Privacy Policy

1. The short version

We keep the details you type when you register, the records you enter and a small technical record of how the service is used. We do not sell your data, we run no advertising trackers, and we do not keep more than the service needs.

2. What we collect

• Account data — name, email address, a password held only as a one-way hash, and the role your account carries.
• Profile data you choose to add — website, link page, avatar, description, slogan and telephone numbers.
• Records you enter — fields, herds, tickets, invoices, tasks, photographs and the reports drawn from them.
• Messages — support threads and notices exchanged through the service.
• Technical data — IP address, browser type and pages requested, used for security, abuse prevention and aggregate statistics.
• Preferences on your device — colour template, light or dark mode, chosen language and cookie consent, held in your browser's own storage.
• Farm data — field boundaries, stock numbers, purchases and financial records entered into the service are processed only to provide it to you and to produce the reports you ask for. Aggregated figures may be published as statistics when neither a business nor a person can be identified from them.

3. Why we process it, and the lawful basis

• To provide the service you signed up for — performance of a contract.
• To keep the service running, prevent fraud and answer support requests — legitimate interests in a safe and reliable service.
• To keep records that tax and consumer law require — legal obligation.
• To store or read anything non-essential in your browser, and to send marketing — your consent, which you may withdraw at any time.

4. One account across the network

The sites of the All Farmers, One Platform network share a member directory so that one address opens all of them. When you register or sign in, your email address is looked up in that shared directory and, if you already exist, the minimal profile fields are copied to the site you are opening. This is a performance-of-contract step: it exists so that you do not have to register twice.

5. Search and infrastructure

Text you enter — field names, ticket references, task notes — is copied into a search index so that your records can be found by keyword inside your own account. That index sits on our own infrastructure and is reachable only with this site's own credentials. Database and search traffic is encrypted in transit, access is logged, and credentials are stored outside the directory the server publishes.

6. Email

We send transactional email — sign-up confirmation, password resets, enquiry notifications and account notices — from our own mail server. Service messages cannot be switched off while an account is open. Any optional newsletter is double opt-in and every issue carries an unsubscribe link.

7. Who else sees your data

The people inside your own account — the crew and company members you invite — see the records your shared role gives them. Nobody outside your account sees your farm data unless you publish or export it yourself. Our hosting provider, our mail provider and our backup storage process data on our instructions under written terms. We do not sell or rent personal data, and we disclose it to law enforcement only where the law requires it.

8. How long we keep it

• Account and profile data — while the account stays open.
• Records you enter — while the account stays open; deleted records leave the working database within thirty days and fall out of backups on the backup cycle.
• Messages — twelve months, then deleted.
• Technical and security logs — ninety days.
• Invoices and tax records — six years, as the law requires.

9. Your rights

You may ask to access, correct, delete or port the personal data we hold about you, to restrict or object to processing, and to withdraw a consent you gave. Most of this you can do yourself on your account page, including closing the account. For anything else write to [email protected] and we answer within one month.

10. Children

The service is a business tool for adults and is not directed at children. We do not knowingly hold data about anyone under sixteen, and if we find such an account we close it.

11. Security

Passwords are never stored in readable form. Access to production data needs a named account and is logged. Where a breach is likely to affect you, we notify you and the supervisory authority within seventy-two hours of becoming aware of it.

12. Complaints

Raise a concern with us first at [email protected]. If you remain unhappy you may complain to your data protection authority — in the United Kingdom the Information Commissioner's Office, in the European Union the supervisory authority of your member state.