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Privacy Policy

Last updated: 13 June 2026

This policy explains how FarmRecord("we", "us") collects, uses and protects your personal data when you use our website and application at www.farmrecord.co.uk. FarmRecord is operated by FarmRecord Ltd (company no. SC892495), registered office 1 Quay Street, Port Bannatyne, PA20 0NL. We are the data controller for the personal data described below.

Information we collect

  • Account details — your name, email address, an encrypted password, and the name and type of your farm or contracting business.
  • The records you create — the compliance information you enter or upload, including spray, fertiliser and livestock-medicine records, fields and crops, livestock groups, operators and certificates, machinery, and documents you add to your vault. This is your data; we process it only to provide the service to you.
  • Payment details — when you subscribe, your card payment is handled directly by our payment processor, Stripe. We never see or store your full card number; we keep only a customer reference, your plan, and your subscription status.
  • Technical data— basic information your browser sends automatically, such as device type and IP address, plus the essential cookies that keep you signed in. We don't use advertising or third-party tracking cookies.

How we use your data, and our legal basis

  • To provide and run the service, including storing your records and generating audit packs — performance of our contract with you.
  • To take payment and manage your subscription — performance of our contract.
  • To send you service messages and certificate/expiry reminders — our legitimate interest in providing a useful service, and our contract with you.
  • To keep the service secure, prevent abuse and fix problems — our legitimate interests.
  • To send occasional product news, only if you've opted in — your consent, which you can withdraw at any time.

Who we share it with

We don't sell your data. We share it only with the service providers (sub-processors) that help us run FarmRecord:

  • Supabase — secure database, authentication and file storage (where your account and records are held).
  • Stripe — payment processing.
  • Vercel — application hosting and privacy-first, cookieless web analytics.
  • Resend — sending reminder and service emails.

Each is bound to protect your data and to use it only on our instructions. We may also disclose data where we're required to by law.

Where your data is held

Your data is hosted by the providers above. Some of them may process data on servers outside the United Kingdom. Where that happens, the transfer is protected by appropriate safeguards, such as the UK International Data Transfer Agreement or equivalent standard contractual clauses.

How long we keep it

We keep your data for as long as your account is active. If you cancel, you can export your records first; we then delete or anonymise your personal data within a reasonable period, except where we're required to keep certain records (for example, billing records for tax purposes).

Keeping your data secure

We protect your data with encryption in transit, access controls, and database rules that keep each organisation's records separate. No system is perfectly secure, but we take reasonable steps to protect your information and to notify you of any serious breach as required by law.

Your rights

Under UK data protection law you have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive a copy in a portable format. Where we rely on your consent, you can withdraw it at any time. To exercise any of these rights, email us at hello@farmrecord.co.uk.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies & local storage

We keep this deliberately minimal. There is no advertising and no cross-site tracking — no advertising cookies, no ad pixels, no social embeds — and our fonts are served from our own domain, not a third-party CDN. We use one privacy-first, cookieless analytics tool (Vercel Web Analytics) to count visits and see which pages are used; it sets no cookies, stores nothing on your device, and never tracks you across other sites. Because nothing non-essential is stored on your device, we don't show a cookie consent banner; instead we tell you here exactly what is stored, why, how long it lasts and how to remove it. A first-time, signed-out visitor is given no cookies at all.

One essential cookie, when you're signed in. A single session cookie (named sb-…-auth-token) keeps you logged in. It is set only after you sign in, holds your session, and is removed when you sign out or it expires. Without it you couldn't stay logged in, so it is strictly necessary — there are no other cookies.

Local storage on your device, for offline use.So you can record jobs in the cab with no signal, the app stores two things in your browser's local database (IndexedDB): your unsynced draft records, and a cache of your reference data(your farms, fields, animal groups and products) so the in-cab pickers work offline. We also keep a small note of interface choices you make — for example, that you've dismissed the “install the app” prompt, so we don't ask again. All of this stays on your device only, is never used to track you, and exists solely to make the app work for you.

How long it lasts, and removing it.Draft records remain on your device only until they sync to your account; the reference cache refreshes when you're back online. You can clear all of it at any time by signing out and clearing this site's data in your browser settings — anything already synced stays safe in your account.

Children

FarmRecord is a business tool and isn't intended for use by anyone under 18.

Changes to this policy

We may update this policy from time to time. We'll change the date at the top, and for significant changes we'll let you know in the app or by email.

Contact

For any privacy question or request, contact FarmRecord Ltd (company no. SC892495), 1 Quay Street, Port Bannatyne, PA20 0NL, at hello@farmrecord.co.uk.