Privacy Policy

FarmVoice Records is operated by Nature's Way Soil & Vermicompost LLC ("FarmVoice," "we," "us," or "our"). This policy explains what information we collect, why we use it, and the choices available to you when you use farmvoicerecords.com and related FarmVoice services.

Information we collect

We may collect account information such as your email address, farm membership, employee number, and role. We also process information you choose to enter or record, including farm records, field information, schedules, job details, pesticide and input records, notes, photos, time entries, approval status, and other operational records.

When you use GPS-enabled features, FarmVoice may collect latitude, longitude, estimated accuracy, and the time of the location reading. GPS is captured only when a feature requests it, such as a record capture, clock-in, or clock-out. FarmVoice does not use continuous background employee tracking.

Voice, AI, payments and analytics

When you request voice transcription or suggested record fields, we send the audio or note text to the configured AI provider through Vercel AI Gateway. Review the output before saving. We do not store raw audio in our farm database; it remains available in your browser until you leave the page. Provider processing is subject to its applicable terms.

Stripe processes checkout and subscription payments. We store subscription identifiers and status, not card numbers. Vercel Web Analytics measures visits and events such as completed signup and trial creation. We do not include record contents, email addresses or farm identifiers in those events.

Offline queued records are stored in your browser under your account until cloud delivery succeeds. Signing out hides them but does not remove them. Export pending records before clearing browser storage or replacing a device.

QuickBooks Online

If a farm owner chooses to connect QuickBooks Online, FarmVoice uses Intuit's authorization process to obtain permission to access the connected QuickBooks company. We do not ask for or store your QuickBooks password. We may store the connected company identifier, company name, authorization tokens, employee mappings, synchronization status, and identifiers returned by QuickBooks. Authorization tokens are stored server-side and encrypted before database storage.

FarmVoice sends only the information required for the selected integration workflow, such as approved employee time, work date, duration, employee mapping, and job or field description. Detailed GPS coordinates and farm compliance records are not intentionally sent to QuickBooks as part of the approved-time synchronization workflow.

How we use information

We use information to provide and secure the service, authenticate users, maintain farm records, support scheduling and timekeeping, prepare payroll-ready information, connect requested third-party services, process subscriptions, troubleshoot problems, prevent abuse, and improve FarmVoice.

Service providers

FarmVoice uses service providers to operate the application. Depending on the feature you use, these may include hosting and deployment providers, database and authentication providers, email delivery providers, payment processors, and connected services such as Intuit QuickBooks Online. These providers process information only as needed to provide their services and are subject to their own privacy and security terms.

Payments

If FarmVoice enables online subscription payments, they may be processed by Stripe or another payment processor. FarmVoice does not intentionally store full payment-card numbers in its application database. Payment information submitted to a payment processor is handled under that provider's own terms and privacy practices.

Data retention and deletion requests

Account and farm deletion requests are handled by support. Deleting a login does not automatically delete shared farm records, crew rosters, time entries, review history, record revisions, or storage usage records. We review related records and files together to preserve shared access and any applicable retention obligations. Contact james@farmvoicerecords.com to request deletion; we will explain any information that must be retained and why. Export your records before requesting deletion.

We retain account and farm records for as long as needed to provide the service, meet legitimate business and legal obligations, resolve disputes, and enforce agreements. Retention periods may vary by record type. Farm owners are responsible for keeping any records they are legally required to preserve independently of FarmVoice.

Your choices

You may choose not to grant microphone, camera, or location permission, although some features may be limited. A farm owner can disconnect QuickBooks Online from the FarmVoice QuickBooks integration page and can contact us for assistance with account or farm-data requests. Disconnecting removes FarmVoice's stored connection and stops future synchronization, but it does not delete information already sent to QuickBooks.

Security

We use administrative, technical, and organizational safeguards designed to protect information. No internet service can guarantee absolute security, and users should protect their sign-in links, devices, and connected accounts.

Children

FarmVoice is intended for business and farm operations and is not directed to children under 13.

Changes to this policy

We may update this policy as FarmVoice changes. The effective date at the top of this page will be updated when material revisions are posted.

Contact

Questions about this policy or privacy requests may be sent to james@farmvoicerecords.com.

See also the FarmVoice Records Terms of Use and End-User License Agreement.