Privacy Policy

1. Introduction

Agri Tools by WeCommerce is a record keeping and monitoring app/platform operated by WeCommerce Pty Ltd. Agri Tools by WeCommerce helps farmers, farm teams and agricultural businesses capture, organise, monitor and export important farm records.

This Privacy Policy explains how WeCommerce Pty Ltd collects, uses, stores, shares and protects information when users access or use Agri Tools by WeCommerce, including the mobile app, dashboards, record modules, web-based tools, AI-supported features, communication tools and related services.

Agri Tools by WeCommerce is designed to support practical farm management, record keeping, monitoring, compliance readiness, operational decision-making and market readiness.

This policy applies to all users of Agri Tools by WeCommerce, including but not limited to:

• smallholder farmers;
• emerging commercial farmers;
• commercial farmers;
• farm owners;
• farm managers and employees;
• high school learners, young farmers, agricultural students and youth programme participants, where lawful and appropriate;
• agricultural advisors, mentors, experts or consultants;
• buyers, partners, aggregators or market-access stakeholders, where a farmer has chosen to share information with them;
• administrators and invited team members using Agri Tools by WeCommerce modules.

By using Agri Tools by WeCommerce, creating an account, submitting information, uploading records or using any of the modules, you agree to the collection and use of information as described in this Privacy Policy.

2. Laws and Principles We Follow

Agri Tools by WeCommerce is intended to be operated in line with applicable South African privacy laws, including the Protection of Personal Information Act, 4 of 2013, commonly known as POPIA.

Where applicable, WeCommerce Pty Ltd aims to process personal information according to the following privacy principles:

• accountability;
• lawful, fair and reasonable processing;
• collecting information for a specific and legitimate purpose;
• only collecting information that is relevant and necessary;
• keeping information accurate and up to date where reasonably possible;
• being transparent about how information is used;
• protecting information through reasonable security safeguards;
• allowing users to access, correct or request deletion of their personal information where legally permitted.

3. What Information We Collect

Agri Tools by WeCommerce may collect different categories of information depending on how you use the app/platform and which modules you use.

3.1 Account and profile information

When you register or use Agri Tools by WeCommerce, we may collect:

• full name;
• email address;
• phone number;
• username or login details;
• role or user type, such as farmer, farm manager, employee, advisor, expert, buyer, commercial farmer or administrator;
• organisation, farm or business name;
• profile photo, where uploaded;
• communication preferences;
• password or authentication information, stored in a protected or encrypted format where technically available.

3.2 Farm or business profile information

Agri Tools by WeCommerce may allow users to create or manage farm, business or organisation profiles. This may include:

• farm or business name;
• farm location, area, town, province or GPS coordinates, where provided;
• farm type, such as crop, livestock, mixed farming or other category;
• commodities produced;
• size of farm, field, camp, block or production unit;
• production focus;
• farm team members, roles and permissions;
• operational notes, documents or uploaded files.

3.3 Module records

Agri Tools by WeCommerce provides record-keeping modules. These modules may collect information entered by users, including operational, production, compliance, financial and farm-management data.

Medication Records

Medication Records may include:

• treatment date and time;
• medication name;
• medication category;
• treatment indication or reason for treatment;
• species;
• herd, group, camp, pen or field;
• individual animal ID, where applicable;
• number of animals treated;
• animal weight or average group weight;
• dosage rule and dosage value;
• administration route;
• frequency and treatment duration;
• withdrawal period and withdrawal end date;
• supplier instructions;
• cost per animal and total treatment cost;
• treatment notes and treatment history.

Spray Records

Spray Records may include:

• date of spray application;
• field, block, camp or location;
• crop or target plant;
• product name;
• active ingredient;
• registration number;
• target pest, disease or weed;
• application rate per hectare;
• total quantity used;
• area treated;
• operator or responsible person;
• weather or application notes;
• safety, compliance or withholding-related notes where entered.

Production Records

Production Records may include:

• production batch or season;
• start and end dates;
• crop, livestock or production type;
• location, camp, block, field, pen or production unit;
• inputs used;
• input costs;
• output produced;
• quality grade;
• labour hours;
• revenue;
• cost per unit;
• profit per unit;
• production notes.

Inventory Records

Inventory Records may include:

• product or input name;
• category;
• unit of measurement;
• opening stock;
• stock received or purchased;
• stock used, sold, transferred or removed;
• current stock;
• reorder level;
• linked production batch;
• storage location;
• supplier or purchase reference;
• stock notes.

Sales Records

Sales Records may include:

• sale date;
• product sold;
• quantity sold;
• grade or quality category;
• buyer or customer name;
• buyer contact details, where entered;
• price per unit;
• total sale value;
• payment status;
• delivery or collection details;
• invoice, receipt or reference numbers;
• sales notes.

Purchase Records

Purchase Records may include:

• purchase date;
• item or service purchased;
• supplier name;
• supplier contact details, where entered;
• quantity purchased;
• unit price;
• total purchase cost;
• payment status;
• invoice, receipt or reference numbers;
• linked inventory item, production batch or module;
• purchase notes.

3.4 Dashboard, monitoring and compliance-readiness information

Agri Tools by WeCommerce may process user-submitted records to create dashboards, summaries, reports, alerts or insights. This may include:

• record summaries;
• cost summaries;
• treatment histories;
• withdrawal date tracking;
• production summaries;
• inventory levels;
• sales and purchase summaries;
• compliance-readiness indicators;
• monitoring notes;
• export or market-readiness documentation support;
• records required by buyers, commercial farmers, markets or certification-related processes, where relevant.

3.5 AI-supported assistance and uploaded information

If users interact with AI-supported features or upload documents, images, spreadsheets, records or other files, Agri Tools by WeCommerce may process:

• prompts, questions and instructions submitted by users;
• documents, records or files uploaded by users;
• outputs, summaries or responses generated from user-submitted information;
• conversation or interaction history, where enabled;
• metadata connected to uploaded files.

AI-generated responses may assist with record review, summaries, explanations, operational guidance or information retrieval. AI outputs should not be treated as legal, veterinary, medical, financial, tax, accounting, certification or export-compliance advice unless reviewed by a suitably qualified professional.

3.6 Device, technical and usage information

When users access Agri Tools by WeCommerce, we may collect technical information such as:

• IP address;
• browser type;
• device type;
• operating system;
• pages or features accessed;
• login times;
• module usage activity;
• error logs;
• cookies or similar tracking technologies;
• approximate location based on device or network information, where applicable.

3.7 Location and weather-related information

For features such as weather, alerts, mapping, field location or farm-specific information, Agri Tools by WeCommerce may collect or process:

• farm location;
• field, camp or block location;
• coordinates entered by the user;
• location-based weather or alert preferences;
• commodity or farm-type information used to personalise alerts.

Where precise location data is used, Agri Tools by WeCommerce will only use it for app/platform-related purposes such as farm mapping, weather, alerts, dashboard personalisation or operational record keeping.

3.8 Payment and billing information

Agri Tools by WeCommerce is currently provided free of charge. If WeCommerce Pty Ltd later introduces paid modules, subscriptions, paid services or paid professional support, we may collect:

• billing name;
• billing address;
• invoice details;
• payment status;
• subscription plan;
• transaction references;
• VAT or tax information where required.

Payment card or bank information should be processed by a secure payment provider where applicable. WeCommerce Pty Ltd should not store full card details unless this is done through a compliant payment processor.

4. Special Personal Information

Agri Tools by WeCommerce does not intentionally request sensitive personal information unless it is necessary for a specific service or legal purpose.

Users should not upload or submit information such as health information, identity documents, financial account details, children's information, biometric information, political opinions, religious beliefs or other sensitive information unless specifically requested and necessary.

Where Agri Tools by WeCommerce receives sensitive information, WeCommerce Pty Ltd will aim to protect it with appropriate safeguards and only process it where lawful and necessary.

5. Information About Other People

Users may enter information about employees, farm workers, managers, buyers, suppliers, customers, advisors or other people.

If you submit personal information about another person, you confirm that:

• you have a lawful reason to provide that information;
• you have informed the person, where required;
• the information is accurate to the best of your knowledge;
• the information is relevant to your use of Agri Tools by WeCommerce.

Examples may include entering the name of a spray operator, farm manager, buyer, supplier, employee, advisor or team member.

6. How We Collect Information

Agri Tools by WeCommerce may collect information:

• directly from you when you create an account or use the app/platform;
• when you enter records into modules;
• when you upload documents, images, spreadsheets or files;
• when you use AI-supported features, dashboards, export tools, communication tools or notifications;
• when your farm, employer, team member or organisation adds you to a farm or business profile;
• when you communicate with WeCommerce Pty Ltd by email, phone, WhatsApp, online form or social media;
• automatically through app, website or platform usage technologies;
• from third-party tools or integrations that you authorise or that are necessary to provide the service.

7. Why We Use Information

Agri Tools by WeCommerce may process information for the following purposes:

7.1 To provide and operate the app/platform

We use information to:

• create and manage user accounts;
• allow users to create farm or business profiles;
• allow users to record, view, search, edit, export and delete module records;
• provide dashboards and summaries;
• enable team access and role-based permissions;
• provide notifications, reminders, alerts and platform updates;
• manage support requests.

7.2 To support record keeping and compliance readiness

We may use records to help users:

• maintain farm records;
• track medication, spray, production, inventory, sales and purchase activity;
• monitor withdrawal periods, stock levels, production outputs or costs;
• prepare information for buyers, commercial farmers, markets, auditors, advisors or compliance processes, where the user chooses to do so;
• improve readiness for formal, local or export market participation.

Agri Tools by WeCommerce does not guarantee that use of the app/platform automatically makes a farm compliant with any buyer, market, export, veterinary, food safety, environmental, certification or legal requirement. Users remain responsible for verifying requirements with the relevant authority, buyer, certifier or professional advisor.

7.3 To provide monitoring and support services

Where Agri Tools by WeCommerce supports farmers, farm teams, buyers or authorised partners, we may use records to:

• monitor farm progress;
• identify gaps in records or readiness;
• provide operational summaries;
• assist with reporting to authorised stakeholders;
• support collaboration where the relevant farmer or authorised user has chosen to share information.

7.4 To personalise the user experience

We may use information such as location, farm type, commodity and user role to:

• customise dashboards;
• show relevant alerts;
• provide weather or market-related information;
• improve module recommendations or platform features.

7.5 To improve Agri Tools by WeCommerce

We may use information to:

• improve app/platform functionality;
• analyse usage trends;
• identify bugs or technical issues;
• develop new modules and features;
• improve user support;
• train staff on platform support, subject to confidentiality obligations.

7.6 For legal, security and business purposes

We may process information to:

• comply with laws and regulations;
• keep records required for accounting, tax, legal or operational purposes;
• enforce terms and conditions;
• prevent fraud, misuse or unauthorised access;
• protect the rights, safety and property of WeCommerce Pty Ltd, users or third parties;
• respond to lawful requests from regulators, courts or authorities.

8. Legal Basis for Processing Personal Information

Agri Tools by WeCommerce may process personal information where:

• the user has given consent;
• processing is necessary to provide the requested services;
• processing is necessary to perform or prepare a contract;
• processing is necessary to comply with a legal obligation;
• processing protects a legitimate interest of WeCommerce Pty Ltd, the user or another authorised party;
• processing is necessary for a lawful business purpose connected to the app/platform.

Where consent is required, users may withdraw consent, but this may affect Agri Tools by WeCommerce's ability to provide certain features or services.

9. Sharing of Information

WeCommerce Pty Ltd does not sell users' personal information.

We may share information only where necessary, lawful and appropriate, including with the categories below.

9.1 Within a farm, business or organisation profile

If you are added to a farm, business or organisation profile, authorised administrators or team members may be able to access information connected to that profile depending on their permissions.

For example, a farm owner or manager may be able to view module records entered by employees or team members on behalf of that farm.

9.2 With commercial farmers, buyers, partners or market-access stakeholders

Agri Tools by WeCommerce may help users prepare, organise or share relevant records, summaries or monitoring information with authorised stakeholders. This may include:

• commercial farmers supporting or monitoring smallholder suppliers;
• buyers assessing supply readiness;
• market-access partners;
• programme administrators;
• compliance or audit-support partners.

One farm, farmer, buyer or commercial partner will not automatically receive access to another farm's records, dashboard or private information. Information from one farm may only be shared with another farm, commercial farmer, buyer, partner or stakeholder where the relevant farmer or authorised user has chosen to share it or has given explicit consent for that sharing, unless WeCommerce Pty Ltd is required by law to disclose the information.

9.3 With service providers

We may use trusted service providers to help operate Agri Tools by WeCommerce. These providers may change from time to time, and may include providers of:

• hosting and cloud storage;
• database management;
• authentication and security;
• analytics;
• email, SMS, WhatsApp or notification services;
• payment processing;
• customer support tools;
• AI or automation tools;
• document processing or reporting tools.

These service providers may only process information as needed to provide services to WeCommerce Pty Ltd and should be required to protect the information appropriately.

9.4 With advisors or professional service providers

Where necessary, WeCommerce Pty Ltd may share information with accountants, legal advisors, auditors, compliance specialists, agricultural advisors, veterinarians, agronomists or other professionals, but only where authorised, legally required or necessary for the relevant service.

9.5 With authorities, regulators or courts

We may disclose information where required by law, regulation, legal process, court order or lawful request from a competent authority.

9.6 During business changes

If WeCommerce Pty Ltd or Agri Tools by WeCommerce is involved in a merger, acquisition, restructuring, investment, sale of assets or transfer of business, user information may be disclosed or transferred as part of that process, subject to appropriate safeguards.

10. AI Features and Automated Assistance

Agri Tools by WeCommerce may include AI-supported features to help users search records, summarise information, understand module data, identify gaps, prepare reports or receive general guidance. WeCommerce Pty Ltd may use internal tools or trusted third-party AI service providers to provide these features.

Users understand that:

• AI outputs may be incomplete, inaccurate or not suitable for all circumstances;
• AI should not replace professional advice from a veterinarian, agronomist, accountant, lawyer, auditor, certifier or other qualified expert;
• users remain responsible for checking outputs before using them for business, compliance, veterinary, financial, legal or market-access decisions;
• Agri Tools by WeCommerce may process prompts, uploaded documents and module records to provide AI-supported responses;
• Agri Tools by WeCommerce uses AI-supported features to provide user-specific answers, summaries and assistance based on information submitted or made available by the user;
• WeCommerce Pty Ltd will not intentionally use confidential user records to train external AI models unless this is clearly disclosed and lawfully permitted.

11. Cookies and Tracking Technologies

Agri Tools by WeCommerce may use cookies, pixels, analytics tools or similar technologies to:

• keep users logged in;
• remember preferences;
• improve app, website and platform performance;
• understand how users interact with the app/platform;
• detect errors or security risks;
• support marketing or communication activities, where applicable.

Users can usually control cookies through their browser settings. Disabling certain cookies may affect how the app/platform works.

Agri Tools by WeCommerce may also use email, WhatsApp, SMS or platform notifications for service messages, reminders, alerts, direct marketing and user support, where lawful and where the user has provided the relevant contact details or consent.

12. Direct Marketing and Communications

Agri Tools by WeCommerce may send users operational messages, such as account notices, module updates, security alerts, support responses and important service information.

Agri Tools by WeCommerce may also send marketing or educational communications about:

• app/platform updates;
• new modules;
• farmer opportunities;
• training events;
• partner programmes;
• agricultural information;
• WeCommerce Pty Ltd or Agri Tools by WeCommerce services.

Where required, WeCommerce Pty Ltd will ask for consent before sending direct marketing. Direct marketing may be sent by email, WhatsApp, SMS, phone call, platform notification or other appropriate communication channel. Users may unsubscribe or opt out of marketing messages at any time. However, users may still receive necessary operational or legal messages related to their account or use of the app/platform.

13. Data Storage and Security

WeCommerce Pty Ltd takes reasonable technical and organisational measures to protect information against loss, unauthorised access, misuse, disclosure, alteration or destruction.

These measures may include:

• access controls;
• passwords and authentication;
• role-based permissions;
• secure hosting providers;
• encryption where appropriate and technically available;
• backups;
• staff or contractor confidentiality obligations;
• monitoring for suspicious activity;
• limiting access to information on a need-to-know basis.

No system can guarantee complete security. Users are responsible for keeping their login details confidential and for notifying WeCommerce Pty Ltd immediately if they suspect unauthorised access to their account.

14. Data Retention

WeCommerce Pty Ltd will retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• providing the app/platform;
• maintaining user accounts;
• supporting farm records and compliance readiness;
• meeting legal, tax, accounting or reporting requirements;
• resolving disputes;
• enforcing agreements;
• maintaining backups and security records.

Because farm, treatment, spray, production, inventory, sales and purchase records may be needed for operational history, buyer requirements, compliance readiness, audits or market access, module records may be retained for a longer period unless deleted in line with Agri Tools by WeCommerce's procedures and applicable law.

Current retention approach:

• account information may be kept for as long as the user account remains active and for a reasonable period after account closure where needed for legal, security, support or record purposes;
• module records may be kept for as long as the relevant user, farm or business profile keeps them on Agri Tools by WeCommerce, unless the user deletes them using the available delete function or requests deletion in line with Agri Tools by WeCommerce's procedures and applicable law;
• users may use the available export function to download or export module records, where the feature is available;
• because medication, spray, production, inventory, sales and purchase records may be needed for operational history, buyer requirements, audits, compliance readiness or market access, users are encouraged to export or download important records before deleting them;
• where WeCommerce Pty Ltd introduces paid services, invoices and billing records may be retained for the period required by applicable tax, accounting or company law;
• support messages may be retained for as long as reasonably necessary to resolve the issue, maintain service history and protect the rights of WeCommerce Pty Ltd or the user;
• backup copies may remain in secure backups for a limited period after deletion before being overwritten or permanently deleted.

15. User Rights

Subject to applicable law, users may have the right to:

• ask whether WeCommerce Pty Ltd holds personal information about them;
• request access to their personal information;
• request correction of inaccurate, outdated or incomplete information;
• request deletion of personal information where legally permitted;
• object to certain processing;
• withdraw consent where processing is based on consent;
• request restriction of certain processing where applicable;
• complain to WeCommerce Pty Ltd or to the Information Regulator.

Requests may be sent through the support page at https://wecommerce.net.za/contact or by email to info@wecommerce.net.za.

WeCommerce Pty Ltd may need to verify the requester's identity before actioning a request. Some requests may be refused or limited where WeCommerce Pty Ltd is legally required or entitled to retain information.

16. Accuracy of Information

Users are responsible for ensuring that the information they enter into Agri Tools by WeCommerce is accurate, complete and up to date.

Agri Tools by WeCommerce may rely on user-entered records to generate dashboards, summaries, reminders, alerts or reports. Incorrect or incomplete records may result in incorrect outputs.

Users should carefully check important records, especially those relating to medication, withdrawal periods, spray applications, food safety, production, inventory, sales, purchases, compliance readiness, market access or financial decisions.

17. Farm Records, Compliance and Professional Responsibility

Agri Tools by WeCommerce helps users organise and monitor farm information. However, Agri Tools by WeCommerce does not replace:

• veterinary advice;
• agronomic advice;
• legal advice;
• tax or accounting advice;
• certification advice;
• export compliance advice;
• food safety audits;
• buyer-specific requirements;
• statutory record-keeping duties.

Users remain responsible for confirming the requirements that apply to their farm, product, buyer, market, certification scheme or export destination.

18. Cross-Border Transfers

Some of WeCommerce Pty Ltd's service providers, hosting providers, cloud tools, AI tools or communication tools may process or store information outside South Africa.

Where information is transferred outside South Africa, WeCommerce Pty Ltd will aim to ensure that appropriate safeguards are in place, such as contractual protections, security measures or other lawful transfer mechanisms.

By using Agri Tools by WeCommerce, users understand that their information may be processed in other countries where WeCommerce Pty Ltd or its service providers operate.

19. Children, Learners and Young Farmers

Agri Tools by WeCommerce may be used by or marketed to high school learners, young farmers, agricultural students, youth programmes, school groups, training programmes, farming businesses or competitions. Agri Tools by WeCommerce is not against use by minors. A person under the age of 18 may use Agri Tools by WeCommerce as a farmer, learner, student, youth programme participant or member of a farm team, where this is lawful and appropriate.

Because South African privacy law treats the personal information of children with additional care, WeCommerce Pty Ltd may require appropriate consent, authorisation or supervision where legally required. This may include consent or authorisation from a parent, guardian, school, programme organiser, farm owner, employer or other legally authorised person, depending on how the minor is using Agri Tools by WeCommerce.

Where Agri Tools by WeCommerce is used in a school, competition, training event or youth programme, the school or programme organiser may be responsible for collecting and managing the required permissions, unless WeCommerce Pty Ltd agrees otherwise in writing.

Agri Tools by WeCommerce will aim to collect only the information reasonably necessary for the relevant farming, educational, training, competition, agricultural or platform purpose. Minors should not upload unnecessary sensitive information, identity documents, private family information, financial details or other information that is not required for their use of Agri Tools by WeCommerce.

If WeCommerce Pty Ltd becomes aware that it has collected personal information from a minor without the required consent or lawful basis, WeCommerce Pty Ltd may delete, restrict or de-identify that information, or request appropriate consent before continuing to process it.

20. User Responsibilities

Users agree to:

• provide accurate information;
• keep login details secure;
• only upload information they are authorised to share;
• respect the privacy and confidentiality of others;
• avoid uploading unnecessary sensitive information;
• use the app/platform lawfully;
• review AI outputs, dashboards and reports before relying on them;
• comply with applicable farm, veterinary, labour, tax, food safety, market, buyer and export requirements.

21. Third-Party Links and Integrations

Agri Tools by WeCommerce may contain links to third-party websites, tools, payment providers, maps, weather services, market-data sources, communication tools or partner platforms.

WeCommerce Pty Ltd is not responsible for the privacy practices of third-party services. Users should review the privacy policies of those third parties before using them.

22. Data Breach and Security Incidents

If WeCommerce Pty Ltd becomes aware of a security incident involving personal information, WeCommerce Pty Ltd will take reasonable steps to:

• investigate the incident;
• contain and reduce harm;
• restore security where possible;
• notify affected users and/or the Information Regulator where legally required;
• take steps to reduce the risk of similar incidents.

23. Changes to This Privacy Policy

WeCommerce Pty Ltd may update this Privacy Policy from time to time to reflect changes in Agri Tools by WeCommerce, modules, laws, service providers or business operations.

The latest version will be made available through the app, website, app store listing or other appropriate channel. Where changes are material, WeCommerce Pty Ltd may notify users by email, platform notification or other reasonable method.

Continued use of Agri Tools by WeCommerce after changes are published means users accept the updated Privacy Policy.