e-farm.roPrivacy policy (GDPR)
1. Who processes the data
The controller of your account data is e-farm.ro. Contact for any personal-data request: contact@e-farm.ro.
For data you enter about other people (employees, landowners, partners) you are the controller and we act as processor (see also Terms, section 7).
If you are an employee or collaborator of a farm, your data in that farm (assigned tasks, the GPS track if the farmer turned it on, notes) is processed by the farmer, as controller. Requests about that data go to the farmer; we help them technically to honour them. For your user-account data (sign-in, security) we remain the controller.
2. What we process, why and on what basis
| Data | Purpose | Legal basis (GDPR art. 6) |
|---|---|---|
| Account: email, name, password (stored hashed only), profile photo, role, farms you can access, chosen language | Creating and securing the account, sign-in, access rights | Performance of a contract (1)(b) |
| Farm data you enter: parcels and outlines, crops, tasks (including photos and exact spots), field notes, stock, equipment, leases, registers, documents | Providing the service | Performance of a contract (1)(b) |
| Device location (only when you tap “My location” or “Navigate”), photos (only those you choose) | Marking a place on the map, attaching a photo to a task or note | Consent, given at each use (1)(a) |
| GPS track of tasks (the phone position every few dozen seconds, only between “Start” and “Finish” of a task, in the mobile app); for tasks done with a motorised machine (tractor, combine, vehicle, self-propelled sprayer), the machine's position is also shown in real time, every few seconds, while the task is running; after the task ends, the farmer and the engineer see the machine's last position (without the operator's name) until the track is deleted automatically | Field work records: where and how much was worked. The farmer and the engineer of the farm see the track; an employee sees their own | The farmer's legitimate interest as employer (1)(f); only the farmer can turn it on, for their own farm, and is responsible for informing employees. We process the data as a processor, on the farmer's instructions |
| Billing and subscription: plan, periods, billing details (card payment is handled by the payment processor; we neither see nor store card data) | Subscription, invoices, accounting obligations | Contract (1)(b) and legal obligation (1)(c) |
| Security logs: IP address, time and result of sign-ins, failed attempts, important actions | Preventing unauthorised access and abuse | Legitimate interest (1)(f) |
| Technical error reports (production only) | Fixing defects | Legitimate interest (1)(f) |
| Service emails (confirmation, invitations, forgotten password, task notifications) | Running the service | Contract (1)(b) |
| Questions to Farmi (the automated assistant, in the web and mobile apps) and the farm data needed for the answer, fetched by the assistant only for your question and only within your own access rights: tasks, parcels, stock, equipment, weather, names of assigned people | Generating the answer. The assistant can only read data and suggest actions; it changes nothing by itself | Contract (1)(b) |
We remove location metadata (EXIF/GPS) from uploaded photos before saving them. We do not process special categories of data and we do not take automated decisions with legal effects on you; the assistant's answers are indicative.
3. Who receives the data
Only the providers we need to run the platform, under data-processing contracts, and only the data strictly necessary:
- Hosting and file storage (servers, database, photos and documents, backups): the infrastructure provider (Railway) and an S3-compatible object-storage service.
- Email delivery (confirmations, invitations, forgotten password, notifications): Resend; it receives the recipient's address and the email content.
- Push notifications: Google Firebase Cloud Messaging; it receives the phone's technical token and the notification title and text. If you have not turned notifications on in the app, nothing is sent.
- Payments: Stripe (we neither see nor store card data).
- Error monitoring: Sentry, production only, with no passwords or personal data in reports.
- Maps: Mapbox and OpenStreetMap (they receive your IP address and the area shown). Weather: Open-Meteo (receives coordinates only). Satellite imagery: Sentinel Hub / Copernicus (they receive the outline of the parcels analysed).
- Farmi, the automated assistant: Anthropic; it receives your question and the farm data needed for the answer (see the table above). We do not store conversations on our server. Under our contract with the provider, data sent through the API is not used to train models.
- Official services and integrations: ANAF (tax-ID checks, public data) and, if you turn the integration on, SmartBill (with your key, stored encrypted).
People in your farms see farm data according to their role. We may disclose data to authorities where the law requires it.
Some providers (for example Anthropic, Stripe, Sentry, Resend, Mapbox, Google) may process data outside the European Economic Area; in that case we rely on standard contractual clauses or adequacy decisions.
4. How long we keep data
- Account and farm data: as long as you have an account; after the account is deleted we delete or anonymise them, except what the law requires us to keep (for example accounting documents, 10 years).
- GPS tracks of tasks: the period chosen by the farmer (12 months by default, between 1 and 36 months), then deleted automatically; they are also deleted with the farm or the account.
- Security and activity logs: 12 months by default (the activity log contains the IP address), then deleted automatically.
- In-app notifications and messages: 6 months by default, then deleted automatically.
- Requests about your data (access, erasure, etc.): 3 years after closing, as proof of how we handled them.
- Proof of acceptance of the Terms and the Policy: the date, the document version and a hash of the IP address are kept as long as needed as proof of consent, including after the account is deleted.
- Conversations with Farmi: not kept on the server; in the browser they last only while the tab is open.
- Backups: overwritten in their normal rotation.
5. Cookies, local storage and the mobile app
We use strictly necessary cookies only, which do not require consent: the sign-in session (sessionid; if you tick “Remember me” it lasts 30 days, otherwise it is removed when the browser closes), protection against request forgery (csrftoken) and the chosen language (django_language). We do not use analytics, advertising or tracking cookies. Fonts and maps are loaded from external providers, which may receive your IP address.
The browser also keeps, strictly for operation, the chosen theme (light or dark), the fact that you read the cookie notice and the current conversation with Farmi (cleared when the tab closes).
The mobile app keeps on the phone, in secure storage, the sign-in token, plus preferences (language, theme) and the queue of operations made without signal. It contains no ads or tracking tools. Location is used only when you ask for a feature that needs it (for example “My location”) or, if the farmer turned on GPS tracking, between “Start” and “Finish” of a task, with a visible notification while it records; you can switch the permission off at any time in the phone settings. Error reports carry technical data, not farm content.
6. Your rights
You have the right of access, rectification, erasure, restriction, portability and objection, and to withdraw consent at any time. You can exercise them directly from My data (download your data as a JSON file, file a request for access, correction, erasure or portability and follow its status, or delete your account; an account that created farms is deleted after the farm is permanently deleted or transferred, and deleting a farm deletes all its data) or by writing to contact@e-farm.ro. We answer within 30 days; if you are a member of a farm, the request reaches the farmer (the controller of the farm data), who handles it, and we can take it over. An account managed by a farmer is not erased outright, so that the work history stays: its personal data (name, email, photo, GPS tracks) is anonymised, and the farm registers keep the name as text marked “deleted account” where the law requires knowing who performed the work. You may also lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP, dataprotection.ro) or with the authority of your country.
7. Security
Passwords are stored hashed, connections use HTTPS, data access is role- and farm-based, and repeated failed sign-ins are temporarily blocked. We keep an internal register of security incidents and, if a breach may create a risk for people, we notify ANSPDCP within 72 hours and, where required, the people affected.
When we change the Terms or this policy, we ask you to accept the new version at your next sign-in (web) or in the mobile app.
8. Changes
If we change this policy we publish the new version here and, for important changes, tell you in the app.