Privacy Policy
Last updated: July 21, 2026
1. Introduction and Scope
Farm Base ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use the Farm Base application and related services (the "Service"). This policy is designed to comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation in Saskatchewan.
The Service is hosted in Canada. Your data is stored on servers located in Canada.
2. Information We Collect
Account Information. When you register, we collect your email address, a password (stored as a salted hash — we never store your password in plain text), display name, and farm or business name.
Operational Farm Data. When you use the Service, we collect the agricultural and operational data you enter. This includes, but is not limited to: field boundaries and acreage, crop plans and yield records, grain-bin inventory and load records (incoming, outgoing, and transfers), contracts, chemical and spray application records, equipment details and service records, scouting observations and notes, and grain contract and pricing data.
File Uploads. We store files you upload in connection with your records, including photographs attached to scouting observations, equipment manuals and documents, and field season documents. These are stored securely and associated only with your Farm account.
Technical and Usage Data. We automatically collect certain technical information when you access the Service. This includes your IP address, browser type and version, device information, session timestamps, and interaction data within the application. We also log the IP address and email address associated with failed login attempts for security purposes.
Communications. If you contact us by email or through the Service, we retain a record of that communication.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service's features and functionality.
- Authenticate your identity and secure your account (including detecting and investigating failed login attempts and suspicious activity).
- Send transactional and administrative emails such as password resets, account verification, and service announcements.
- Monitor and enforce plan usage limits.
- Diagnose technical issues and monitor platform health.
- Comply with legal and regulatory obligations.
- Fetch publicly available commodity price data from third-party commodity-price sources to populate the grain-price reference tool.
4. How We Share Your Information
We do not sell or rent your personal or operational data to third parties. We share information only in the following circumstances:
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Service Providers (Data Processors). We share data with trusted third-party providers strictly necessary to operate the Service. These include providers for:
- Email delivery — for transactional emails such as password resets and account verification.
- Mapping services — to render interactive field maps and support offline map functionality. When you use the field maps feature, your browser communicates directly with the mapping provider, which may receive your IP address and map coordinates.
- Cloud storage — for off-site backup storage.
- Error monitoring — to capture application errors for diagnostic purposes. Error reports may include technical context from the request that caused the error.
- Within your Farm. All members of your Farm account can view all operational data entered into that Farm, subject to any role-based permissions configured by your farm administrator.
- Platform Administrators. Farm Base operators (superusers) can access Farm accounts and user data for support, security, compliance, and platform integrity purposes. All such accesses are logged in our audit system.
- Legal Requirements. We may disclose your information if required to do so by law, court order, or governmental authority, or to protect the rights, property, or safety of Farm Base, our users, or the public.
- Business Transfers. In connection with a merger, acquisition, or sale of assets, provided the receiving party agrees to honour the terms of this Privacy Policy.
5. Data Retention
We retain your operational and personal data for as long as your account remains active.
If you request account deletion, your personal identity information (name and email address) will be permanently anonymized — overwritten with non-identifying placeholder values so that you can no longer be identified from the record. Operational records you created (grain loads, spray applications, field entries, etc.) are retained in anonymized form to preserve the integrity of your Farm's historical data. Audit log entries referencing your account are similarly anonymized. All active login sessions are immediately revoked.
Encrypted backup archives containing your data may persist for up to ninety (90) days after anonymization before being permanently destroyed.
6. Your Privacy Rights
Under PIPEDA and applicable provincial laws, you have the right to:
- Request access to the personal information we hold about you.
- Request corrections to inaccurate or incomplete data.
- Withdraw your consent to our processing of your data (subject to legal or contractual restrictions).
- Request deletion of your account and anonymization of your personal information.
To exercise any of these rights, please contact us using the information in the Contact section below. Account deletion is handled by our support team. We will respond to your request within a reasonable timeframe as required by applicable law.
A full export of your Farm's operational data is available upon request — contact us using the information in the Contact section below. Where the in-application export tools are enabled for your Farm, you can also download your data directly at any time.
7. Cookies and Tracking
Farm Base uses only essential first-party cookies:
- A session cookie to maintain your authenticated login state.
- A CSRF-token cookie to protect your account against cross-site request forgery attacks.
We do not set third-party marketing or tracking cookies. Note that the field-maps feature loads resources from a third-party mapping provider's servers, which may set their own cookies subject to that provider's privacy policy.
8. Data Security
We implement reasonable technical and administrative measures to protect your data, including:
- Salted-hashed password storage (bcrypt).
- Access-controlled databases with farm-level data isolation.
- Encryption of data in transit via TLS.
- Comprehensive audit logging for all administrative and privileged actions.
- IP-based failed-login tracking to detect and respond to brute-force attempts.
While we strive to protect your data, no method of transmission over the internet is entirely secure. We cannot guarantee absolute security.
9. Children's Privacy
The Service is not directed at children under the age of thirteen (13) and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.
10. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes via an in-app announcement or by sending an email to your registered address. The "Last Updated" date at the top of this page reflects when this policy was last revised.
11. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us at:
Email: support@farmbase.ca