Privacy notice.

1. What this notice covers

This privacy notice explains what personal and business data Grain Manager collects, why we hold it, who can see it, and what choices you have. It applies to grower, operator, merchant and receiver accounts on the platform.

2. What we collect

Account: name, email, business name, role on the team, hashed password and (optionally) passkey credentials.

Operational data: seasons, crop lots, stores, contracts, passports, movements, hauliers, vehicles and trailers, destinations, assurance records, quality test results and supporting documents you upload.

Audit and integration logs: a record of changes made and submissions sent, kept for traceability.

Billing (when you subscribe): the Stripe customer reference, subscription status and plan. Card numbers are processed by Stripe and never reach our servers.

3. How we use it

To provide the service: store and display your records, generate passports, submit data to third-party integrations you have configured, and surface benchmarking insights on the Dashboard.

To bill you (where applicable) via Stripe, and to enforce your subscription's allowances and feature gates.

To produce anonymised, aggregated benchmarking and market-intelligence reports across all users. Your business and personal identity is not present in those outputs.

To investigate incidents you have reported, and to keep the service secure and audited.

4. Document uploads and product improvement

When you upload documents in Grain Manager — for example lab sample PDFs on crop lots, haulier ticket photos on passports, settlement invoices, or calibration certificates — we store those files so you can view them, link them to your records, and meet assurance requirements. That operational use happens whether or not you participate in product improvement.

With your consent (on by default for new organisations), we may also use copies of those uploads inside Grain Manager only, to improve how the app reads inconsistent document layouts — tuning extraction helpers, validation rules, and review flows so you type less and correct fewer fields over time.

We never sell your documents or identifiable business data, do not share them with advertisers or data brokers, and do not use them to train third-party AI models. When we use external OCR or language-model providers for inference, those subprocessors are contractually required not to retain or train on your content.

You can opt out at any time from Settings → Preferences. Opting out stops your uploads being added to our internal improvement dataset; it does not remove files you need for day-to-day work or block future uploads. You can also delete copies already captured at any time with Settings → Preferences → 'Delete my uploaded training data', which removes them immediately. Anonymous corrections already captured in aggregate improvement logs may remain.

Our lawful basis for this internal improvement use is legitimate interest in making the service more accurate, balanced by this clear notice and an easy opt-out.

5. Anonymised aggregate benchmarking

Grain Manager pools tonnages, yields, sales prices and quality figures across the user base to publish regional and crop-level benchmarks. The published outputs use buckets of five or more contributing farms; smaller segments are suppressed so a single farm cannot be inferred.

Your business name, contact details, exact location and individual contract figures are never part of the aggregate.

Your acceptance of the Terms is the lawful basis under which we include your operational records in these aggregates. You can hide the Dashboard benchmarking box from your own view via Settings → Business → Dashboard preferences; that toggle controls what your Dashboard renders, not whether your figures contribute to the anonymised aggregate.

6. Sharing with third parties

Stripe processes payments where billing is active.

Integrations you enable (for example AHDB Digital Passport, merchant CSV/API, weighbridge feeds, farm-management software) receive only the data needed for that submission, on the field set documented for that integration.

We do not sell personal data, and we do not share your identifiable business data with any party other than those above without your instruction or a lawful obligation.

7. Where the data is hosted

Preview deployments run on infrastructure in the EEA / UK. Production hosting region will be confirmed before launch. Backups are encrypted.

8. Retention

Active accounts: data is held while your subscription or read-only grace is active.

After the 12-month read-only grace following trial / subscription end, the account is scheduled for deletion. We will notify you before deletion and offer a final export.

Audit logs are retained for six years to support assurance scheme and traceability requirements.

9. Your rights

You can request access to your data, ask us to correct it, ask us to delete it, or ask for a portable export at any time via the Support page.

Several of these are now self-service from Settings: export your records (Settings → Export data), delete the copies of your uploads held for product improvement (Settings → Preferences → 'Delete my uploaded training data'), and request deletion of your whole account (Settings → Export data → 'Request account deletion'). An account-deletion request is not instant — we confirm with you, then remove your tenant data, subject to the audit-log retention in section 8.

If you believe we have mishandled your data you can complain to the UK Information Commissioner's Office (ico.org.uk).

10. Support and shadow access

When you ask support to help, an admin may temporarily view your tenant in a clearly-flagged shadow mode. Every shadow session is audited and is bounded to the time it takes to diagnose your issue.

11. Cookies and analytics

Grain Manager uses only cookies / local storage that are strictly necessary to keep you signed in and to remember your preferences. There are no advertising or cross-site tracking cookies.

12. Updates to this notice

Material changes will prompt a re-acceptance the next time you sign in. We keep a record of the version you accepted and when.

13. Contact and data controller

Production deployment will publish a named data controller and a postal address. Until then, please use the Support page inside the app for all data-protection enquiries.