Privacy Policy

1. Responsible party and contact

Sweet Phoenix Creations (Pty) Ltd is the responsible party or controller for account, subscription, support, security and product-usage information. Contact us or our Information Officer at info@sweetphoenix.co.za.

For personal information a customer enters about its workers, contractors, suppliers or other people, the customer generally decides why and how that information is used. In that context, the customer is the responsible party or controller and Sweet Phoenix processes the information to provide FarmBase.

2. Information we collect

• Account details such as name, email, authentication identifiers, confirmation and login activity.
• Farm and team details, roles, contact information and invitations.
• Operational records you choose to enter, including equipment, livestock, crops, wildlife, inventory, suppliers, workforce, attendance, payroll and uploaded documents.
• Subscription details such as plan, payment status, provider customer or subscription references and transaction metadata. We do not store full payment-card details.
• Device, browser, IP, security, synchronisation, notification, error and support information needed to operate and protect the service.
• Communication preferences and records of service or marketing messages.

3. Why and on what basis we use information

• To create accounts, provide FarmBase, synchronise records, calculate requested outputs and deliver support—necessary to perform our contract.
• To secure farms, prevent abuse, diagnose errors, keep audit records and improve reliability—our legitimate interests and legal duties.
• To process subscriptions and keep financial records—our contract and legal obligations.
• To send essential service, security, trial and billing notices—our contract and legitimate interests.
• To send product news or marketing where you have opted in or law otherwise allows it. You may unsubscribe at any time.
• To comply with law, enforce agreements and protect legal rights.

Where consent is the applicable basis, you may withdraw it without affecting processing already lawfully completed.

4. Workforce and sensitive records

FarmBase may hold identity documents, permits, payroll, health, safety, veterinary or other sensitive operational information if a customer uploads it. Customers must collect only what is necessary, provide required notices, restrict roles and follow local labour, tax, health, animal-welfare and privacy rules. FarmBase should not be used to store unnecessary medical, biometric or children’s information.

5. Service providers and sharing

We do not sell personal information. We share it only as needed with contracted providers that support database and authentication services, hosting and delivery, payment processing, email, monitoring, customer support and professional advice. Current core providers include Supabase, Vercel and Paystack. Apple or Google may process information for a mobile subscription if that option is offered.

We may also disclose information where law requires it, to protect users or the service, in a corporate transaction subject to appropriate safeguards, or when you direct us to do so.

6. International transfers

FarmBase is available internationally and our providers may process information in countries other than yours. We use contractual, organisational and technical safeguards appropriate to applicable law and assess provider security and transfer mechanisms. By inviting users in another country, a customer may also cause farm information to be accessed there.

7. Storage, offline copies and security

We use access controls, farm-level data isolation, encrypted network connections, provider security controls, logging and backups designed to protect information. No system can guarantee absolute security. Keep devices, passwords and user roles secure and notify us promptly of suspected unauthorised access.

FarmBase may store an offline copy and waiting changes in the browser or mobile device so field work can continue without signal. Anyone with access to an unlocked device may be able to access that local information. Signing out, device security and removal of browser or app data affect the copy on that device.

8. Retention

We retain account and farm information while the service is active and for a reasonable period afterward to support recovery, disputes, security and legal duties. Billing, audit and consent records may be kept for longer where law requires. Backups rotate on a controlled schedule and may not be deleted immediately. We delete or de-identify information when it is no longer reasonably needed, subject to legal holds and the rights of others.

9. Your rights

Depending on applicable law, you may ask to access, correct, delete, restrict or object to processing of your personal information, request portability, or withdraw consent. You may also complain to your local privacy authority. We may need to verify your identity and may refuse or limit a request where law permits, including to protect another person’s rights.

Send requests to info@sweetphoenix.co.za. If your request concerns information your farm employer or another FarmBase customer entered, contact that customer first; we will assist the customer where required.

10. Cookies and communications

FarmBase uses essential browser storage and authentication technologies to keep you signed in, preserve offline work, synchronise devices, remember settings and protect the service. Optional analytics or marketing technologies, if introduced, will be disclosed and consent controls will be provided where required.

Essential account, safety, billing and service messages cannot always be opted out of while an account is active. Marketing messages include an unsubscribe mechanism.

11. Children

FarmBase is a business operations service and is not directed to children. Do not create a child’s account or upload children’s information unless you have a lawful, necessary employment or operational reason, appropriate authority and all safeguards required by local law.

12. Complaints and changes

Please contact us first so we can investigate. In South Africa, you may also complain to the Information Regulator. Users in other countries may contact their local data-protection authority.

We may update this Policy as FarmBase, our providers or legal requirements change. We will identify the new effective version and give appropriate notice of material changes.