Privacy Policy

Version 1.2

Last Updated: July 2nd, 2025

This Privacy Policy outlines the personal information FarmTrace (Pty) Ltd ("FarmTrace", "we", "our", "us") collects when you use our website, mobile apps, or cloud-based systems. As a Responsible Party under applicable data protection laws, we are committed to safeguarding your personal information and informing you about your rights and our practices.

Who Are We?

We are FarmTrace (Pty) Ltd, a software development company based in South Africa.

• Physical Address: First Floor, Ivory Tusk Office Block, 75 Douglas Street, Aqua Park, Tzaneen, 0850
• Email: dio@farmtrace.co.za

How We Use Your Information

Security Infrastructure

Customer data is stored and processed in secure data centers with appropriate physical, technological, and administrative safeguards:

Data Encryption

• All data transmitted over the wire is encrypted using 256-bit SHA2 TLS (TLS 1.0, 1.1, 1.2).
• Databases and file attachments are encrypted at rest using AES256.

Data Backups & Disaster Recovery

• Hourly encrypted backups are performed automatically.
• Backup files and server logs are retained in a secure disaster recovery facility for 6 months.
• No removable media is used.

Personnel Access

• A small, authorized operations team has administrative access to infrastructure.
• Developers may have read-only access to metadata for troubleshooting.
• Support staff require explicit customer authorization to access data.
• All access is logged by IP address and secured via VPN.
• All employees sign confidentiality agreements and receive security training.

Incident Response

In the event of a suspected or confirmed data breach, FarmTrace will notify affected customers via email within 72 hours.

When We Collect Your Data

We collect personal data depending on how you interact with our services:

• Website visits: Cookies, forms, and analytics tools collect data when you browse or engage with our site.
• Mobile app usage: We may collect device information, app usage, and—if permitted—location data.
• Account creation/updates: We collect your name, email, password, locale, and time zone.
• Support requests and feedback: We store any data you provide when contacting us.
• Cloud system usage: We collect data you input, upload, or generate, including file attachments and records.

We only collect the data necessary to operate and improve our services in compliance with applicable laws.

How We Use Your Data

We use your personal information for:

• Providing and maintaining services: Account management, authentication, and feature delivery.
• Personalizing your experience: Formatting content to your locale and preferences.
• Communicating with you: Support responses, alerts, and transactional notifications.
• Improving services: Analyzing usage data and feedback to enhance performance.
• Security and fraud prevention: Monitoring system activity and enforcing terms of use.
• Legal compliance: Responding to valid legal requests and fulfilling obligations.

We do not use your data for automated decision-making or profiling with legal or significant effects.

Data Usage Across Our Services

This Privacy Policy applies to all personal data collected by FarmTrace (Pty) Ltd across:

• Our website
• Our web applications
• Our mobile applications

Regardless of the platform, we apply consistent standards of care, protection, and compliance. The data types we collect, how we use them, and your rights remain consistent across all our services.

Privacy

Personally Identifiable Information (PII)

When registering an account, we collect your full name, email address, password, locale, and time zone. This personalizes your experience and ensures data is displayed appropriately.

Note: Due to system constraints, accounts cannot be deleted, but personally identifiable information can be cleared upon written request.

Sharing of PII

We will not share your data with third parties without consent. However, your name and email may be securely stored in internal systems such as:

• Our CRM support portal
• Our internal billing system

These systems are covered by the same security and privacy standards.

Cookies

We use cookies for:

• Authentication
• Storing preferences
• Analyzing usage behavior

Cookies do not contain personally identifiable information.

Law Enforcement

We only release data to law enforcement upon receiving a valid court order. Unless legally prohibited, we will inform you of any such requests.

Data Retention & Deletion

Customer Responsibility

Customers manage their data retention within their own systems and may delete data at any time.

Deleted Records

• Moved to a Recycle Bin for 30 days before automatic purging.
• Administrators can purge data manually.

Expired Databases

• Access is blocked after trials or cancellations.
• Paid databases: Retained securely until deleted by the owner/admin.
• Trial databases: Deleted automatically after 90 days.

Deleted Databases

• Removed from user access immediately.
• Permanently deleted from production within 30 days.

Backup Retention

• Deleted data may remain in encrypted backups for up to 6 months.
• Backup data will not be restored except in disaster recovery scenarios.
• In such cases, any restored deleted data will be re-deleted.

Intellectual Property

• Customer data remains the property of the customer.
• Database structure and configuration is considered the intellectual property of FarmTrace.
• We do not share configurations between customers.

Your Rights as a Data Subject

You have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or outdated data.
• Withdraw consent for data processing.
• Request deletion of your personal data (where feasible).
• Request a copy of your data in machine-readable format.
• Object to unlawful or unnecessary data usage.

To submit a request, contact us at dio@farmtrace.co.za.

Complaints

If you're concerned about how we use your data, we encourage you to contact us first. If unresolved, you can contact:

The Information Regulator (South Africa)

• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: inforeg@justice.gov.za
• Website: www.justice.gov.za/inforeg

Policy Updates

We regularly review and update this policy. If substantial changes are made, we will notify you and, if needed, request consent. The version number and last updated date will reflect any changes.

Requesting Access to Your Data

To access or update your personal data, please download and complete the relevant forms and send them to:

Email: dio@farmtrace.co.za

• Access to Records Form
• Outcome of Request & Fees Payable

---

This policy is effective as of the last updated date and applies to all users of FarmTrace services.