may also complain to the data protection authority. [LAWYER: name the authority, the response time, and how we check who is asking.]
Security
Connections are encrypted. Passwords are not stored in readable form. Each farm's records are separated at the database level and access is by role. We limit repeated requests to our sign-in and account routes. No system is perfectly secure; tell us at once if you think your account has been used by someone else. [LAWYER: breach notification duty and timing.]
Children
FarmLedger is for adults who run or work on a farm. We do not knowingly collect information from children. [LAWYER: confirm.]
Changes
If we change this notice in a way that matters we will tell you in the app or by email before it takes effect.