Privacy Policy

The Farm Manager (“we”, “us”, “our”), operated by [Your legal entity / ABN], provides farm-management software to Australian farmers, agronomists and rural stores. This policy covers the personal information we collect through our website and application.

1. Information we collect

• Account details — your name, email address, business or farm name, location, and password (stored only as a secure hash, never in plain text).
• Farm and business records you enter — paddocks, crops and rotations, spray and chemical records, livestock, machinery, budgets, orders, and messages. This is your operational data.
• Connections — links you create between your farm and an agronomist or rural store.
• Usage and technical data — log records such as IP address, browser type, and pages accessed, used to keep the service secure and reliable.
• Activity log — an audit trail of key actions in your account, recording which action was taken, by which user, and when (for example “spray job completed”, 14 March). Where an entry includes a short description of the record involved, that description forms part of your operational data and is visible to you, not used by us for analysis — see “How we access your data” below.

2. How we use your information

• To provide and operate the service and your account.
• To send transactional emails — account verification, recommendations, order and message notifications.
• To process subscriptions and trials (payment card details, if you subscribe, are handled by our payment provider — see below — and are never stored on our servers).
• To maintain security, prevent misuse, and meet our legal obligations.

3. Who we share it with

We do not sell your personal information. We disclose it only:

• To accounts you connect with — when you link an agronomist or store, the data relevant to that relationship (e.g. paddocks, recommendations, orders) becomes visible to them. You control these connections and can revoke them at any time.
• To service providers who help us run the platform — hosting, email delivery (e.g. our SMTP/email provider) and payments (e.g. Stripe) — bound to handle data only on our instructions.
• Where required by law.

Each farm’s data is logically isolated — other farms, including an agronomist’s other clients, cannot see your records.

4. How we access your data

Your farm records are commercially sensitive. We deliberately limit what our own staff can see.

• We measure use, not contents. To understand which parts of the program are working, we look at which features are used and when — for example “12 spray jobs recorded in the last 30 days”, or that an account has not logged in for three weeks. We do not read the contents of your records for this: no paddock data, chemical or spray details, budget figures, yields, or livestock numbers.
• Support access needs your permission. If you ask us for help and we need to see your account as you see it, we request access and a one-time code is emailed to the account holder. We cannot enter your account without that code, every support session is recorded in your activity log, and you can see it there afterwards.
• Administration is limited to account details. Our internal administration tools show who holds an account and their subscription and billing status. They deliberately do not display your budgets, gross margins, or other farm records.
• Aggregate reporting. Any statistics we publish or use for planning are aggregated across accounts and de-identified — they never identify your farm or reveal your records.

Within your own farm, the manager can see the full activity log, including the short descriptions attached to each entry, under Settings. That log is for you.

5. Storage and security

Your data is hosted on servers located in the United States, operated by our hosting provider (Railway). We use encryption in transit (TLS), hashed passwords, per-farm access controls, and an audit trail of key actions. No system is perfectly secure, but we take reasonable steps to protect your information.

6. Overseas disclosure

Your information is stored and processed outside Australia. By using The Farm Manager you consent to this disclosure. The countries involved and the providers we use are:

• United States — application hosting and database storage (Railway), email delivery (SendGrid), and payment processing (Stripe).

Where we disclose information overseas we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles, including using reputable providers bound to process data only on our instructions. Under APP 8 you should be aware that overseas recipients may be subject to the laws of their own country. If you require Australian data residency for your business, contact us before subscribing.

7. Your rights

You may access or correct your personal information from within your account settings, or by contacting us. You can request deletion of your account and associated data, subject to any records we must retain by law.

8. Retention

We keep your information for as long as your account is active and for a reasonable period afterwards to meet legal, accounting and dispute-resolution requirements, after which it is deleted or de-identified.

9. Cookies and sessions

We use a single essential session cookie to keep you logged in. We do not use third-party advertising or tracking cookies.

10. Contact and complaints

For privacy questions or to make a complaint, contact us at the.farm.manager.admin@gmail.com. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

11. Changes

We may update this policy from time to time. We will post the revised version here with a new “last updated” date, and notify you of material changes where appropriate.