Privacy Statement

Effective 9 November 2026

Intecrop ("Intecrop" or the "Company") is committed to protecting the privacy of individuals who use our agricultural management services ("Users"). This Privacy Statement describes how we handle and protect your data in compliance with the Protection of Personal Information Act (POPIA).

Information Officer

As required by POPIA, we have appointed an Information Officer responsible for overseeing our data protection strategy and implementation. You can contact our Information Officer at: privacy@intecrop.co.za

Your Rights

Under POPIA and other applicable privacy laws, you have the following rights:

  • Right to be informed about how your personal information is used
  • Right to access your personal information
  • Right to correct inaccurate personal information
  • Right to object to processing of your personal information
  • Right to request deletion of your personal information
  • Right to restrict processing of your personal information
  • Right to data portability

Types of Information We Process

Business Records

We process farming operation records which include:

  • Application records and agricultural activities
  • Compliance and regulatory information
  • Business operational data
  • Production unit information
  • Crop protection records

This information is owned and controlled by the business entity (your employer) and is processed under the business relationship between Intecrop and the business entity.

Employee User Data

We process limited personal information about employees who use the system:

  • Basic account information (name, email)
  • System usage logs and records created
  • Role and access permissions

Data Access and Control

Please note:

  • Business records belong to your employer and are controlled by them
  • Your employer has access to all business records you create in the system
  • Your basic account information is accessible to your employer's system administrators
  • You can update your personal account information, but cannot delete business records

Who We Share Information With

We use the following service providers to run Intecrop. Each receives only what it needs to do its job for us, under that provider's terms:

  • Fly.io hosts the application and its database, which holds all your records, on servers in Johannesburg, South Africa. Our weather service also runs on Fly.io, in the United States. To look up the weather for your blocks, it receives only the dates and the grid square, roughly 25 km across, that each block lies in. It does not receive your farm's name, your block names or who you are.
  • Tigris (through Fly.io) stores the product labels, PHI documents and proof of payment you upload. It may store them outside South Africa.
  • Anthropic (United States) reads some of the documents you upload with its Claude AI model, to fill in fields for you: proof of payment, supplier invoices, product labels and PHI documents. We also use it to read our own bank statements, which contain our customers' names and payment references. These documents can contain names, business addresses and bank details. Anthropic processes them under its commercial terms, which do not allow it to train its models on them.
  • Postmark (United States) delivers Intecrop's email: the emails we send you, including the newsletter if you signed up for it, and the messages you send us through the application, such as problem reports and the contact form. When you upload a proof of payment, the email that tells us about it includes the payer, amount and reference read from it. Postmark receives the names, email addresses and content of these emails.
  • Sentry (United States) receives error reports when something goes wrong in the application, and every problem report you send us through the application. A report can include your user number, your IP address, the page you were on, what you typed into a form, and the message of a problem report.
  • Google (United States) signs you in if you choose to sign in with Google, finds places when you search for your farm's location, and draws the maps of your farm's blocks. Your browser loads these maps from Google, which receives your IP address and the area shown. Problem reports you send us also reach our Google email inbox.

Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Secure data storage and encryption
  • Access controls and authentication
  • Regular security assessments
  • Employee training on data protection

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected and processed, in accordance with our retention policies and applicable law. To determine the appropriate retention period, we consider:

  • Legal and regulatory requirements
  • Agricultural compliance needs
  • Business operational requirements
  • Data protection obligations

Cross-border Transfers

Anthropic, Postmark, Sentry, Google and our weather service on Fly.io are in the United States, and Tigris may store files outside South Africa. When personal information goes to one of them, we rely on that provider's data processing terms, which bind it to protect the information, as Section 72 of POPIA requires.

Security Breach Notification

In the event of a security breach that may compromise your personal information, we will:

  • Notify the Information Regulator and affected data subjects as required by POPIA
  • Provide information about the nature of the breach and steps taken to address it
  • Provide recommendations for steps you can take to protect yourself

Changes to this Privacy Statement

Intecrop reserves the right to change this Privacy Statement. We will provide notification of material changes through the system at least thirty (30) business days prior to the change taking effect.