People in Paddocks Pty Ltd, and its subsidiaries (collectively, “People in Paddocks”, “we” or “us”) is committed to protecting your privacy and ensuring you have a positive experience on our websites and when you use our products and services (collectively, “Products”). This Policy outlines how People in Paddocks will collect, use, disclose, and administer personal information and data in accordance with the Commonwealth Privacy Act 1988 (Privacy Act) and associated Australian Privacy Principles (APPs).
This policy applies to all data collected by People in Paddocks in the course of providing services to you through our products. The data covered includes personal HR information, metrics about worker behaviour, and safety compliance data including worker locations when clocked on for working alone and emergency responses. It also covers any additional farm-related data collected for the purposes of industry benchmarking and promotions.
| Type of Data | Description | Purpose of Collection |
|---|---|---|
| Personal HR Information | Personal data related to farm workers, including contact details and employment records. | For workforce management, compliance, and reporting purposes. |
| Worker Behaviour Metrics | Data on worker performance, safety compliance, and job-related behaviour. | To improve safety, optimise farm operations, and provide insights for promotions. |
| Worker Locations | GPS location data of workers whilst clocked on. | For workforce safety in paddocks, working alone in remote locations, emergency situations and accident responses. |
| Farm & Safety Compliance Data | Data generated by farms and workers, such as production data, environmental data, and transaction data. | To assist in operational decisions, safety measures and responses and industry benchmarking. |
| Purpose | How Data is Used | With Whom Data is Shared |
|---|---|---|
| Operational Improvements | Data is used to monitor worker safety, optimise operations, and ensure compliance. | Shared internally with relevant team members for analysis and improvement. |
| Industry Benchmarking | Aggregated and anonymised data is used for benchmarking across the industry. | Shared with industry bodies and relevant partners for benchmarking purposes. |
People in Paddocks empowers you with control over your data. You have the right to:
You can access your data through the People in Paddocks platform by submitting a formal request via the app or to support@peopleinpaddocks.com.au.
People in Paddocks employ stringent security measures to protect all data from unauthorised access, damage, or destruction.
| Security Measure | Description |
|---|---|
| Data Encryption | All data is encrypted both in transit and at rest to ensure confidentiality. |
| Access Control | Access to data is restricted to authorised personnel only, with role-based permissions. |
| Data Breach Protocol | In the event of a data breach, People in Paddocks will notify affected farmers within 48 hours and provide guidance on steps to mitigate the impact. |
We regularly review our security protocols to ensure they meet or exceed industry standards.
Any third-party data sharing is governed by strict agreements that comply with National standards. You will always be informed and asked for consent before your data is shared with third parties, with the following exceptions:
| Third-Party Entity | Purpose of Data Sharing |
|---|---|
| Industry Bodies | For benchmarking and development of industry standards. |
| Research Institutions | For agricultural research and advancements. |
People in Paddocks complies with all relevant laws, including:
If People in Paddocks is required to disclose data due to legal obligations, we will notify affected farmers in a timely manner and provide details of the data shared.
People in Paddocks are committed to obtaining and then maintaining compliance with the NFF Australian Farm Data Code. We will regularly review this policy to ensure it reflects current best practices, industry standards, and changes in the law. We are pursuing formal NFF certification to provide an additional layer of trust for our customers.
For questions, concerns, or to exercise your rights under this policy, please contact People in Paddocks at:
Email: support@peopleinpaddocks.com.au
Phone: 0413 881 931
People in Paddocks maintain detailed records of all data collection, sharing, and processing activities. These records are maintained in compliance with the requirements of relevant legislation, ensuring transparency and accountability at all times.
| Record Type | Details Maintained | Retention Period |
|---|---|---|
| Data Collection Records | Information on what data was collected, from whom, and the consent obtained. | 7 years |
| Data Sharing Agreements | Copies of all agreements for third-party data sharing, including consent records. | 7 years or longer if required by law. |
| Access Requests and Corrections | Records of any farmer requests to access, correct, or delete data. | Indefinitely |
| Data Breach Records | Detailed logs of any data breaches, the response taken, and notifications made. | Indefinitely |
Regular internal audits are conducted to ensure that all data management practices adhere to this policy.
This Data Policy is subject to continuous review to reflect changes in technology, industry standards, and legal requirements. We will notify all stakeholders of any significant updates to this policy, and you will always have the opportunity to review and consent to any changes that materially affect your data rights. Four (4) weeks notice will be given to all clients for material changes to these terms and conditions, and our data and privacy policies. Minor changes will be made on a needs basis and will not change the intent or key clauses of our terms and conditions or policies.
| Review Frequency | Responsible Party | Notification Method |
|---|---|---|
| Annual | Chief Technology Officer | Email and In-App Alert |
| Major Legal Changes | Chief Technology Officer | Email and In-App Alert |
| Feedback from you or Workers | Chief Technology Officer | Email and Website Notice |
To further build trust with you and other stakeholders, People in Paddocks will issue annual transparency reports detailing:
These reports will be publicly available on the People in Paddocks website and distributed directly to users.
| Report Type | Frequency | Available At |
|---|---|---|
| Transparency Report | Annually | People in Paddocks Website |
| Data Breach Report (if applicable) | As needed | People in Paddocks Website & User Email Notifications |
People in Paddocks are committed to engaging with you and workers to continually improve our data practices. A dedicated feedback portal is available on both the web and mobile platforms, allowing users to:
| Feedback Mechanism | Available On | Review Frequency |
|---|---|---|
| Web Portal | People in Paddocks Website | Quarterly |
| In-App Feedback Feature | Mobile App | Quarterly |
| Email Submissions | support@peopleinpaddocks.com.au | Quarterly |
All feedback is reviewed by the Chief Technology Officer and the results are communicated back to users where applicable.
People in Paddocks implements clear policies on the retention and deletion of farm data, ensuring that data is only kept for as long as necessary to fulfil the purpose for which it was collected.
| Data Type | Retention Period | Deletion Method |
|---|---|---|
| Personal HR Information | Retained for 7 years following submission of the data, unless deleted by the farmer. | Secure digital erasure |
| Worker Behavior Metrics | Identified data retained for 5 years after collection, unless de-identification requested by the employee. Data stored and used in an anonymised form by People in Paddocks indefinitely. | Deletion from all systems |
| Worker Locations | Identified data retained for the duration of the service provided, unless de-identification requested by the employee. Data stored and used in an anonymised form by People in Paddocks indefinitely. | Deletion from all systems |
| Farm & Safety Compliance Data | Identified data retained for the duration of the service provided, unless de-identification requested by the employee. Data stored and used in an anonymised form by People in Paddocks indefinitely. | Deletion from all systems |
You can request deletion of your data at any time through your account settings or by contacting People in Paddocks support.
In the event of a data breach, People in Paddocks will take the following steps:
| Step | Timeline | Responsible Party |
|---|---|---|
| Investigation | Within 24 hours of identifying the breach. | Chief Technology Officer |
| Notification to you | Within 48 hours of identifying the breach. | Chief Technology Officer |
| Containment & Mitigation | Ongoing during the investigation. | Chief Technology Officer |
| Reporting | Documented and included in the next Transparency Report. | Chief Technology Officer |
People in Paddocks enables you to request and retrieve your data in both processed and unprocessed forms. This ensures that you have the ability to switch providers, use third-party systems, or retain your data for personal records without any undue burden.
You can initiate a data portability request through your account settings on the People in Paddocks platform. The request will be processed within 10 business days, during which time the data will be compiled and made available for download in a standardised, machine-readable format (e.g., CSV, JSON, or XML).
| Step | Timeline | Responsible Party |
|---|---|---|
| Submission of Request | Farmers submit the request via the People in Paddocks platform. | Farmer/User |
| Data Compilation | Data is compiled into a machine-readable format. | Chief Technology Officer |
| Data Delivery | Data is made available for download or transferred to a third-party system. | Chief Technology Officer |
You may retrieve both raw farm data (e.g., sensor data) and processed data (e.g., metrics and benchmarks) as part of this process.
When sharing data to third-party service providers, People in Paddocks follows strict data-sharing agreements that comply with national laws. These agreements ensure that third parties adhere to the same standards of transparency, security, and fairness.
You will have full control of any payroll data being shared with third party accounting software providers and worker location details with Google Maps. People in Paddocks will only make available third party providers that comply with The Privacy Act 1988 (Privacy Act). People in Paddocks will never share any un-anonymised data with third parties, except when sharing is legally mandated.
| Third-Party Type | Reason for Data Sharing | Notification to Farmers |
|---|---|---|
| Accounting Software Providers | For processing payroll and exporting employee timesheets and pay information | Farmer/User actioned only |
| Industry Partners | For benchmarking, research, and operational improvements. | No |
| Legal Authorities | For compliance with legal obligations. | Yes |
| Data Analytics Providers | For advanced analytics and insights (de-identified data). | No |
All third-party shares are logged, and records of these transfers are included in People in Paddocks’s annual transparency report.
If a data breach were to occur, the following steps would serve as a real-world example of People in Paddocks’s response:
This structured approach ensures that all data breaches are handled with urgency, transparency, and efficiency.
People in Paddocks is committed to ensuring that all employees, particularly those involved in data handling, are trained on data security and privacy best practices. Our training program includes:
| Training Type | Audience | Frequency |
|---|---|---|
| General Data Protection Training | All employees, with a focus on data handlers. | Annually |
| Security Incident Response | Chief Technology Officer & IT team | Biannually |
| NFF Australian Farm Data Code | All employees to ensure compliance with the Code. | Upon hire and annually thereafter. |
This training helps People in Paddocks maintain high standards of data protection and ensures that every team member understands your role in protecting farm and worker data.
People in Paddocks believe that transparency and education are key to building trust with you. We offer:
| Dissemination Channel | Content Provided | Frequency |
|---|---|---|
| Website | Full data policy, FAQs, and guidance materials. | Always available |
| Webinars | Interactive sessions on data rights and policy updates. | Quarterly |
| In-App Notifications | Policy updates and reminders on consent processes. | As needed |
You are encouraged to participate in these educational efforts to better understand how People in Paddocks’s data practices benefit them while protecting your privacy.
To ensure the effectiveness of this policy, People in Paddocks conducts regular reviews and assessments of its data management practices. This includes:
| Review Type | Frequency | Responsible Party |
|---|---|---|
| Annual Policy Review | Annually | Chief Technology Officer |
| Farmer Satisfaction Surveys | Annually | Customer Support Team |
| External Audit | Every 2 years | Independent Auditor |
Results from these reviews will be shared with you via transparency reports and policy updates.
If you have any privacy-related questions or comments related to this privacy policy, please send an email to support@peopleinpaddocks.com.au.