Privacy Policy

Last updated: January 15, 2025

Flexible Farming Group ("Company," "we," "us," or "our") is committed to protecting the privacy and security of the personal information of our clients, website visitors, and all individuals who interact with our services. This Privacy Policy describes how we collect, use, store, share, and protect personal information when you visit our website, engage our administrative support services, communicate with our team, or otherwise interact with our organization.

This Privacy Policy applies to all information collected through our website, email communications, telephone communications, in-person meetings, and any other channels through which you may provide personal information to Flexible Farming Group. By using our website, engaging our services, or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

We encourage you to read this Privacy Policy in its entirety to understand our practices regarding your personal information. If you have any questions or concerns about this policy or our data practices, please contact us using the information provided at the end of this document.

1. Information We Collect

We collect various types of information from and about individuals who visit our website, inquire about our services, or engage us as clients. The types of information we collect can be broadly categorized as follows:

1.1 Personal Information You Provide Directly

When you fill out a contact form on our website, request a consultation, sign a Service Agreement, or otherwise communicate with us, you may provide us with personal information including, but not limited to:

• Identity information: Your full name, job title, professional designation, and the name of your organization or business.
• Contact information: Your email address, telephone number, mailing address, and any other contact details you choose to provide.
• Business information: Information about your agricultural business, including the type of farming or agribusiness operation you run, the size of your operation, the number of employees, the types of documents and records you manage, and any other information relevant to the scope of services you are seeking.
• Financial information: Billing address, credit card number, bank account information, and other payment details necessary to process payments for our services. We do not store full credit card numbers on our servers; payment processing is handled by secure, PCI-compliant third-party payment processors.
• Communication content: The content of emails, messages, feedback, and other communications you send to us, including any attachments, documents, or files you share with us in connection with our services.

1.2 Information Collected Automatically

When you visit our website, certain information is collected automatically through the use of cookies, web beacons, server logs, and other tracking technologies. This information may include:

• Device information: The type of device you use to access our website, your operating system, browser type and version, screen resolution, and device identifiers.
• Usage information: Information about how you interact with our website, including the pages you visit, the links you click, the time and date of your visit, the duration of your visit, the referring website or source that directed you to our site, and your navigation patterns within our site.
• Network information: Your Internet Protocol (IP) address, Internet service provider, and approximate geographic location based on your IP address.
• Cookie data: Information stored in cookies and similar tracking technologies placed on your device when you visit our website. For more information about cookies, please see Section 5 of this Privacy Policy.

1.3 Information Received from Third Parties

In some cases, we may receive personal information about you from third-party sources, including business partners, referral contacts, public databases, social media platforms, marketing partners, and data analytics providers. This information may include your name, contact details, business information, and publicly available professional information. We use this information in conjunction with the information we collect directly from you to improve our services, customize our communications, and better understand the needs of our clients and prospective clients.

2. How We Use Your Information

Flexible Farming Group uses the personal information we collect for a variety of business and operational purposes, including but not limited to:

• Service delivery: To provide, manage, and administer the administrative support services you have engaged us to perform, including document management, report preparation, database maintenance, and all related activities described in your Service Agreement.
• Communication: To communicate with you about your account, your services, project updates, deliverable schedules, invoices, payment confirmations, and any other matters related to your engagement with us. We may also use your contact information to send you important notices, such as changes to our terms, policies, or service offerings.
• Customer support: To respond to your inquiries, requests, questions, and feedback, and to provide you with technical support and assistance as needed.
• Business operations: To manage our internal business operations, including accounting, auditing, billing, reconciliation, quality control, and compliance monitoring.
• Improvement and development: To analyze usage patterns, identify trends, evaluate the effectiveness of our services, and develop new features, services, and offerings that better meet the needs of our clients and the agricultural industry.
• Marketing and outreach: To send you newsletters, promotional materials, educational content, and other marketing communications that we believe may be of interest to you, subject to your right to opt out of such communications at any time.
• Legal compliance: To comply with applicable laws, regulations, legal processes, and government requests, and to enforce our terms of service, protect our rights and property, and ensure the safety and security of our clients and personnel.
• Fraud prevention: To detect, prevent, and address fraud, unauthorized access, and other illegal activities, and to protect the integrity and security of our systems, networks, and data.

3. How We Share Your Information

Flexible Farming Group does not sell, rent, or trade your personal information to third parties for their own marketing or commercial purposes. We may share your information with third parties only in the following limited circumstances:

3.1 Service Providers

We may share your information with trusted third-party service providers who perform services on our behalf, such as payment processing, cloud storage, email delivery, data analytics, customer relationship management, and information technology support. These service providers are contractually obligated to use your information only for the purposes for which it was shared and to maintain appropriate security measures to protect your data.

3.2 Legal Requirements

We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or if we believe in good faith that disclosure is necessary to: (a) comply with a legal obligation; (b) protect and defend the rights or property of Flexible Farming Group; (c) prevent or investigate possible wrongdoing in connection with our services; (d) protect the personal safety of our clients, employees, or the public; or (e) protect against legal liability.

3.3 Business Transfers

In the event that Flexible Farming Group is involved in a merger, acquisition, reorganization, sale of assets, or bankruptcy proceeding, your personal information may be transferred as part of that transaction. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy, and we will take reasonable steps to ensure that the receiving entity provides a level of data protection consistent with this Privacy Policy.

3.4 With Your Consent

We may share your information with third parties when we have your explicit consent to do so. In such cases, we will clearly explain who the information will be shared with, for what purpose, and obtain your affirmative consent before proceeding.

4. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, to comply with our legal and contractual obligations, to resolve disputes, and to enforce our agreements. The specific retention period depends on the nature of the information and the context in which it was collected.

For active clients, we retain all engagement-related information for the duration of the client relationship and for a period of seven (7) years following the termination of the engagement, in accordance with standard business record-keeping practices and applicable legal requirements. For prospective clients who inquire about our services but do not engage us, we retain contact and inquiry information for a period of two (2) years, after which it is securely deleted from our systems unless you request earlier deletion.

Website usage data, analytics information, and cookie data are generally retained for a period of twenty-six (26) months, after which they are automatically purged from our analytics systems. Anonymized or aggregated data that does not identify any individual may be retained indefinitely for statistical and analytical purposes.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand how visitors interact with our site. Cookies are small text files that are stored on your device when you visit a website. They serve a variety of functions, from remembering your preferences to enabling essential website functionality.

5.1 Types of Cookies We Use

• Essential cookies: These cookies are necessary for the basic operation of our website and cannot be disabled without affecting core functionality. They enable features such as page navigation, access to secure areas, and form submission.
• Performance and analytics cookies: These cookies collect information about how visitors use our website, including which pages are visited most frequently, how long visitors spend on each page, and whether visitors encounter any error messages. We use this information to improve the performance and usability of our website. We may use third-party analytics services, such as Google Analytics, to collect and analyze this information.
• Functionality cookies: These cookies remember choices you make on our website (such as your preferred language or region) and provide enhanced, more personalized features.
• Marketing cookies: These cookies are used to track visitors across websites and to display advertisements that are relevant and engaging to individual users. We may use third-party advertising services that place marketing cookies on your device to deliver targeted advertising based on your browsing behavior.

5.2 Managing Cookies

Most web browsers allow you to manage your cookie preferences through browser settings. You can set your browser to refuse all cookies, to accept only certain cookies, or to notify you when a cookie is being set. Please note that if you choose to disable or block cookies, some features of our website may not function properly, and your browsing experience may be affected. For more information about managing cookies in your specific browser, please consult your browser's help documentation.

6. Data Security

We implement a comprehensive set of technical, administrative, and physical security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include, but are not limited to:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest using industry-standard encryption algorithms
• Access controls that limit access to personal information to authorized personnel on a need-to-know basis
• Regular security assessments, vulnerability scans, and penetration testing of our systems and infrastructure
• Employee training on data security best practices, phishing awareness, and confidentiality obligations
• Secure disposal procedures for physical and electronic records that are no longer needed
• Incident response procedures to quickly detect, contain, and remediate any security breaches or data incidents

While we strive to protect your personal information using commercially reasonable security measures, no method of transmission over the Internet or method of electronic storage is completely secure. Therefore, we cannot guarantee the absolute security of your information. You acknowledge and accept this inherent risk when providing personal information to us or transmitting information over the Internet.

7. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights with respect to your personal information. These rights may include:

• Right of access: The right to request a copy of the personal information we hold about you and to receive information about how we process it.
• Right of correction: The right to request that we correct any inaccurate or incomplete personal information we hold about you.
• Right of deletion: The right to request that we delete your personal information, subject to certain legal exceptions and retention requirements.
• Right to restrict processing: The right to request that we restrict the processing of your personal information in certain circumstances.
• Right to data portability: The right to request that we provide your personal information in a structured, commonly used, and machine-readable format so that you can transfer it to another service provider.
• Right to object: The right to object to the processing of your personal information for certain purposes, including direct marketing.
• Right to opt out of marketing: The right to opt out of receiving marketing communications from us at any time by following the unsubscribe instructions included in our emails or by contacting us directly.

To exercise any of these rights, please contact us using the information provided at the end of this Privacy Policy. We will respond to your request within thirty (30) days, or within the timeframe required by applicable law. We may ask you to verify your identity before processing your request to ensure the security of your personal information.

8. Children's Privacy

Our website and services are not directed to individuals under the age of eighteen (18), and we do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under eighteen, we will take immediate steps to delete that information from our systems. If you believe that a child under eighteen has provided us with personal information, please contact us immediately so that we can take appropriate action.

9. Third-Party Links and Services

Our website may contain links to third-party websites, applications, or services that are not owned or controlled by Flexible Farming Group. We are not responsible for the privacy practices, content, or security of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites you visit before providing them with your personal information. The inclusion of a link to a third-party website on our site does not imply endorsement, sponsorship, or affiliation with that website or its operators.

10. International Data Transfers

Flexible Farming Group is based in the United States, and our servers and systems are located within the United States. If you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using our website or services, you consent to the transfer of your information to the United States and the processing of your information in accordance with this Privacy Policy and applicable United States law.

11. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). These rights may include the right to know what personal information we collect, use, disclose, and sell; the right to request deletion of your personal information; the right to opt out of the sale or sharing of your personal information; and the right to non-discrimination for exercising your privacy rights. Flexible Farming Group does not sell personal information to third parties. To exercise your California privacy rights, please contact us using the information provided below.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes to this policy, we will update the "Last updated" date at the top of this page and, where appropriate, provide additional notice through our website or by email. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website and services after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or your personal information, please do not hesitate to reach out to us. We take privacy seriously and are committed to addressing your inquiries promptly and transparently. You may contact us through any of the following methods: