Privacy Policy

1. Introduction

Crop Guard AI, Inc. and its subsidiaries (collectively “CropGuard”, “us”, “our” or “we”) are committed to protecting your privacy and providing you with a positive experience on our website (www.cropguard.ai/), social media accounts, platforms, apps, and additional sites (collectively, “Sites”) and while using our services.

This Privacy Policy only covers our privacy practices with respect to the collection, use, and disclosure of personal information obtained through our Sites and through the use of our services, and any related support (collectively, our “Services”).

Depending on where you are located and your interactions with our Services, the processing of your personal information or any information that can identify you (“Personal Information”) by CropGuard, is subject to data protection and privacy laws including the EU’s General Data Protection Regulation (the “GDPR”) and the California Consumer Privacy Act (the “CCPA”).

2. Contact Information

We are committed to protecting your privacy. If you have any questions, comments, or concerns about your information, this Policy, your privacy, or any of our privacy practices, please contact our Data Protection Officer by email at ___@cropguard.ai or by mailing correspondence to Data Protection Officer at Crop Guard AI, Inc. ______________.

3. Collection of Your Personal Information

The types of Personal Information that we collect depends on your interactions with our Sites and Services. We may collect Personal Information directly from you when you use our Sites and Services, or we may collect information indirectly from you through the platforms we use to run our Sites and Services. The types or categories of information we may collect from you include the following:

Information You Submit: Information that you may submit to us can include:

Your name, username, and password;
Your contact information, such as your personal or work postal address, email address, and phone number;
Your employment information including your employer’s name, title, work email, phone number, and other contact information;
Information about your communications with us, including the Personal Information you provide to us in an email or in conversations with our employees and personnel;
Your marketing information preferences, including any consents you provide;
Your personal financial account information or business account information, including bank account numbers, and billing and shipping addresses; and
Your demographic information such as your gender, race, ethnicity, veteran status, and age (including date of birth).

Usage Data

We may also collect information on how the Site is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (“IP address”), user agent, browser type, browser version, operating system, the pages of our Site that you visit, search queries you perform, information you may post to the Site, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data, and configuration input provided using the Site’s forms, such as keywords, categories, and search terms.

Customer and Applicant Data

In some cases during prospect and customer engagements, or when interviewing applicants for employment, we may record our meetings. These recordings are used for internal educational purposes only. For such recordings, we use a third-party vendor, Fathom. Fathom’s Privacy Policy can be viewed at https://fathom.video/privacy.

App Platform Accounts

Subject to our Terms, if you elect, we may use App Platform Accounts that you connect to the Site to power various features of the Site. If you no longer want any such App Platform Accounts connected to the Site, you can remove the connections from the settings section of your User Account.

Employment-Related Data

We may receive and process employment-related information, such as employment history, resumes, background information, recordings of interviews, and other relevant information to help us to recruit new employees and independent contractors, and to manage our interactions with current employees and independent contractors.

Tracking and Cookies Data

We use cookies to make our site work, help us improve it, and to provide you with information about it. Some essential cookies are required by default and we request your consent to enable others through our Cookie Manager. Our Cookie Manager is available on our Cookie Notice and you can use it at any time to change your cookie preferences.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Site. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site. You can access a list of the cookies that we use via our Cookie Manager (see Cookie Notice).

Web Beacons

Pages of the site and our electronic communications (e.g., e-mails) may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited those pages or opened an e-mail and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

Other Technologies

We may also use device identifiers, local storage, html modifiers, and different types of caching to help us understand the devices and users who access the Site. Those methods include device identifiers that are either hardware-based or software-based, persistent or non-persistent, and which may identify either a device or a software module within a device (such as a web browser).

“Do Not Track” Requests

We adhere to the standards set out in this Policy and do not monitor or respond to Do Not Track browser requests.

Support and Survey Data

At times, you may request assistance with the Site, report an error or bug on the Site, ask questions about your subscription or account, complete a survey, respond to a questionnaire, or otherwise interact with us regarding the Site, and in the process, may provide information to us through forms on the Site or through electronic channels such as email. We may request additional information related to any requests or submissions to make.

Business Partner Data

We do business with (and aim to do business with) many companies whose employees give us their contact information for communication regarding the Site we render or services we receive from those businesses. We never sell that Personal Information and only use it for purposes of communicating with those businesses. We may use that Personal Information for our own internal purposes to help us improve our business relations processes and practices. We may keep and process that Personal Information after the relationship ends with those businesses when we are required to do so by applicable law or to preserve legal claims that may arise.

Privacy of Children

We are committed to protecting child privacy. The Site is not intended for children and we do not intentionally or knowingly collect information, personal or otherwise, about individuals under the age of 18, much less children under 13 years old. If you are aware of anyone under 18 using the Site, please contact us using the contact information provided above and we will take required steps to delete any such information and/or prevent that individual from accessing the Site.

Sensitive Data

We never intentionally receive or process information regarding your sexual orientation, ethnicity, religious affiliation, refugee status, health, or personal finances.

Anonymized Data

Personal Information does not include anonymized data, which is data that has been rendered anonymous in such a way that you are no longer identifiable (“Anonymized Data”). We may use anonymized data for our own purposes in any manner and without attribution or compensation to any person.

4. How We Collect Your Information

We collect Personal Information from various sources, such as directly from you when you access or use the Site or automatically as you navigate through the Site. Information collected automatically may include, but is not limited to, Usage Data, tracking and cookies data, and so forth.

5. How We Use Your Information

We may use Personal Information for the following reasons:

To provide and maintain the Site;
To personalize the Site;
To provide customer support;
To detect, prevent, and address technical issues with the Site;
To monitor Site usage;
To secure the Site;
To conduct research and development including the development of new features, tools, and functionality;
To notify you regarding changes to our Site including features, tools, and functionality provided by the Site;
To notify you about our current or new offerings; and
To contact you for market research purposes including completing surveys and questionnaires.

Use for new purposes. We may use your Personal Information for reasons not described in this Privacy Policy where permitted by law and the reason is compatible with the purpose for which we collected it. If we need to use your Personal Information for an unrelated purpose, we will notify you and explain the applicable legal basis.

6. Legal Basis for Collecting Personal Information

If you are from the European Economic Area (“EEA”) or the United Kingdom (“UK”), our legal basis under the General Data Protection Regulation for collecting and using the Personal Information described in this Policy depends on the Personal Information we collect and the specific context in which we collect it. We may process your Personal Information because:

We need to perform a contract with you;
You have given us permission to do so;
The processing is in our legitimate interests and it's not overridden by your rights;
For payment processing purposes; and/or
To comply with the law.

7. How We Share Personal Information

We may share Personal Information with third parties and as otherwise described in this Privacy Policy, in other applicable notices, or at the time of collection. Such sharing may include:

Affiliates. We may share Personal Information with our corporate parent, subsidiaries, and affiliates, for purposes consistent with this Privacy Policy.
Service providers. We may share Personal Information with third party companies and individuals that provide services on our behalf or help us operate the Site and our business (such as customer support, hosting, analytics, email delivery, marketing, and database management services) (see Service Providers below). For your reference, a list of our sub processors and nature of processing can be found at [trust.cropguard.ai]
Advertising partners. Third-party advertising companies for the interest-based advertising purposes described above.
Partners. We may sometimes share Personal Information with partners or enable partners to collect information directly via our Site.
Professional advisors. We may disclose Personal Information to professional advisors, such as lawyers, bankers, auditors and insurers, where necessary in the course of the professional services that they render to us.
Compliance, fraud prevention and safety. We may share Personal Information for the compliance, fraud prevention and safety purposes described above.
Business transfers. We may disclose Personal Information in the context of actual or prospective business transactions (e.g., investments, financing, public stock offerings, or the sale, transfer or merger of all or part of our business, assets or shares). For example, we may need to share certain Personal Information with prospective counterparties and their advisers. We may also disclose some or all of your Personal Information to an acquirer, successor or assignee of Crop Guard as part of any business transaction (or potential business transaction) such as a corporate divestiture, merger, consolidation, acquisition, reorganization, sale of assets, or similar transaction, and/or in the event of bankruptcy, dissolution, or receivership in which Personal Information is transferred to one or more third parties as one of our business assets.
Legal Disclosure. We may disclose Personal Information if required to do so by law or in the good faith belief that such action is necessary to conform to applicable law, comply with a judicial proceeding, court order or legal process served on us, protect and defend our rights or property, or investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, or violations of our Terms.
Consent. We may share your Personal Information for any other purpose disclosed to you and with your consent.

Without limiting the foregoing, in our sole discretion, we may share Anonymized Data or de-identified information about you with third parties or affiliates for any purpose except as prohibited by applicable law. For information on your rights and choices regarding how we share your Personal Information, please see the Your data protection rights and choices section below.

3.1 Providing and Improving Our Services

To manage agency accounts and provide our SaaS product features.
To generate accurate insurance quotes and risk assessments.
To facilitate the CropTalk feature, enabling agents and growers to ask questions about RMA/USDA documents and receive answers. CropTalk utilizes GPT-4 from OpenAI to assist in providing responses.
To recommend policies or mix of policies to match the desired risk tolerance of agents and growers.

3.2 Communication

To communicate with you about your account, transactions, and updates to our services.
To respond to inquiries and provide customer support.

4. How We Share Your Information

4.1 Partners

We share necessary data with our partners, such as MCT and Watts & Associates, to facilitate quoting and insurance estimates.
We utilize the services of OpenAI for our CropTalk feature to provide responses to queries related to crop insurance.
We ensure that our partners comply with relevant data protection regulations.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5. How We Use Your Information

We may use Personal Information for the following reasons:

To provide and maintain the Site;
To personalize the Site;
To provide customer support;
To detect, prevent, and address technical issues with the Site;
To monitor Site usage;
To secure the Site;
To conduct research and development including the development of new features, tools, and functionality;
To notify you regarding changes to our Site including features, tools, and functionality provided by the Site;
To notify you about our current or new offerings; and
To contact you for market research purposes including completing surveys and questionnaires.

6. Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal data:

Right to Access: You have the right to request copies of your personal data.
Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.
Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our provided contact information.

7. GDPR Notice

Crop Guard AI, Inc. recognizes that it may make its Services and Sites available to residents of the EU. For this reason, this Privacy Policy is tailored to address all rights under the GDPR and protect the privacy rights of EU residents. In addition to all the rights mentioned so far in this Privacy Policy (with the exception of the CCPA), EU residents have the right to:

Request Access: Request access to the information that CropGuard collects about them and receive copies of such information.
Request Deletion: Request deletion of your information, except under certain conditions.
Request Rectification: Request rectification of your information or correct any information that you believe is incorrect, or also complete any information that you believe is incomplete.
Request Restriction: Request that CropGuard does not process your information, except under certain conditions.

8. CCPA Notice

For residents of California, the California Consumer Privacy Act (CCPA) provides certain rights regarding your personal information. This section applies to you if you are a resident of California:

Right to Know: You have the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months.
Right to Delete: You have the right to request that we delete any of your personal information that we collected from you and retained, subject to certain exceptions.
Right to Opt-Out: You have the right to direct us to not sell your personal information at any time (the "right to opt-out"). We do not sell the personal information of our users.
Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, please contact us using the contact information provided below.

Data Retention

We will keep your Personal Information for as long as it remains necessary for the identified purpose or as required by law, which may extend beyond the termination of our relationship with you. We store some information indefinitely for operational purposes, such as technical support and abuse prevention. Other data such as web server logs or store sales reports are only kept as long as space is available for them. Please note that if you request that your Personal Information be removed from our databases, it may not be possible to completely delete all of your Personal Information due to technological and legal constraints.

The retention period is determined by various criteria such as the type of user, the services to which you subscribe, and the nature of our relationship. The retention period can be lengthened or shortened based on the cancellation or re-enrollment in our Site. The retention period can also be modified based on internal changes in auditing requirements and/or mandatory retention periods provided by law and statute of limitations.

Transfer of Data

Your information, including Personal Information, may be transferred to and maintained on computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those from your jurisdiction.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Information will take place to an organization or a country unless there are adequate controls in place including the security of your data and other Personal Information.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

Service Providers

In our continuing efforts to provide our Site in a manner that is convenient and helpful to a growing number of customers, we use the services of service providers (“Service Providers”) to help us host and secure the Site, perform Site-related services, analyze how the Site is used, and manage our business. These services, which include but are not limited to companies that provide cloud services, infrastructure, analytics services, and software to help us host and maintain the Site, and manage our business and customer relationships, may process Personal Information. We take commercially reasonable steps to ensure that these Service Providers are secure and, do not sell or disclose the Personal Information to other parties, or use Personal Information for any purposes other than the services they are providing to us.

A non-exhaustive list of Service Providers we use that process Personal Information is available on our Trust Center at trust.cropguard.ai.

GOOGLE ANALYTICS

Please note that we use Google Analytics to assess how users are interacting with the site. The privacy practices of Google Analytics are available at www.google.com/policies/privacy/partners/ and you may opt out of the use of Google Analytics by visiting https://tools.google.com/dlpage/gaoptout.

SLACK

Some customers elect to communicate with us using Slack through Slack channels and direct Slack messages (DMs). By communicating with Crop Guard via Slack in such a way, you acknowledge that Slack will share your Personal Information with Crop Guard including your name, contact information, and any other Personal Information you elect to share in the messages that are exchanged. We are not responsible for Slack’s data practices and urge you to review Slack’s privacy policy, which can be viewed at

https://slack.com/trust/privacy/privacy-policy, prior to using Slack’s services in this way. Should you desire to exercise your privacy rights with respect to your Personal Information, we urge you to:

Contact Slack’s data protection officer based on the information provided by Slack in its privacy policy and follow the outlined procedure; and/or
Submit a privacy right request based on the process outlined in this policy and, we will honor the request directly to the extent with which we are able within Crop Guard systems and/or may submit a third party request to Slack to honor the request.

RECRUITING PROVIDERS

We use the services of third parties to help us to recruit new employees and independent contractors and to manage our interactions with current employees and independent contractors. We do our best to contractually ensure that these third-party service providers comply with the policies we have adopted. However, we can’t guarantee their compliance in every case. We only use employment Personal Information for the direct purpose of the employment or independent contractor relationship, and we cease using it as soon as that relationship ends. However, we may keep and process that Personal Information after the relationship ends when we are required to do so by applicable law or to preserve legal claims that may arise.

Security

The security of your Personal Information is important to us. We use commercially reasonable efforts to store and maintain your Personal Information in a secure environment. We take technical, contractual, administrative, and physical security steps designed to protect Personal Information that you provide to us as outlined on our Trust Center available at trust.cropguard.ai. We have implemented procedures designed to limit the dissemination of your Personal Information to only such designated staff as are reasonably necessary to carry out the stated purposes we have communicated to you. Unfortunately, as the Internet is not 100% secure, and we cannot ensure or warrant the security of any Personal Information transmitted via the Internet.

Third-Party Links, Sites and Services

You may be able to access third-party websites and other tools, services, or products via our Site, a link, or via our other tools. The privacy policies of these third parties are not under our control and may differ from ours. The use of any Personal Information that you may provide to any third parties will be governed by the privacy policy of such third party or by your independent agreement with such third party, as the case may be. If you have any doubts about the privacy of the information you are providing to a third party, we recommend that you contact that third party directly for more information or to review its privacy policy.

This Privacy Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any offering, site or other products and services used in connection with the Site. The inclusion of functionality or a link does not imply endorsement of the linked site or service by us or by our affiliates.

Changes to this Privacy Policy

We reserve the right to change this Privacy Policy at any time. Any change to this Privacy Policy will become effective on the date it is posted. We recommend that you retain a copy of this Privacy Policy for your reference and revisit this policy from time to time to ensure you are aware of any changes. Your continued use of the Site signifies your acceptance of any changes.

Date of last update

This policy was last updated on July 19, 2024.