Privacy policy

Version 1.0 - November 2025

ENGLISH

Privacy Policy

AgroForest Designer

1. Introduction

AgroForest Designer ("we", "us", "our") respects the privacy of all users ("you", "your"). This Privacy Policy explains how we collect, use, store and protect personal data when you use our SaaS application for agroforestry planning.

We fully comply with the European General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Data Controller

AgroForest Designer is the data controller for the processing of personal data. You can contact us via:

Email address: contact@agroforestdesigner.com
Legal location: Antwerp, Belgium
Applicable law: European GDPR

3. What Personal Data Do We Collect

3.1 Data you provide to us

Name and email address
Telephone number (optional)
Language preference (Dutch/English/French)
Payment information (via Stripe - see section 6.1)
Company name (for business accounts)

3.2 User Data (project content)

Agroforestry projects (name, description, location)
Plant plans and combinations (recipes)
Customised plant cultivars
Google Maps coordinates and geographic data
Notes and annotations

3.3 Automatically collected data

IP address
Browser type and version
Device type (mobile/desktop)
Login/logout timestamps
Usage patterns and feature analytics
Error logs and system data

4. Legal Basis for Processing (GDPR)

We process your data based on the following legal grounds:

Contractual necessity: performance of the user agreement and subscription service
Legitimate interest: security analysis, fraud detection, system maintenance
Consent: marketing, analytics (only if you have given consent)
Legal obligation: compliance with tax and regulatory requirements

5. Purposes of Data Processing

We use your personal data for the following purposes:

Account management and authentication
Service delivery (plant management, map visualisation, project management)
Process subscriptions and billing
Analyse usage patterns (anonymised)
Improve features and user experience
Security and fraud detection
Emergency communication and support
Sending updates and changes (opt-out available)
Compliance with legal requirements

6. Sharing of Data with Third Parties

6.1 Stripe (Payment Processing)

Payment information is processed via Stripe, a specialised payment provider. Stripe receives: email address, name, billing address. Your credit card details are NOT stored on our servers. See Stripe's Privacy Policy for details.

6.2 Google Maps

Map coordinates and location data are processed via the Google Maps API. Google may record geolocation data in accordance with their privacy policy. We do not share explicit identity with Google.

6.3 Hosting and Server Processing

Your data is stored on secure servers in Europe (GDPR-compliant). We do not share data with hosting providers in countries outside the EU without appropriate safeguards.

7. Cookies and Tracking Technologies

7.1 Essential Cookies

We use essential session cookies for authentication and security. These are necessary for the operation of the Service.

7.2 Analytics Cookies

With your consent, we use analytics cookies to understand usage patterns. You can refuse this via cookie settings.

7.3 Marketing Cookies

Marketing cookies are NOT used without explicit consent. You can disable these at any time in your preference settings.

8. How Long Do We Retain Your Data

8.1 Active Accounts

As long as your account is active, we retain all personal and project data.

8.2 Following Cancellation

Project data remains available for 30 days after cancellation
Pro/Max users can export data before it is deleted
After 30 days, all data is permanently deleted
Log files are deleted after 90 days

8.3 Anonymised Data

Anonymised analytical data may be retained for longer periods for research and improvement purposes.

9. Anonymised Data for Research

AgroForest Designer may use anonymised and aggregated data for research, statistical and improvement purposes. This data cannot be traced back to you and may be used internally or externally (with partners).

10. Data Security

We implement the following security measures:

SSL/TLS encryption for all data transmission
Passwords are hashed and securely stored
Two-factor authentication option
Regular security audits
Limited staff access rights (need-to-know basis)
Incident response plan

Despite these measures, we cannot guarantee complete security. You use the Service at your own risk.

11. International Data Transfer

AgroForest Designer operates internationally, but stored data is located in EU regions. Transfer outside the EU only takes place under GDPR-compliant mechanisms (e.g. Standard Contractual Clauses).

12. Your Rights under GDPR

You have the following rights regarding your personal data:

Right of access: request a copy of your data
Right to rectification: correct incorrect or incomplete data
Right to erasure: 'right to be forgotten' under certain circumstances
Right to restrict: restrict processing
Right to data portability: receive your data in readable form
Right to object: object to processing
Right to withdraw consent: withdraw consent at any time

For requests, send an email to contact@agroforestdesigner.com. We will respond within 30 days.

13. Third Party Privacy Policies

AgroForest Designer is not responsible for the privacy policies of external services:

Stripe Privacy Policy: https://stripe.com/privacy
Google Maps Privacy Policy: https://policies.google.com/privacy

Consult their privacy policies for their data processing.

14. Protection of Children

AgroForest Designer is not intended for persons under 18 years of age. We do not knowingly collect data from children. If we discover that a minor has registered, we will delete that account immediately.

15. Changes to This Privacy Policy

We may update this Privacy Policy at any time. Significant changes will be communicated via email or banner on the Service. Continued use constitutes acceptance of changes.

16. Filing a Complaint with the Supervisor

Do you have concerns about how we process your data? You can file a complaint with your local data protection authority:

Belgium (Flanders): Gegevensbeschermingsautoriteit
Website: https://www.gegevensbeschermingsautoriteit.be
E-mail: contact@apd-gba.be

17. Contact

For questions about this Privacy Policy or your personal data:

Email address: contact@agroforestdesigner.com
Location: Antwerp, Belgium
Response time: within 30 days

18. Data Processing Overview

Data Type	Purpose	Retention Period	Legal Basis
Email, Name	Account, contact	During account	Contract
Payment Information	Billing	7 years (legal)	Legal
IP address, Logs	Security	90 days	Legitimate interest
Project Data	Service delivery	30 days after cancellation	Contract

Version 1.0 - November 2025