Privacy Policy

1. Who We Are

IndiTrace is an agricultural supply chain traceability platform operated by Griiken ("we", "us"). We are responsible for personal data processed through the global edition at inditrace.com/global. You can reach us at contact@inditrace.com or +91 82001 83320.

This policy explains what personal data we collect, why, how long we keep it, who we share it with, and the rights you have. It applies to organisations and their users on the platform, farmers whose details are entered, and anyone who visits our public pages.

2. Data We Collect

Data you or your organisation give us

• Account data: name, email address (verified by OTP), phone number, password (stored only as a cryptographic hash), organisation name and details, and tax identifiers if provided for invoicing;
• Farmer and farm data: names, phone numbers, village and location details, land or plot information, and photographs of farmers, farms, and produce that you enter;
• Batch and supply chain data: crop and product details, quantities, dates, processing steps, custody and shipment records, geolocation coordinates captured at events, and uploaded photos and documents;
• Receiving videos: when an organisation records the arrival of purchased goods, a short video of the delivery (30 seconds to 90 seconds) together with the delivery details submitted alongside it — source, goods, quantities, and date. Our guidance is to film goods, labels, and weighing only; we ask users not to film faces or identity documents;
• Billing data: plan purchases, payment status and references from our payment gateway, and invoice details;
• Communications: messages you send us through contact forms, email, WhatsApp, booked calls, or newsletter subscriptions.

Data collected automatically

• Technical logs: IP address, request timestamps, browser type, and error logs, kept for security and troubleshooting;
• Authentication tokens: when you log in, access and refresh tokens are stored in your browser's local storage to keep you signed in — these can be cleared any time by logging out;
• Usage data: how the platform is used, in aggregated form, to improve the service.
• Website analytics: public pages use Plausible, a cookieless analytics service that records aggregated page views and referrers only. It does not record the signed-in app, account screens or partner invitation links. It sets no cookies, stores no IP addresses or personal identifiers, and does not track you across sites.

Data from public pages

Public trace pages are viewable without an account. We log only minimal, aggregated request data for these pages (needed to keep them fast and available).

3. Why We Process It (Purposes and Bases)

• To provide the platform — accounts, batch registration, trace pages, QR codes, anchoring, notifications (emails about batches and account activity). Basis: performance of your contract with us.
• To verify receiving evidence — before a batch can carry the "Verified by IndiTrace team" badge, authorised members of our team review the receiving video against the recorded delivery details. Reviews are logged, decisions can be audited, and the video itself is never shown publicly. Basis: performance of your contract with us.
• To process payments and comply with tax law — collecting payments via the gateway, issuing invoices, maintaining accounting records. Basis: contract and legal obligation.
• To keep the service secure and available — fraud prevention, rate limiting, abuse detection, debugging, backups. Basis: our legitimate interest in operating a safe service, and legal obligation where applicable.
• To communicate with you — support, onboarding help, transactional notices (e.g. batch anchored, plan expiring), and — only with your consent — newsletters and product updates.
• To improve the platform — aggregated usage analysis, feature development.

We do not sell personal data. We don't use your data for behavioural advertising. We don't make solely automated decisions with legal or similarly significant effects about you.

4. Public Trace Pages and Blockchain — Please Read

Two features of IndiTrace intentionally make certain data public. If you are an organisation entering farmer or batch data, you control what gets published:

• Public trace pages: information you publish on a batch's trace page is visible to anyone who scans its QR code or opens its link — no account needed. Choose deliberately what farmer details and photos you publish.
• Blockchain anchoring: a cryptographic hash of batch records is written to the public Polygon blockchain. On-chain data is immutable — it can never be edited or deleted, by us or anyone. The hash does not itself reveal personal details, but it permanently and publicly proves that the batch record existed at a timestamp.
• Verification badge: the "Verified by IndiTrace team" badge, its status, and its review date are public on trace pages. The receiving video behind the badge is not — it stays private to the submitting organisation and our review team, and is deleted on the schedule described in Section 6.

Because of these features, deletion or correction of data already published on-chain or on live trace pages is technically limited: we can update or unpublish platform data, but cannot alter blockchain history. We will clearly explain these limits when you make a correction or erasure request.

5. Who We Share Data With

We share personal data only with processors and sub-processors that help us run the platform, under contract, limited to their function:

• Cloud hosting and database: Amazon Web Services and Supabase in Frankfurt, Germany;
• File and media storage: Amazon S3 in Frankfurt (public batch media and a separate private receiving-video bucket);
• Payments: Stripe (card processing and subscription billing); we never see your payment credentials;
• Email delivery: transactional email providers (e.g. Resend) for OTPs and batch notifications;
• Blockchain network: Polygon (batch hashes, as described above);
• Scheduling: Calendly, when you book a call with us;
• Professional advisers (accounting, legal) and authorities, where required by law.

The global edition keeps its primary application data in Frankfurt. Email, payments, blockchain verification, support, and other service providers may process limited data in other countries under applicable safeguards.

6. Retention

We keep personal data only as long as the purpose it was collected for requires, and then delete or anonymise it. Where a period below says "deleted", deletion is automatic — enforced by timed storage rules, not by someone remembering to do it. Concretely:

• Receiving videos — 6 months, then permanently deleted. When goods are recorded as received, the video is compressed shortly after upload (the raw original is removed as soon as that compression completes, and uploads abandoned before completion are removed within 24 hours). The compressed copy is then kept for a fixed window of 6 months from the date of upload — long enough for the IndiTrace team to review the delivery and for the organisation to raise questions or disputes about it — after which it is deleted automatically by a storage lifecycle rule, re-checked by an internal cleanup job. This happens whether or not your account is still active. What survives is the outcome of the review: a text record of the decision (verified, changes requested, or revoked) and its date, kept so the badge's history can be audited. The video itself does not survive.
• Batch and traceability records: for as long as your organisation uses the platform — the trace history is the product, and earlier entries stay referable by later ones;
• Other account data: for as long as your organisation uses the platform, plus a short grace period;
• Billing and invoices: for the period required by applicable accounting and tax law;
• Security logs: up to 12 months, then deleted or anonymised;
• Closed accounts: platform data is deleted or anonymised within a reasonable period after closure, except data we must keep for law, disputes, or the blockchain/trace-page limits described in Section 4;
• Published trace pages and on-chain hashes: trace pages stay online while the underlying batch is published (batch records intentionally remain publicly verifiable even after plans expire); on-chain hashes are permanent by nature.

You do not have to wait for a retention period to end: organisations can ask us to delete a receiving video (or other platform data) sooner, and we will honour verified requests as described in Section 7.

7. Your Rights

Subject to applicable law, you can ask us to: access your personal data; correct or complete inaccurate or incomplete data; erase it (subject to legal retention and the blockchain limits above); nominate someone to exercise rights on your behalf; and withdraw consent or opt out of marketing at any time (grievance redressal below). Organisations can also request an export of their platform data in standard formats.

Email contact@inditrace.com from your registered address with your request; we respond within a reasonable period and may need to verify your identity first. You may also contact the data protection authority that applies to your location.

8. Security

We apply measures appropriate to the sensitivity of the data: HTTPS/TLS for all traffic, passwords stored as salted hashes, short-lived authentication tokens, role-based access within organisations, least-privilege access for staff, audit logging of batch changes, and periodic security review. Receiving videos receive stricter handling still: they live in a dedicated private storage bucket, are encrypted at rest, are reachable only through short-lived signed links granted to the owning organisation and our review team, and are never embedded in public pages or public interfaces. No system is perfectly secure; if a breach likely affects you, we will notify you and the relevant supervisory authority as required by applicable data-protection law.

9. Children

The platform is not directed at children under 18, and we do not knowingly collect their data. If you believe a child's data was entered, contact contact@inditrace.com and we will remove it.

10. Changes and Contact

We may update this policy; the "Last updated" date will change and significant updates will be announced in the platform or by email. Questions, requests, or complaints: contact@inditrace.com, or Griiken, +91 82001 83320, or our Contact Page. Our Terms of Service also apply.