Privacy Policy

1. Information we collect

• Reports you upload: the file, its name and size, laboratory results, and any personal or farm information included in it. We also keep the generated analysis, your upload consent, request times and processing outcomes, including failed attempts.
• Messages you send: your message, optional email address and any screenshot or image you attach. If you email us directly, we also receive the details included in your email.
• Technical information: our hosting and service providers may process IP addresses, browser and request information for delivery, security and troubleshooting. For upload limits, our application stores a protected, hashed version of your IP address.

Only upload information you are authorised to share. Remove unnecessary names, contact details, financial information and other sensitive content from reports or screenshots before sending them. Uploading a report is optional; you can use the catalogue without Smart Analysis.

2. How we use information

We use information to interpret your report, display relevant catalogue matches, respond to enquiries, investigate problems, prevent misuse and improve the service. Authorised people helping operate Organic Toolbox may review submitted information for these purposes. We do not sell personal information or send uploaded reports to product suppliers for their advertising.

3. Service providers and overseas processing

Smart Analysis sends your report content to OpenAI for automated interpretation. Report files and analysis records are held in private Supabase storage and databases configured in Sydney, Australia. Netlify hosts the website and processes contact-form submissions; feedback is also delivered to our team by email. These providers and their service partners may process information outside Australia, including in the United States. Overseas privacy protections may differ from those in Australia.

OpenAI states that API content is not used to train its models by default. It may retain content for abuse monitoring, security or legal purposes under its data controls. Our use of AI does not mean that your report is immediately deleted by every provider.

Service providers process information under the terms applicable to their services. We may disclose information where legally required or where reasonably necessary to address fraud, security incidents or threats to others. Supplier websites you visit through our links have their own privacy practices.

4. Information saved in your browser

Compare and saved-product lists are stored in your browser until you clear them or clear this website's browser data. Your latest analysis and its return position are saved for the browser session so you can return to the report. These features do not require an account and are not an account-based backup across devices.

We do not currently add advertising trackers or third-party analytics scripts to the application. Hosting and security services may still use technical logs or essential technologies. Clearing browser data does not delete files or messages already submitted to our services.

5. Storage and deletion

Uploaded reports and analysis records are not publicly listed. We use private storage and access controls to protect them, although no online service can guarantee complete security. Keep your own original report and avoid using a shared browser for confidential results.

Report uploads and analysis records remain stored until removed following a deletion request or an operational review. The website does not automatically delete them after a fixed period, including files that could not be analysed. Feedback is retained in our form and email services and can also be included in a deletion request. You can request deletion at any time using the contact details below.

We assess what can be deleted and whether any information must be retained for legal, security or unresolved complaint purposes. Copies held in provider backups or security logs may remain subject to those providers' retention rules. We will explain any material limits when responding to your request.

6. Access, corrections and privacy concerns

To ask about your information, request access, correction or deletion, or make a privacy complaint, email info@organictoolbox.com.au. Include enough detail to locate the submission, such as its filename, approximate upload date or report reference. We may need to verify that the information belongs to you before providing it or acting on a request.

We will review your concern, investigate where needed and explain the outcome and any proposed next steps. We aim to respond within 30 days. If it remains unresolved, you can seek guidance from the Office of the Australian Information Commissioner, which explains available complaint options and whether the Privacy Act applies to your situation.

7. Changes to this policy

We may update this policy as the service changes. The current version will appear here. If we propose a materially different use of information already collected, we will provide any notice or seek any consent required before doing so. An update does not remove commitments made when information was submitted.