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Privacy Policy

ROOTS PORTAL

Privacy Policy

Effective Date: June 22, 2026

Your Data Belongs to You.

This Privacy Policy describes how Maxwell Farms ("Company," "we," "us," or "our") handles information in connection with Roots Portal ("Service"). Our core commitment is simple: your farm data is yours. We do not access, review, sell, or use your data for any purpose other than operating the Service on your behalf.

1. Information We Collect

1.1 Account Information

When you register, we collect basic account information necessary to create and manage your account, including:

  • Name
  • Email address
  • Billing information (processed securely through our payment processor; we do not store full card numbers)
  • Business or farm name

1.2 Your Farm Data

All budgeting data, financial records, crop plans, input costs, revenue projections, and any other content you enter into the Service ("User Data") belongs entirely to you. We store your User Data solely to operate the Service for you. Maxwell Farms employees and contractors do not access, view, or review your User Data unless you explicitly request support assistance and grant permission for us to do so.

1.3 Usage and Technical Data

We collect limited technical information to keep the Service running reliably, including:

  • Browser type and version
  • Device type and operating system
  • Pages visited within the Service and time spent
  • Error logs and performance data

This information is used exclusively for diagnosing technical issues and improving Service performance. It is never tied to your User Data or shared with third parties for marketing purposes.

2. How We Use Your Information

We use collected information only for the following purposes:

  • Providing, maintaining, and improving the Service
  • Processing subscription payments and managing your account
  • Sending transactional communications (receipts, renewal notices, password resets)
  • Responding to support requests you initiate
  • Diagnosing technical errors and improving Service reliability
  • Complying with applicable legal obligations

We do not use your information for advertising, behavioral profiling, or sale to any third party. We do not use your User Data to train machine learning models or artificial intelligence systems.

3. You Are in Control of Your Data

3.1 Access and Export

You may request a complete export of your User Data at any time by contacting info@rootsportal.com. We will provide your data in a standard, machine-readable format within 10 business days of your request at no charge.

3.2 Correction

You have full ability to edit and correct your User Data at any time directly within the Service. For account information corrections, contact info@rootsportal.com.

3.3 Deletion

You may request deletion of your account and all associated User Data at any time. Upon receiving a verified deletion request, we will permanently delete your User Data within 30 days. Following account termination without a deletion request, your data is retained for 90 days and then permanently deleted. Aggregated, anonymized data that does not identify you is not subject to deletion.

3.4 Withdrawal of Consent

You may withdraw consent to non-essential data processing at any time by contacting us. Withdrawal of consent does not affect the lawfulness of processing that occurred prior to withdrawal.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information or User Data. We do not share your data with third parties for their own marketing or commercial purposes. The only circumstances under which we share information are:

  • Service Providers: We use limited third-party vendors (e.g., payment processors, cloud hosting providers) strictly to operate the Service. These vendors are contractually prohibited from using your data for any purpose other than providing services to us.
  • Legal Requirements: We may disclose information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Maxwell Farms, our users, or the public.
  • Business Transfer: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on the Service prior to any such transfer and advise you of your options.

5. Data Security

We implement reasonable and industry-standard technical and organizational measures to protect your data, including:

  • Encryption of data in transit (TLS/SSL)
  • Encrypted storage of sensitive account information
  • Access controls limiting employee access to User Data
  • Regular security reviews and monitoring

No method of electronic transmission or storage is 100% secure. While we work hard to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

6. Data Retention

We retain your User Data for as long as your account is active. Upon account termination:

  • User Data is retained for 90 days to allow for account recovery, then permanently deleted.
  • If you submit an explicit deletion request, User Data is deleted within 30 days.
  • Billing records and transaction logs are retained as required by law (typically 7 years) but are isolated from your User Data.

7. Cookies and Tracking

Roots Portal uses only essential cookies necessary for the Service to function, including session authentication and security tokens. We do not use advertising cookies, third-party tracking pixels, or behavioral analytics tools that report your activity to outside parties.

8. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal information, we will delete it promptly.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and/or a prominent notice within the Service no less than 14 days before changes take effect. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy. We encourage you to review this Policy periodically.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:

Maxwell Farms

Roots Portal Privacy

31075 640th Ave, Maxwell, Iowa 50161

info@rootsportal.com

515-387-1374

We will respond to privacy-related inquiries within 10 business days.

Last Updated: June 22, 2026