ROOTS PORTAL
Terms and Conditions of Service
Effective Date: June 22, 2026
These Terms and Conditions ("Agreement") govern your access to and use of Roots Portal, an online farm budgeting and planning platform ("Service") operated by Maxwell Farms ("Company," "we," "us," or "our"). By creating an account and/or paying for access to the Service, you ("User" or "you") agree to be bound by this Agreement. If you do not agree, do not access or use the Service.
1. Acceptance of Terms
By registering for an account, accessing the Service, or submitting payment, you represent that: (a) you are at least 18 years of age or the legal age of majority in your jurisdiction; (b) you have the authority to enter into this Agreement on behalf of yourself or the business entity you represent; and (c) you have read, understood, and agree to be bound by this Agreement.
2. Description of Service
Roots Portal is a cloud-based software platform designed to assist agricultural operators with farm budgeting, financial planning, and operational tracking. Features may include crop budget templates, input cost tracking, revenue projections, scenario modeling, and related planning tools. The Company reserves the right to modify, update, or discontinue features of the Service at any time with reasonable notice.
3. Account Registration
3.1 Account Creation
You must create an account to access the Service. You agree to provide accurate, complete, and current information during registration and to update such information as necessary to keep it accurate.
3.2 Account Security
You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to notify the Company immediately of any unauthorized access to or use of your account. The Company is not liable for any loss or damage arising from your failure to protect your account credentials.
3.3 One Account Per User
Each subscription is for a single user or business entity. Account sharing with unauthorized third parties is prohibited. Multi-user or enterprise arrangements require a separate written agreement with the Company.
4. Subscription and Payment
4.1 Annual Subscription
Access to the Service requires payment of an annual subscription fee. Your subscription begins on the date of initial payment and renews automatically on the same date each year unless cancelled in accordance with Section 4.4.
4.2 Pricing
Subscription pricing is displayed at the time of purchase. The Company reserves the right to change pricing upon no less than 30 days' written notice prior to your renewal date. Continued use of the Service after a price change takes effect constitutes your acceptance of the new pricing.
4.3 Payment Terms
All subscription fees are due and payable in advance. Payment must be made via the accepted payment methods listed on the Service. You authorize the Company to charge your designated payment method for all fees due. All fees are stated in U.S. dollars.
4.4 Cancellation
You may cancel your subscription at any time by providing written notice to the Company or cancelling through your account settings. Cancellation takes effect at the end of the current annual subscription period. You will retain access to the Service through the end of the paid term.
4.5 Refund Policy
If you are charged at the start of a new annual subscription period and wish to cancel, you may request a full refund within 14 business days of the renewal charge by contacting info@rootsportal.com. Refund requests submitted after this 14-business-day window will not be honored. Outside of this renewal window, subscription fees are non-refundable except as required by applicable law or at the Company's sole discretion. No partial refunds are issued for unused portions of a subscription period.
4.6 Late Payment / Non-Payment
Failure to pay subscription fees when due may result in suspension or termination of your account. The Company reserves the right to pursue collection of past-due amounts and to assess applicable collection costs.
5. Acceptable Use
5.1 Permitted Use
You may use the Service solely for lawful agricultural planning and budgeting purposes consistent with this Agreement.
5.2 Prohibited Use
You agree not to:
- Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
- Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Service.
- Scrape, crawl, or systematically extract data from the Service.
- Transmit viruses, malware, or other harmful code through the Service.
- Attempt to gain unauthorized access to any part of the Service or its infrastructure.
- Resell, sublicense, or otherwise transfer access to the Service to any third party without written consent.
6. Data and Privacy
6.1 Your Data
You retain ownership of all farm data, financial records, and other content you input into the Service ("User Data"). By using the Service, you grant the Company a limited, non-exclusive license to store, process, and display your User Data solely for the purpose of providing the Service to you.
6.2 Data Use by Company
The Company will not sell your User Data to third parties. The Company may use aggregated, anonymized data derived from the Service for internal analytics, product improvement, and industry benchmarking purposes. Such data will not identify you individually.
6.3 Privacy Policy
Your use of the Service is also governed by the Company's Privacy Policy, which is incorporated into this Agreement by reference. The Privacy Policy describes how the Company collects, uses, and protects your personal information.
6.4 Data Security
The Company employs reasonable technical and organizational measures to protect User Data against unauthorized access, loss, or destruction. However, no method of data transmission or storage is 100% secure, and the Company cannot guarantee absolute security.
6.5 Data Portability and Deletion
Upon request, the Company will provide you with a copy of your User Data in a standard format. Upon termination of your account, the Company will retain your data for a period of 90 days, after which it may be permanently deleted.
7. Intellectual Property
7.1 Company IP
The Service, including its software, design, features, and content developed by the Company, is the exclusive property of Maxwell Farms and is protected by applicable intellectual property laws. Nothing in this Agreement grants you any ownership interest in the Service.
7.2 Feedback
If you provide suggestions, ideas, or feedback regarding the Service ("Feedback"), you grant the Company a perpetual, irrevocable, royalty-free license to use and incorporate such Feedback without obligation to you.
8. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. THE COMPANY DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS.
THE COMPANY DOES NOT PROVIDE FINANCIAL, TAX, OR LEGAL ADVICE. ALL BUDGETING AND PLANNING OUTPUTS GENERATED BY THE SERVICE ARE FOR INFORMATIONAL PURPOSES ONLY. YOU ARE SOLELY RESPONSIBLE FOR ALL FINANCIAL AND OPERATIONAL DECISIONS MADE IN CONNECTION WITH YOUR FARM OPERATION.
9. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MAXWELL FARMS, ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR YOUR USE OF THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
THE COMPANY'S TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING UNDER THIS AGREEMENT SHALL NOT EXCEED THE TOTAL SUBSCRIPTION FEES PAID BY YOU IN THE 12 MONTHS IMMEDIATELY PRECEDING THE CLAIM.
10. Indemnification
You agree to indemnify, defend, and hold harmless Maxwell Farms and its officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of this Agreement; or (c) your violation of any applicable law or third-party rights.
11. Term and Termination
11.1 Term
This Agreement commences on the date you first access the Service and continues until terminated.
11.2 Termination by You
You may terminate this Agreement by cancelling your subscription and ceasing use of the Service in accordance with Section 4.4.
11.3 Termination by Company
The Company may suspend or terminate your account immediately, without prior notice, if you: (a) violate any provision of this Agreement; (b) fail to pay subscription fees when due; or (c) engage in conduct that the Company reasonably determines to be harmful to other users or to the Service.
11.4 Effect of Termination
Upon termination, your right to access the Service ceases immediately. Sections 6.5, 7, 8, 9, 10, and 13 survive termination of this Agreement.
12. Modifications to This Agreement
The Company reserves the right to update or modify this Agreement at any time. We will provide notice of material changes via email or a prominent notice within the Service no less than 14 days before the changes take effect. Your continued use of the Service after changes take effect constitutes acceptance of the revised Agreement. If you do not agree to the revised terms, you must cancel your subscription and cease using the Service.
13. General Provisions
13.1 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Iowa, without regard to its conflict of law principles.
13.2 Dispute Resolution
Any dispute arising out of or relating to this Agreement shall first be subject to good-faith negotiation between the parties. If the dispute cannot be resolved informally within 30 days, the parties agree to submit the dispute to binding arbitration in Story County, Iowa, under the rules of the American Arbitration Association.
13.3 Entire Agreement
This Agreement, together with the Privacy Policy, constitutes the entire agreement between you and Maxwell Farms regarding the Service and supersedes all prior agreements and understandings.
13.4 Severability
If any provision of this Agreement is found to be unenforceable, the remaining provisions shall continue in full force and effect.
13.5 Waiver
Failure to enforce any provision of this Agreement shall not constitute a waiver of the Company's rights to enforce such provision in the future.
13.6 Assignment
You may not assign or transfer your rights or obligations under this Agreement without the prior written consent of the Company. The Company may assign this Agreement without restriction.
14. Contact Information
For questions regarding this Agreement, please contact:
Maxwell Farms
Roots Portal Support
31075 640th Ave, Maxwell, Iowa 50161
info@rootsportal.com
515-387-1374
Last Updated: June 22, 2026