Privacy Policy

Last updated 10 September 2026

AgCadence is a customer-relationship tool used by agricultural retailers to track contact with their farm customers. This policy explains what the web app and the mobile app collect, why, and who else processes it.

Who is responsible for your data

Almost everything in AgCadence belongs to a retailer, not to us. When your employer signs up, they decide which customers, purchase records and contact notes go into the system. For that information they are the data controller and AgCadence is a processor acting on their instructions.

We are the controller for the small amount of information needed to run the service itself: the sign-in directory, our server logs, and billing correspondence. If you are a farm customer of a retailer that uses AgCadence and you want your details corrected or removed, contact that retailer — they control the record. We will help them action it.

What the apps collect

Your sign-in

Your name, email address, role (rep, manager or administrator) and which branch you belong to. Authentication is handled by Amazon Cognito. Sign-in uses SRP, so your password is never transmitted to us and we cannot read it.

Your customer and prospect records

Business names, contact names, phone numbers, email addresses, mailing addresses, purchase history, the sales rep assigned to each account, and any local corrections your team makes. Most of this is synced from your retailer’s own ERP system; prospects are entered by reps directly.

Your contact activity

Each visit, call or meeting you log: its type, the date it happened, and any notes you write. Also the checklist topics you mark as discussed, booking deadlines, and follow-ups. These timestamps are the basis of every cadence and coverage figure in the product.

Voice memos

If you record a voice memo, the audio is captured on your device, stored there until it uploads, and then sent to our servers. From there:

• the recording is stored in Amazon S3 in Canada
• the audio is transcribed to text by Amazon Transcribe
• the resulting transcript — not the audio — is sent to Anthropic’s API to produce a short case-note summary, suggested checklist updates and a suggested callback interval.

Recording only happens when you tap record, and the app asks for microphone permission before it can. It does not listen at any other time.

Technical information

Our servers log each request’s time, method, path, correlation id, IP address and browser or app user-agent string, which we use to operate and debug the service. The mobile app reads your device timezone so that “days since contact” is counted on the right calendar, and its network status so it knows when to sync. The app keeps a local copy of your accounts in an on-device database so it works without signal, and stores your session in the device keychain.

What the apps do not collect

• No location. Neither app requests or records GPS or any other location data, at any time, including while you are recording a memo at a farm.
• No advertising. There are no ads, no ad networks, no advertising identifiers, and we do not sell or share data for advertising.
• No third-party analytics or tracking SDKs, and no cross-app or cross-site tracking.
• No access to your contacts, photos, camera or calendar.

Who else processes it

We use these subprocessors, and no others:

• Amazon Web Services — hosting, database, file storage, authentication, email delivery, speech-to-text and logging. All AgCadence infrastructure runs in the ca-central-1 region in Canada.
• Anthropic PBC — analysis of voice-memo transcripts, as described above. Transcripts sent through the Anthropic API are not used to train models.
• Your retailer’s ERP provider — the source of the customer and purchase records AgCadence syncs. AgCadence reads from it; it does not write customer data back.

Amazon Transcribe and Anthropic may process data outside Canada. We do not sell personal information to anyone.

How long we keep it

Account and activity records are kept for as long as your retailer’s agreement with us is active, because contact history losing its past defeats the purpose of the product. Server logs are kept for 30 days. When a retailer leaves, their data is deleted within 30 days of the agreement ending.

Your choices

• Notification preferences — choose how and when you are told about overdue accounts from Settings in the web app.
• Sign out — from the Account screen in the mobile app or the header menu on the web. Signing out clears the session and the on-device cache.
• Access, correction and deletion — see Delete your data, or write to us at the address below.

If you are in Canada, your rights under PIPEDA (and provincial equivalents) apply, including the right to complain to the Office of the Privacy Commissioner of Canada.

Children

AgCadence is a workplace tool sold to businesses. It is not directed at children and we do not knowingly collect information from anyone under 16.

Changes

If this policy changes materially we will update the date at the top and tell account administrators by email before the change takes effect.

Contact

Privacy questions: privacy@agcadence.ca
Anything else: support@agcadence.ca