This Privacy Policy explains how SeedSpeak collects, uses, discloses, and protects information when you use our agricultural voice intelligence platform.
1. Introduction
SeedSpeak (“SeedSpeak,” “we,” “us,” or “our”) operates the SeedSpeak platform, including our web application, mobile applications, and related services (collectively, the “Service”).
SeedSpeak is an agricultural voice intelligence platform that enables users and organizations to capture voice recordings, transcribe audio, match spoken content to operational templates, generate reports, and support compliance and farm administration workflows.
By using the Service, you acknowledge that you have read this Privacy Policy. If you use SeedSpeak through an employer, farm, or other organization (“Customer Organization”), your organization may control certain account and data processing activities. In those cases, your organization’s policies may also apply.
2. Information We Collect
2.1 Information you provide directly
We may collect:
- Account information: name, username, email address, password (stored in hashed form by our authentication provider), phone number, department, company or farm affiliation, and role/permissions.
- Registration and access requests: account type (individual or company), company ID, and related onboarding details.
- Profile and settings: display name, preferred language, notification preferences, and other profile fields you choose to provide.
- Communications: messages you send to us for support, feedback, or sales inquiries.
- Legal acceptance records: confirmation that you accepted our Privacy Policy and Terms & Conditions, including version accepted and timestamp.
2.2 Voice, audio, and content you create
Because SeedSpeak is a voice-first platform, we collect and process:
- Audio recordings captured through your device microphone or uploaded files.
- Transcriptions and derived text from those recordings.
- Template data, form responses, compliance results, reports, notes, photos, and files you create, upload, or associate with recordings.
- Operational and agricultural content you speak or enter, which may include crop names, field identifiers, equipment details, compliance references, and other business information.
You are responsible for ensuring you have the right to record and upload content, including obtaining consent from individuals whose voices or personal information appear in recordings.
2.3 Information collected automatically
When you use the Service, we may automatically collect:
- Device and browser information: device type, operating system, browser type/version, language settings, and app version.
- Usage data: pages/screens viewed, features used, timestamps, interaction events, error logs, and performance diagnostics.
- Authentication and security data: login timestamps, session identifiers, IP address, and security-related events.
- Cookies and similar technologies on our web application, where applicable.
2.4 Information from third parties
We may receive information from:
- Your Customer Organization’s administrator, who may create, invite, manage, or disable your account.
- Authentication and infrastructure providers, such as Firebase/Google Cloud.
- AI and processing providers used to transcribe, translate, analyze, or match content.
3. How We Use Information
We use personal information to:
- Provide and operate the Service, including account creation, authentication, recording, transcription, template matching, reporting, and administration tools.
- Enable multi-tenant organization features, including company/farm-scoped data access, user management, and role-based permissions.
- Process audio and text with AI systems to generate transcriptions, translations, template suggestions, compliance insights, vocabulary learning, and related outputs.
- Improve accuracy and product quality, including voice profiling, domain knowledge features, and learning from confirmed template matches where enabled.
- Maintain security and prevent abuse, including access controls, audit logging, fraud prevention, and troubleshooting.
- Communicate with you, including service notices, verification emails, password resets, support responses, and product updates.
- Comply with legal obligations and enforce our Terms & Conditions.
- Analyze aggregated or de-identified usage trends to improve the Service.
We do not use your content to train public third-party AI models unless explicitly disclosed and permitted by applicable law and your settings or contract.
4. Legal Bases for Processing (EEA/UK Users)
Where applicable, we process personal data under one or more of the following bases:
- Contract: to provide the Service you or your organization requested.
- Legitimate interests: to secure, improve, and operate the Service, subject to your rights.
- Consent: where required, such as for certain optional features or marketing communications.
- Legal obligation: where we must retain or disclose information by law.
6. Data Retention
We retain information for as long as necessary to provide the Service, fulfill the purposes described in this Privacy Policy, comply with legal requirements, and resolve disputes. Retention periods may vary based on account type, organization settings, and the nature of the data. Your Customer Organization may have its own retention policies for business records, including recordings and reports.
When information is no longer needed, we take reasonable steps to delete, anonymize, or securely archive it.
7. Security
We implement administrative, technical, and organizational measures designed to protect information, including access controls, encrypted transport, role-based permissions, and monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
You are responsible for safeguarding your account credentials and ensuring appropriate use of recording features within your organization.
8. International Data Transfers
SeedSpeak may process and store information in the United States and other countries where we or our service providers operate. Where required, we use appropriate safeguards for cross-border transfers.
9. Your Rights and Choices
Depending on your location, you may have rights to:
- access personal information we hold about you;
- correct inaccurate information;
- delete certain information;
- restrict or object to certain processing;
- receive a portable copy of certain information;
- withdraw consent where processing is consent-based;
- lodge a complaint with a supervisory authority.
To exercise these rights, contact us at [email protected]. If your account is managed by a Customer Organization, you may need to contact your organization administrator first.
You can also update certain profile information in the app, manage browser/device microphone permissions through your device settings, and request account closure, subject to organizational and legal retention requirements.
10. Children’s Privacy
SeedSpeak is not intended for individuals under 16 years of age, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps.
11. Microphone and Recording Notice
SeedSpeak requires microphone access to capture voice recordings. When you start a recording, your browser or device will request permission. You should only record where you are legally permitted to do so and where required consents have been obtained.
Recordings may contain sensitive business or personal information spoken by you or others. Use the Service responsibly and in accordance with your organization’s policies and applicable law.
12. Third-Party Links and Services
The Service may contain links to third-party websites or services. We are not responsible for their privacy practices. Review their policies before providing information to them.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date and may require you to re-accept the updated policy before continuing to use the Service.
14. Contact Us
If you have questions about this Privacy Policy or our data practices, contact: