Privacy Policy

Your Privacy Matters

At roots, we understand that your farm data is personal and valuable. This Privacy Policy explains how we collect, use, protect, and share your information when you use the roots portal. We are committed to transparency and protecting your privacy.

What Information We Collect

The information we collect depends on how you interact with the roots portal:

Waitlist Information

When you join our waitlist, we collect:

Name
Farm name
Email address

Account and Portal Information

When you create an account and use the portal, we collect:

Account information (name, email, password)
Farm operation data you enter, including:
- Field and crop information
- Equipment inventories and details
- Budget estimates and financial projections
- Crop marketing contracts and related data

Automatically Collected Information

When you use the portal, we automatically collect certain technical information:

Device information (browser type, operating system)
IP address and general location data
Usage data (pages visited, features used, time spent)
Session information through cookies and similar technologies

We use Google Analytics to understand how users interact with the portal. This helps us improve features and user experience. Google Analytics may collect identifiers such as IP addresses and device information, which may be considered personal information under some laws.

How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Description
Provide Portal Services	To operate the portal, process your data, generate reports, and provide the farm management tools you use
Account Management	To create and maintain your account, authenticate your identity, and manage your session
Communication	To send you important updates about the portal, respond to your inquiries, and notify waitlist members when the portal is available
Improve the Portal	To analyze usage patterns, identify bugs, improve features, and enhance user experience
Security	To protect your account, prevent fraud, and maintain the security of the portal
Legal Compliance	To comply with applicable laws, regulations, and legal processes

We do not use identifiable farm operational or financial data for third-party marketing purposes. Your operational and financial information stays private and is used only to provide you with portal services.

How We Share Your Information

We respect your privacy and limit how we share your information. Here's when we may share your data:

Reason for Sharing	Does roots Share?	Details
Service Operations	Limited	Only with service providers necessary to operate the portal (such as cloud hosting). These providers are contractually required to protect your data.
Legal Requirements	When Required	To comply with court orders, legal investigations, subpoenas, or other legal obligations
With Your Consent	Only with Permission	If you explicitly authorize us to share your information with third parties
Business Transfers	If Applicable	If roots is acquired or merged, your information may transfer to the new entity (you would be notified)
Marketing to You	No	We do not sell or share your data with third parties for their marketing purposes
Selling Your Data	No	We do not sell your personal information or farm data to anyone

Who Has Internal Access to Your Data

Within roots, access to your data is strictly limited to:

Developers who maintain and improve the portal
Access is granted only as necessary to provide services and support
All personnel with access are bound by confidentiality obligations

How We Protect Your Information

We take the security of your information seriously and implement industry-standard security measures:

Encryption: Your data is encrypted both in transit (when moving between your device and our servers) and at rest (when stored in our systems)
Secure Infrastructure: We host your data on cloud infrastructure that meets ISO 27001 security standards
Industry Best Practices: We follow industry-standard security practices to protect your information from unauthorized access, disclosure, alteration, or destruction
Session Management: Automatic session timeouts help protect your account if you step away from your device
Limited Access: Only authorized personnel have access to systems containing your data

While we implement strong security measures, no system is completely secure. We cannot guarantee absolute security of your information transmitted to or stored on the portal.

Your Data Rights and Choices

You have control over your information. Here are your rights:

Access Your Data

You can export your data at any time through the portal's export features
You can request a copy of all your data in a portable format by emailing info@rootsportal.com
For GDPR requests, we can provide your data in a structured, commonly used, and machine-readable format

Update Your Data

You can update and correct your information directly in the portal
If you have questions or need assistance, contact info@rootsportal.com

Delete Your Data

You can request account deletion by emailing info@rootsportal.com
Upon deletion, we will remove your data as described in our data retention policy
Some data may be retained for legal or legitimate business purposes

Unsubscribe from Communications

You can unsubscribe from waitlist or marketing emails by clicking the unsubscribe link in any email
You can also email info@rootsportal.com to be removed from communications
We may still send you important account-related or security communications

Manage Cookies

You can control cookies through your browser settings
Note that disabling cookies may affect portal functionality

Data Retention

We retain your information for as long as necessary to provide services and fulfill the purposes described in this policy:

Active Accounts: We retain your data for as long as your account is active
Closed Accounts: After you close your account, we retain your data based on operational continuity, dispute resolution, and legal compliance needs
Permanent Deletion: You can request permanent deletion of your data at any time by contacting us
Legal Requirements: Some data may be retained longer to comply with legal obligations or resolve disputes
Waitlist Data: If you unsubscribe from the waitlist before creating an account, we will remove your information from our systems

Cookies and Tracking Technologies

The roots portal uses cookies and similar technologies to provide and improve our services:

What Are Cookies?

Cookies are small text files stored on your device that help us remember your preferences and understand how you use the portal.

How We Use Cookies

Essential Cookies: Required for the portal to function properly (session management, authentication)
Analytics Cookies: Help us understand how users interact with the portal through Google Analytics
Preference Cookies: Remember your settings and preferences

Your Cookie Choices

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some portal features.

Third-Party Services

Google Analytics

We use Google Analytics to analyze portal usage and improve user experience. Google Analytics may collect identifiers such as IP addresses and device information, which may be considered personal information under some laws. To learn more about how Google uses data, visit Google's Privacy Policy.

Future Integrations

Currently, we do not integrate with third-party services that have access to your farm data. If we introduce integrations in the future (such as accounting software or financial services), we will:

Update this Privacy Policy
Notify you of the changes
Obtain your consent where required
Ensure third parties maintain appropriate security and privacy standards

International Users

The roots portal is intended for users in the United States. If you access the portal from outside the United States, please be aware that your information will be transferred to, stored in, and processed in the United States, where our servers are located and our central database is operated.

By using the portal, you consent to the transfer of your information to the United States and processing in accordance with this Privacy Policy and U.S. law.

GDPR Notice (If Applicable)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR) and similar laws.

Lawful Basis for Processing

We process your personal information based on the following lawful grounds:

Contract Performance: Processing necessary to provide the portal services you've requested and to fulfill our contract with you (e.g., managing your account, processing your farm data, providing portal features)
Consent: Where you have given explicit consent for specific processing activities (e.g., joining our waitlist, receiving marketing communications)
Legitimate Interests: Processing necessary for our legitimate business interests, such as improving the portal, preventing fraud, and ensuring security (balanced against your rights and interests)
Legal Obligation: Processing required to comply with legal obligations, such as responding to lawful requests from authorities

Your GDPR Rights

If GDPR applies to you, you have the following rights:

Right of Access: Request a copy of the personal information we hold about you
Right to Rectification: Request correction of inaccurate or incomplete personal information
Right to Erasure ("Right to be Forgotten"): Request deletion of your personal information under certain circumstances
Right to Restriction of Processing: Request that we limit how we use your personal information under certain circumstances
Right to Data Portability: Request a copy of your personal information in a structured, commonly used, and machine-readable format, and request that we transfer this data to another controller where technically feasible
Right to Object: Object to our processing of your personal information based on legitimate interests
Right to Withdraw Consent: Withdraw your consent at any time where processing is based on consent (without affecting the lawfulness of processing before withdrawal)
Right to Lodge a Complaint: File a complaint with your local data protection authority if you believe we have violated your rights

Exercising Your GDPR Rights

To exercise any of these rights, contact us at info@rootsportal.com with "GDPR Request" in the subject line. We will respond to your request within one month, though complex requests may take up to three months (we will inform you if an extension is needed).

International Data Transfers

If you are located outside the United States and use the roots portal, your information will be transferred to and processed in the United States. We will ensure appropriate safeguards are in place to protect your information in accordance with applicable law.

State-Specific Privacy Rights

California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: You can request information about the personal information we have collected about you in the past 12 months
Right to Delete: You can request deletion of your personal information, subject to certain exceptions
Right to Opt-Out: You can opt-out of the sale of your personal information (note: we do not sell personal information)
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, contact us at info@rootsportal.com. We will verify your identity before processing your request.

Other State Laws

If you reside in a state with additional privacy laws, you may have additional rights. Contact us to learn more about your state-specific rights.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Email: info@rootsportal.com

Privacy Requests:
To exercise your privacy rights (access, correction, deletion, or other requests), email info@rootsportal.com with "Privacy Request" in the subject line. We will respond to your request within 30 days.

Your Consent

By using the roots portal, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree with this policy, please do not use the portal.