Privacy

01Who is responsible

Farmer is built and run by INNOVATIO PROFICIT d.o.o., Viška 2, 21000 Split, Croatia ("Profico", "we"). You can reach us about anything in this policy at farmer@profi.co.

Profico is the controller of your account data, of the analytics we collect and of anything you send us directly, such as an early-access request. The time data inside a workspace belongs to the organization that runs that workspace, usually your employer. For that data the organization is the controller and Profico processes it on the organization's behalf. If you want to see, correct or delete the time entries in a workspace, ask the organization first; we help them answer you.

02What we collect

We collect only what Farmer needs to work:

• Account. Your name, email address and profile picture, taken from the provider you sign in with (Google, GitHub or your organization's single sign-on). Farmer refreshes them from Google each time you sign in. We never see your password for those providers.
• Sessions. For each signed-in device: the IP address, the browser's user agent and when the session expires. You can see and end every session under Settings, Preferences.
• Audit log. For each change to the workspace's shared data, the workspace keeps what was done, who did it, the IP address and the browser's user agent. It also keeps every sign-in, sign-out and failed sign-in. The administrators of that workspace can read this log.
• Workspace data. Clients, projects, tasks, time entries and their notes, running timers, working hours, absences, and the membership details an administrator enters, such as your role, start date, employment type and expected hours.
• Uploads. Only project icons and the organization logo, up to 1 MB each.
• Assistant conversations. If your workspace uses the assistant, we store your conversations with it, including the answers and the data its tools read, until you delete them.
• Notifications. If you turn on push notifications, the address your browser's push service gives us and the browser's user agent.
• Emails to us. When you write to farmer@profi.co, for example to ask for early access, we keep your address and your message.

We do not collect payment details, and we do not buy or receive data about you from data brokers.

03Analytics and cookies

We use PostHog, hosted in the EU, to understand how Farmer is used and to find errors. When you are signed in, PostHog links events to your account ID, name and email. It records page views, clicks, errors, and product events such as "a time entry was created". Those events carry IDs and numbers, not the text of your entries. PostHog does not record your screen.

For the assistant and the MCP server, PostHog receives the model name, token counts, cost, timing and the names of the tools that ran. The content of prompts, answers and tool results is replaced with its length before it leaves our server.

Farmer sets these cookies:

• better-auth.session_token: keeps you signed in. It lasts seven days and renews while you use Farmer.
• Short-lived sign-in cookies, such as oauth_state, which protect a sign-in against forgery and expire with it.
• sidebar_state: remembers whether the sidebar is open, for seven days.
• ph_…_posthog: PostHog's analytics identifier.

Your display preferences (theme, fonts, density, motion) stay in your browser's local storage and never reach our server.

04Data from integrations

Every integration is off until you or an administrator of your workspace turns it on, and each one reads only what it needs to fill in your time:

• Google Calendar (read-only). The title, time, location and meeting link of the events on your primary calendar, and your own response to each. Farmer never writes to your calendar.
• GitHub. A GitHub App, installed by your organization on the repositories it chooses, with read access to contents and pull requests. Farmer stores the commits and pull request reviews it turns into time entries: the commit hash, message, author login, time and link, and the pull request's number, title and review state. GitHub's sign-in asks for broader access; Farmer uses that token only to read your profile and your organization's GitHub App installations.
• Slack. Farmer looks up workspace members in Slack by email address and sends direct messages: invitations, reminders and a summary for administrators.
• Harvest import. A CSV export you upload. Your browser reads the file; the server receives the rows. A person in the file without an email address gets a generated address and an archived account.
• Webhooks. An administrator can send events to a URL of the organization's choice. The events can contain a member's name, email address and entry notes.

05How we use it

We use your data to:

• Run Farmer: sign you in, record and total your time, build reports, and send the invitations, reminders and notifications you or your workspace turned on. The legal basis is our contract with you or with your organization.
• Keep Farmer secure and reliable: rate limits, session management and error tracking. The legal basis is our legitimate interest in a secure service.
• Improve Farmer, through the analytics described above. The legal basis is our legitimate interest in knowing which parts of the product work.
• Answer you when you write to us, and tell you when hosted Farmer is ready if you asked us to. The legal basis is your consent, which you can withdraw at any time.

We do not sell your data, we do not use it for advertising, and we do not use it to train AI models.

06The assistant

The assistant is optional. A workspace turns it on by adding its own OpenRouter API key, and an administrator chooses the model. When you use it, Farmer sends OpenRouter your name, email address, role, the organization's name, your messages and the results of the tools the assistant runs, such as timesheet rows and the names of colleagues. OpenRouter passes the request to the company that makes the chosen model.

That transfer happens under your organization's own account with OpenRouter, so OpenRouter's terms and the model provider's terms apply to it. Both can process data outside the EU. The assistant's answers can be wrong: check them before you rely on them.

07Who we share it with

We share data only with the service providers that run Farmer for us, and only what each one needs:

• Our hosting provider, which runs the server, the database and file storage in the EU.
• Cloudflare, which carries every request to Farmer and protects it from attacks. It sees your IP address and the requests you make.
• PostHog, in the EU, for analytics and error tracking.
• Our email provider, to deliver invitations.
• Your browser's push service (Google, Mozilla, Apple or Microsoft), if you turn on push notifications. It receives the title and text of each notification.
• Google, GitHub, Slack and OpenRouter, only when your workspace turns on the matching integration.

Your data stays in the EU, except where a provider above works outside it. Those transfers rely on the European Commission's adequacy decisions or its standard contractual clauses. We disclose data to authorities only when the law requires it.

08How long we keep it

• Account and workspace data: while your account and workspace exist. When one of them is closed, we delete its data within 30 days.
• Sessions: until they expire, seven days after you last used them, or until you end them.
• Assistant conversations: until you delete them.
• Audit log: the administrators of each workspace choose how long it keeps the log: 90 days, 1 year, 2 years or 7 years. The default is 1 year. After that time, Farmer deletes the entries.
• Webhook events: their contents are cleared after three days, and the record of each delivery is deleted after 14 days.
• Uploaded images that nothing uses any more: deleted after one day.
• Early-access requests: until we have told you hosted Farmer is ready, or until you ask us to forget you.

Apart from the audit log, Farmer keeps no log of your requests. Error messages go to the server's console, which our hosting provider rotates.

09How we protect it

Every connection to Farmer uses TLS. Tokens from Google, GitHub and Slack, API keys and other secrets are encrypted before they reach the database. Workspaces are separated from each other in every query, and sign-in and API requests are rate limited. No system is perfectly secure: if we learn of a breach that affects your data, we tell you and the supervisory authority as the GDPR requires.

10Your rights

Under the GDPR you have the right to:

• see the data we hold about you, and get a copy of it;
• have it corrected or deleted;
• restrict how we use it, or object to that use;
• receive it in a machine-readable format to take to another service;
• withdraw a consent you gave, at any time.

To delete your account, follow the steps on Delete your account.

Write to farmer@profi.co and we answer within one month. You can also complain to the Croatian Personal Data Protection Agency (AZOP, azop.hr) or to the authority where you live.

11Changes to this policy

When Farmer starts to collect something new or to use a new provider, we update this page and its date. If a change matters to how we use your data, we tell you in Farmer or by email before it applies.