1. Who We Are
FarmCFO is a Canadian farm financial management software platform ("FarmCFO", "we", "us", or "our"). Our service is available at farm-cfo.com.
For privacy questions, contact us at: privacy@farm-cfo.com
2. Information We Collect
Account Information
- Name and email address when you register
- Farm name and province/state
- Password (stored as a bcrypt hash — we never see your plain text password)
Farm Financial Data
- Grain sale records (crop, quantity, price, elevator)
- Income and expense transactions you enter manually
- Field and land parcel information
- Equipment and asset records
- Grain contracts and marketing information
- Chart of accounts and accounting records
Bank Account Data (via Plaid)
- Bank account names, types, and last 4 digits of account numbers
- Account balances
- Transaction history (description, date, amount)
- Bank connection credentials are handled entirely by Plaid — FarmCFO never sees your online banking username or password
Receipt and Document Data
- Photos of receipts you upload for scanning
- Extracted data from receipts (vendor, date, amounts, line items)
Usage Data
- Application logs (page requests, errors) for debugging and security monitoring
- We do not use third-party analytics or advertising trackers
3. How We Use Your Information
- To provide farm financial management, bookkeeping, and reporting services
- To automatically import and categorize bank transactions
- To generate financial statements, tax reports (T2042), and lender packages
- To power AI-assisted bookkeeping and financial analysis features
- To send you important account and service notifications
- To respond to your support requests
- To maintain the security and integrity of the platform
4. Bank Data and Plaid
FarmCFO uses Plaid Inc. to securely connect your bank accounts. When you connect a bank account:
- You authenticate directly with your bank through Plaid's secure interface — FarmCFO never receives your banking credentials
- Plaid provides FarmCFO with an access token to retrieve transaction data on your behalf
- This access token is stored securely and used only to sync your transactions
- You can disconnect your bank account at any time, which revokes FarmCFO's access
Plaid's privacy policy is available at plaid.com/legal/privacy-policy. By connecting your bank account, you also agree to Plaid's End User Privacy Policy.
5. AI Features and Data Processing
FarmCFO uses Anthropic's Claude AI for the following features:
- AI Bookkeeper — answering questions about your farm finances
- Receipt Scanner — extracting data from receipt photos
- AI CFO — providing financial analysis and recommendations
When you use these features, relevant portions of your farm data are sent to Anthropic's API for processing. Anthropic does not retain your data to train their models. For more information, see Anthropic's Privacy Policy.
6. Data Storage and Security
- Your data is stored in a PostgreSQL database hosted on secure cloud infrastructure
- All data in transit is encrypted using HTTPS/TLS 1.2 or better
- Passwords are hashed using bcrypt and never stored in plain text
- Database access is restricted — not publicly exposed to the internet
- API keys and credentials are stored as environment variables, never in source code
- Each farm's data is isolated by user ID — no cross-account data access is possible
While we implement industry-standard security measures, no system is 100% secure. We encourage you to use a strong, unique password for your FarmCFO account.
7. Data Sharing
We share your data only in the following limited circumstances:
- Plaid — to connect and sync your bank accounts (see Section 4)
- Anthropic — to power AI features (see Section 5)
- Railway — our cloud hosting provider stores your data on our behalf
- Legal requirements — if required by law, court order, or government authority
- Business transfer — if FarmCFO is acquired or merged, your data may transfer to the new owner with advance notice to you
We do not sell, rent, or trade your personal information to any third party.
8. Your Rights Under PIPEDA
As a Canadian resident, you have the following rights regarding your personal information:
- Access — request a copy of the personal information we hold about you
- Correction — request correction of inaccurate information
- Withdrawal of consent — withdraw consent to our use of your data (note: this may affect your ability to use FarmCFO)
- Deletion — request deletion of your account and associated data
- Complaint — file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca
To exercise any of these rights, contact us at privacy@farm-cfo.com. We will respond within 30 days.
9. Data Retention
- Your farm data is retained for as long as your account is active
- If you delete your account, your data is permanently deleted within 30 days
- Bank transaction data synced via Plaid is retained until you disconnect your bank or delete your account
- Application logs are retained for up to 90 days for security and debugging purposes
10. Cookies
FarmCFO does not use tracking cookies or advertising cookies. We store your authentication token in your browser's local storage to keep you signed in. This is essential for the application to function and is not used for tracking.
11. Children's Privacy
FarmCFO is intended for use by adults operating farm businesses. We do not knowingly collect personal information from anyone under the age of 18.
12. Changes to This Policy
We may update this privacy policy from time to time. When we make significant changes, we will notify you by email or by posting a notice in the application. The date at the top of this page reflects when the policy was last updated. Continued use of FarmCFO after changes constitutes acceptance of the updated policy.
13. Contact Us
For concerns about our privacy practices that we are unable to resolve, you may contact the Office of the Privacy Commissioner of Canada.