Privacy Policy

01 ·Who is responsible for your data

The controller of your personal data is SC AGROGIS TECH S.R.L., with its registered office at Str. Pictor Ion Andreescu 32B, Camera 3, Giurgiu, România, registered with the Romanian Trade Register under J2022000590521, CUI 46324960 ("AGROGIS", "we"). This policy covers the www.agrogis.ro website and the AGROGIS platform.

For any question about your personal data, write to dpo@agrogis.ro; the mailbox is handled by the AGROGIS team responsible for data protection. For anything else: contact@agrogis.ro.

02 ·Our role and your organisation's role

AGROGIS is the controller for: accounts and sign-in, billing, our communication with you, support, security, the website and its forms, and the farm data you enter about yourself and your own farm.

When you use AGROGIS for an organisation and record information about other people — team members you invite, employees or contractors named in records, people visible in photos — your organisation is the controller of that information and AGROGIS processes it on its behalf, under the data processing terms in section 11 of the Terms. The same applies to the routes recorded when team members use field guidance: they are the organisation's work records. If you are one of those people, please send requests about that information to the organisation first; we will help it respond.

03 ·What data we collect and where it comes from

We collect what we need to provide AGROGIS. Most of it comes from you or from your organisation; where it comes from somewhere else, we say so.

• Account and profile: name, e-mail address, phone number, company or farm name, the location you enter, profile picture, language and — for paid plans — billing address, VAT number and tax ID. If you sign in with Google, Google gives us your name, e-mail address and profile picture.
• Sign-in and security: your password, which our hosting provider stores only as a hash; sign-in times; your two-step sign-in setting and the devices you chose to remember.
• Organisation and team: the organisations you belong to and your role in each. If an owner invites you, we receive your e-mail address from them.
• Farm data: farms, parcel boundaries, crops and seasons, work records (for example the spray register, jobs, expenses and equipment), field issues with their photos and locations, soil analyses, prescription maps, notes and alert settings — plus what the platform derives from them: vegetation indices, weather for your parcels, and EUDR and ISCC reports.
• Device location: when you ask the app to find you, for example to centre the map or to place a pin on a field issue — it is saved only if you save that pin — and, while a field-guidance session is running, the device's position throughout the session. When the session ends it is saved in the organisation's records, linked to the operation where there is one, as the route driven and the area covered, with the driver's name and the start and end times. Until then a checkpoint is kept on the device, so that an interrupted session can be recovered (section 11).
• Billing: plan, subscription status, invoices and payments (amount, date, type of payment method). You enter card details with Stripe; they never reach us.
• Support and feedback: your tickets — subject, category, messages and attachments (images or PDF, up to 10 MB each) — the technical details we show you before you send a ticket (page, language, device, app version, screen size, time zone, browser), and our team's replies and internal notes. Also the feedback and problem reports you send with Send feedback: the type, title and description, the steps and the expected and actual behaviour you describe, attachments (images or PDF, up to 5, of up to 10 MB each), the page you were on, your e-mail address and device details (browser, window size, time zone, language, platform), and our team's notes on them.
• Conversations with John, the AI assistant: if you use John, the questions you ask and its answers, with the sources it cites, the kinds of data it looked up and the model that answered; the ratings and reports you send about an answer; when you agreed to John's notice, in which language and on which platform; and how many questions you asked each day. If you ask John by voice (Premium plan), the recording of your voice, only while it is turned into text; your voice is not used to identify you. If you leave the app before John finishes an answer, a notification that the answer is ready, without the text of the question or the answer.
• Communications: the e-mails we send you (type, address, time, delivery status), in-app notifications, and push-notification subscriptions if you turn them on.
• Acceptance records: which version of the Terms, of this policy and of the conditions for John, the AI assistant, you accepted or withdrew, when, in which language, with your IP address and browser identifier (user agent).
• Enquiries: what you send us through the contact or irrigation forms on the website — name, e-mail, phone, company, farm size, region and message.
• Website use: if you accept analytics, aggregated visit statistics from Plausible (section 11). Our hosting providers also process technical request data — IP address, browser, time — to deliver and protect the service. To limit abuse, AGROGIS itself keeps, with each message sent through a website form (contact, drone quote, irrigation), a code derived from your IP address that changes every day (not the address itself); and when a browser reports that our security policy blocked something on a page, it keeps that report: the addresses of the page and of what was blocked, without their query, the rule broken, the first characters of the blocked code and its position, the browser identifier and the same daily code.

04 ·Why we use your data, and on what legal basis

The GDPR allows us to use personal data only on a legal basis (Article 6(1)). Ours are:

• Providing AGROGIS — your account, farm data, imagery, reports, alerts, team, trial, support and your feedback: performance of the contract with you, Art. 6(1)(b).
• John, the AI assistant — answering the questions you ask it: performance of the contract, Art. 6(1)(b). Reviewing an answer you report to us, to correct John and keep it safe: our legitimate interest, Art. 6(1)(f). Before John reads anything, the app shows you what it sends and to whom and asks you to agree; you can withdraw that agreement at any time in John's menu, and John then stops until you agree again.
• Billing and accounting — payments, invoices and the records accounting and tax law requires: contract and legal obligation, Art. 6(1)(b) and (c).
• Service e-mails and notifications (section 5): contract, Art. 6(1)(b).
• Answering enquiries from the website: steps you ask for before a contract, or our legitimate interest in answering you, Art. 6(1)(b) or (f).
• Security and proof — preventing abuse and fraud, keeping an activity log, recording acceptances of the Terms, of this policy and of the conditions for John: our legitimate interest in protecting the service and its users and in being able to show what was agreed, Art. 6(1)(f).
• Website statistics with Plausible: your consent, Art. 6(1)(a), which you can withdraw at any time.
• Keeping EUDR and ISCC evidence after an account closes: the legitimate interest of the customer, its buyers and AGROGIS in the evidence remaining available for 5 years, the period for which due-diligence records must be kept under Regulation (EU) 2023/1115, Art. 6(1)(f).
• Legal obligations — for example answering requests from authorities: Art. 6(1)(c).

Where we rely on legitimate interest, you can object (section 10). Your account details are needed to conclude the contract; without them we cannot create an account.

05 ·E-mails and notifications

• Service e-mails are part of the service and cannot be switched off while you have an account — for example confirming your e-mail address and password changes, sign-in codes, payment confirmations and failed payments, reminders 30 and 7 days before a yearly renewal, the end of a trial, a locked account and the warnings 30 and 7 days before deletion, team invitations, replies to your support tickets, and service notices such as planned maintenance or important changes to the service or to these documents.
• Alerts — weather and field alerts — are e-mails you choose in Settings, under notifications; each one has a one-click unsubscribe link.
• Push notifications are sent only if you turn them on in Settings. They travel through the push service of your browser's maker (for example Google, Mozilla or Apple), encrypted so that the push service cannot read them.
• In-app notifications are deleted after 90 days.
• No marketing. We do not send newsletters or promotional e-mails. If that changes, we will ask for your consent first.

06 ·Who receives your data

We share personal data only as far as each recipient needs it.

Service providers acting on our instructions (processors)

• Supabase, Inc. (USA) — database, sign-in, file storage and server functions. Our project runs in its EU region, in Frankfurt, Germany.
• Vercel Inc. (USA) — hosting and delivery of the website and the web app.
• Resend (Plus Five Five, Inc., USA) — sending our e-mails; our sending domain uses its EU region (Ireland).
• Sinergise Solutions d.o.o. (Slovenia), operator of Sentinel Hub — satellite image processing. It receives parcel boundaries and dates, not your name. Requests are processed in its Frankfurt region; Landsat requests in its US region (Oregon).
• OpenMeteo GmbH (Switzerland) — weather forecasts; receives the coordinates of your farms and parcels.
• Planet Labs PBC (USA) — only if you order PlanetScope imagery; receives the boundaries of the parcels concerned.
• Pessl Instruments GmbH (Austria) — only if you connect a METOS weather station; receives the station's identifiers.
• Plausible Insights OÜ (Estonia) — website statistics, only if you accept analytics.
• OpenAI Ireland Ltd (Ireland) — runs the artificial-intelligence model behind John, only when you ask John a question. It receives the question and the conversation's recent messages; the page you asked from (the address in the app, the parcel or farm open on screen and, on the satellite imagery page, the map and the date of the image shown), whether you are the account owner or a team member, whether you use the website or the mobile app, and whether your plan includes the weather forecast; the farm data John looks up to answer — farm and parcel names, the farm's country, areas, crops, seasons and observed growth stages, satellite index statistics with their dates, weather figures for the farm and short extracts (up to 200 characters) from your jobs and field issues; and passages from AGROGIS's own help texts. If you ask by voice, it also receives the recording, to turn it into text; AGROGIS does not keep the recording. It does not receive your name, your e-mail address, your parcel boundaries or the coordinates of your farms. OpenAI states that data sent to its API is not used to train or improve its models; it keeps it in abuse-monitoring logs for up to 30 days, unless the law requires longer or it is needed to protect its services. OpenAI may process the data outside the European Economic Area, including in the United States (section 7).
• Our e-mail hosting provider (Romania) — the mailboxes that receive what you write to contact@agrogis.ro and dpo@agrogis.ro.

Recipients that decide for themselves how they use the data

• Stripe Payments Europe, Limited (Ireland) — processes your payments and, under its own privacy policy, uses payment data for fraud prevention and its legal obligations.
• Google Ireland Limited — only if you choose to sign in with Google.
• Map services your browser contacts when you open a map — Esri (satellite base map), the OpenStreetMap Foundation (street map and place search) and Cloudflare (map marker images). They receive your IP address and the map area or search text, not your account details.
• Public protected-area services queried during ISCC analyses — the European Environment Agency (Natura 2000) and UNEP-WCMC (World Database on Protected Areas), with a copy hosted by Esri as fallback. They receive only the rectangle that encloses the parcels analysed.

Other recipients

• Your organisation: the owner and team members see the organisation's farm data according to their role.
• AGROGIS staff: authorised staff can access account and farm data through our administration tools, to provide support, fix faults, handle billing and meet legal obligations. They do not read your conversations with John: only an answer you report, with the question that produced it, becomes visible to them.
• Advisers: our accountant and legal advisers, bound by confidentiality, as far as they need it.
• Authorities: for example ANAF, the courts or ANSPDCP, when the law requires it.
• A successor: if the AGROGIS business is transferred to another company; we would tell you in advance.

07 ·Transfers outside the European Economic Area

Some providers are established in, or may access data from, the United States (Supabase, Vercel, Resend, Planet Labs, Esri), and Landsat requests are processed in Sentinel Hub's US region. OpenAI Ireland Ltd may pass the data John sends to other OpenAI companies or providers outside the EEA, including in the United States. OpenMeteo is in Switzerland.

These transfers rely on a European Commission adequacy decision — for Switzerland, and for US companies certified under the EU-US Data Privacy Framework — or on the Commission's standard contractual clauses included in the provider's data processing terms. You can ask us for a copy of the safeguards that apply at dpo@agrogis.ro.

08 ·How long we keep data

• While your account is active: for as long as the account exists. You can delete individual records at any time, except spray-register entries, which can only be withdrawn, and field-guidance sessions (below).
• Locked account — after a cancellation, an unpaid subscription or a trial that was not converted: 6 months after access ends (for a trial, after the trial ends). We e-mail you 30 days and 7 days before, then delete the account and its data.
• Account you delete in Settings: deleted immediately. While an EUDR or ISCC analysis for your account is still running, the deletion is refused and nothing is deleted until the analysis has finished or been stopped, which takes at most 30 minutes.
• Invoices and payment records: 10 years, as Romanian accounting law requires; after the account is deleted they are no longer linked to a login.
• EUDR and ISCC reports: 5 years from the most recent report, also after the account is deleted. We keep the reports and their PDFs — including the e-mail address recorded in them and printed on the PDFs — and the organisations you owned, with their name, farms, parcels and the records attached to the parcels (for example crop seasons, imagery history, the spray register and field-guidance sessions). An EUDR or ISCC analysis that stopped without results is not kept: it is deleted with the account. Your account, sign-in details and profile are deleted, together with the records created under your account, such as jobs, field issues and expenses.
• Field-guidance sessions (route driven, area covered, driver's name, start and end times): kept in the organisation's records for as long as the organisation exists. They cannot be deleted in the app, because they are the record of the work done; the organisation's owner can ask us to delete one. They are deleted with the organisation, subject to the EUDR and ISCC exception above. They are not removed when a team member deletes their own account: the link to that account is removed, and the name recorded as driver stays.
• Acceptance records: for up to 3 years after the account is closed — the general limitation period under Romanian law — detached from the deleted account.
• Activity log (important actions such as plan changes and deletions): for as long as needed for security and to resolve disputes, and no longer than 3 years after the account is closed.
• Support tickets, feedback reports and their attachments, e-mail log: for as long as the account exists; deleted with it.
• Website enquiries: for as long as needed to answer and follow up.
• In-app notifications: 90 days. Push subscriptions: until you turn push off, or 7 days after your browser's push service reports them invalid.
• Conversations with John: 90 days after the last message, then deleted automatically, together with any answer you reported; you can delete one conversation or all of them at any time in John's menu. John's daily question counts: 400 days. Your agreement to John's notice: until you withdraw it or delete your account. Voice recordings for John: not kept — they pass through AGROGIS to OpenAI and are not saved; the text remains only if you send it as a question.
• Technical logs of our hosting providers: for the short periods their services set.
• Browser reports about our security policy: 14 days.
• Backups: deleted data may remain in our hosting provider's encrypted backups for a limited time, until they are overwritten.
• Analytics: Plausible keeps only aggregated statistics; no identifier lasts longer than 24 hours.

09 ·How we protect your data

• Every connection to AGROGIS is encrypted (HTTPS/TLS).
• Our hosting provider encrypts stored data (AES-256) and stores passwords only as bcrypt hashes.
• Access to data is checked by the database on every request, account by account and organisation by organisation.
• You can turn on two-step sign-in with an e-mail code.
• Your sign-in session is kept in your browser's local storage, not in a cookie; sign out when you use a shared device.
• If a personal-data breach occurs, we notify ANSPDCP within 72 hours of becoming aware of it where the GDPR requires, and we tell you without undue delay if it is likely to result in a high risk to you.

10 ·Your rights

You have the right to:

• access your data and receive a copy (Art. 15);
• have inaccurate data corrected (Art. 16);
• have your data erased (Art. 17), subject to the retention in section 8;
• restrict processing (Art. 18);
• receive your data in a machine-readable format and have it transmitted to another provider (Art. 20);
• object to processing based on legitimate interest (Art. 21);
• withdraw your consent at any time, without affecting earlier processing (Art. 7(3));
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects on you (Art. 22). AGROGIS makes no such decisions, apart from applying the terms you agreed to — for example locking access when a trial ends or a payment stays unpaid. You can ask a person at AGROGIS to review any such step;
• lodge a complaint with ANSPDCP (section 15) or with the supervisory authority of the EU country where you live or work.

Many rights work directly in Settings: Privacy & data (export your account data as a JSON file, delete the account, change your cookie choice), the notifications section and Legal documents. For anything else, write to dpo@agrogis.ro. We answer within one month; for complex requests we may extend this by two more months and will tell you why. We may ask you to confirm your identity. Exercising your rights is free.

The export in Settings contains your profile, the farms and parcels of the organisations you belong to, the records created under your account, the EUDR and ISCC reports you generated, invoices, support tickets, acceptance records and your conversations with John, and links valid for one hour to the files stored under your account. It does not contain the internal notes our team writes on your support tickets, or the records the organisation keeps for its parcels, such as crop seasons, the spray register, field-guidance sessions and the zones of prescription maps; ask for them at dpo@agrogis.ro and we will provide them as far as the law allows. The other downloads — report PDFs, the spray register, prescription maps — are described in section 10 of the Terms. Step-by-step guidance: GDPR rights.

11 ·Cookies and browser storage

The site uses your browser's local storage for what it needs to work: your sign-in session, your cookie choice, your language and display preferences, a "remember this device" token for two-step sign-in (30 days) if you choose it, and, while a field-guidance session is running, a checkpoint of it (route, area covered, parcel and driver's name), so that it can be recovered if the app closes. The app sets one cookie, which remembers whether its side menu is open (7 days). Plausible statistics load only after you click Accept in the cookie banner; Plausible sets no cookies and does not store your IP address. You can change your choice at any time in Settings → Privacy & data, or by clearing this site's data in your browser. Details: Cookies Policy.

12 ·Children

AGROGIS is a service for farms and is not intended for anyone under 18. We do not knowingly collect their data; if you believe we have, write to us and we will delete it.

13 ·Confirming that you have read this policy

When you sign up, and after important updates, we ask you to confirm that you have read this policy and the Terms, and we keep a record of that confirmation (section 3). It records that you were informed; the legal bases for using your data are those in section 4.

You can withdraw your confirmation in Settings → Legal documents. Because we cannot provide the service without it, you are then signed out until you confirm again. To stop using AGROGIS and remove your data, delete your account in Settings → Privacy & data.

14 ·Changes to this policy

We update this policy when the way we process data changes. The version, the date it took effect and a summary of what changed are shown at the top of this page. We announce important changes in the app or by e-mail and ask you to confirm the new version at your next sign-in.

We publish this policy in Romanian, English, Italian and Spanish. If the versions differ, the Romanian text prevails.

15 ·Contact and complaints

• Data protection: dpo@agrogis.ro
• Post: SC AGROGIS TECH S.R.L., Str. Pictor Ion Andreescu 32B, Camera 3, Giurgiu, România
• Supervisory authority in Romania: Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP, the national data protection authority), B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, 010336 București · anspdcp@dataprotection.ro · dataprotection.ro