Privacy Policy

PaddockLedger is run by Fly the Farm (NSW) Pty Ltd (ABN 33 679 857 722). This policy explains what personal information we handle, why, who we share it with, and how you can access or correct it. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Two kinds of information

• Account information - about the people who log in to PaddockLedger. We're responsible for this.
• Farm records - what each farm enters about its own staff, contractors, visitors and customers. The farm decides what goes in and why; we store and process it on the farm's behalf. If you're in a farm's records (for example, you signed a visitor register) and want to see or change that information, ask the farm first. You can also contact us and we'll help.

What we collect

About account holders and users:

• name, email address, phone number and role on the farm;
• chemical licence or ChemCert number and expiry, if you add them;
• the farm or business name, address, property details, PIC and NGR;
• who entered or changed each record, and when;
• billing details when paid plans start (card details go straight to our payment provider - we never see or store full card numbers).

In farm records, depending on what a farm uses:

• staff tickets and licences, including photos of cards;
• inductions and signatures;
• incident reports, which may include details of an injury - this is health information and we treat it with extra care;
• visitor register entries: name, phone, company, vehicle, where the person has recently been, sign-in and sign-out times;
• customer and client names and contact details, and buyer signatures on vendor declarations;
• photos and files attached to records.

Technical information:

• your device's location, only if you tap "use my location" to set a property's position for weather - it's saved as the property location, not tracked;
• basic logs kept by our hosting providers (such as IP address, browser type and time of request) for security and fixing faults;
• cookies that keep you logged in. We don't use advertising or tracking cookies, and we don't use third-party analytics.

Why we use it

• to provide the Service - showing records to the right people, sending invites, password resets, reminders and the weekly email, and sending vendor declarations when a farm asks us to;
• to keep the Service secure and fix problems;
• to bill paid plans and keep tax records;
• to contact account owners about their account, changes to the Service or these policies;
• where the law requires it.

We don't sell personal information, rent it out, or use it for advertising. We don't send marketing emails to people in farm records.

Automated calculations

The app works some things out automatically - withholding and clear dates, service and expiry reminders, stock on hand and a spray-conditions guide. These are calculations about records, chemicals, machinery and weather. They don't make decisions about individuals, and a person on the farm always decides what to do.

Who we share it with

We use a small number of service providers to run PaddockLedger. They only get what they need to do their job:

• Supabase - database, file storage and logins. Your records and files are stored in Sydney, Australia.
• Vercel - hosts the app. The app runs on servers in Sydney; pages are delivered through Vercel's worldwide network.
• Resend - sends our emails (invites, password resets, reminders, declarations). It handles recipients' email addresses and email content, and may process them in Japan or the United States.
• Open-Meteo - weather forecasts. We send it only the latitude and longitude of the property - no names or other details. Its servers are in Europe.
• A payment provider (such as Stripe), once paid plans start - handles card payments and may process them overseas.

Inside a farm account, information is shared with that farm's users according to their role. Information from one farm is never visible to another farm. We share a vendor declaration with a buyer only when the farm sends it.

We may also disclose information if the law requires it - for example, a court order - or to protect someone's safety. Where it's lawful, we'll tell the affected farm first.

How we protect it

• all connections are encrypted, and stored data is encrypted by our providers;
• database-level security rules keep each farm's records separate, and limit what staff can see compared with owners and managers;
• files and photos are private and only open through short-lived links;
• shared links (vendor declarations, visitor sign-in) use long random codes and show only what they need to;
• we only access a farm's records ourselves when we need to fix a problem or the farm asks for help.

How long we keep it

• Farm records are kept while the farm account is active. The farm decides how long to keep them, and record-keeping laws may require some records to be kept for several years.
• When a farm account is closed, we keep its records for 90 days and then delete them. Copies in providers' backups are overwritten in their normal cycle.
• We keep billing and tax records for as long as tax law requires.

Data breaches

If we become aware of a breach that's likely to cause serious harm, we'll tell the affected farms and people as soon as we can, explain what happened and what to do, and notify the Office of the Australian Information Commissioner where that's required.

Seeing or correcting your information

You can see and update most of your own details in Settings. To ask for a copy of the information we hold about you, or to correct it, email matt@flythefarm.com.au. We'll respond within 30 days. If the information is in a farm's records, we may ask the farm to deal with it, since they control those records.

You can use the Service under a nickname where that's practical, but farm records usually need real names to meet legal requirements.

Complaints

If you're unhappy with how we've handled your information, email matt@flythefarm.com.au and we'll respond within 30 days. If you're still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes

We'll update this policy when things change, and show the date at the top. If a change is significant, we'll email account owners. See also our Terms of Service.

Contact

Fly the Farm (NSW) Pty Ltd (ABN 33 679 857 722) trading as PaddockLedger
Email: matt@flythefarm.com.au