Terms of Use

The agreement between you and FarmFlow that governs your use of the application at app.farmflow.co.nz.

1. Acceptance of these terms

By creating an account, signing in, or otherwise using FarmFlow, you agree to be bound by these Terms of Use and by our Privacy Policy. If you do not agree, please do not use the service.

If you are using FarmFlow on behalf of an organisation, partnership, or trust (for example, as the owner of a dairy farm operated by your company), you confirm you have authority to enter into this agreement on its behalf.

2. What we provide

FarmFlow is a software-as-a-service application purpose-built for New Zealand dairy farms. It helps you record and manage:

• Grazing records and pasture cover
• Cow herd information, milk production, health events
• Pasture walks, fertiliser maps, irrigation logs
• Supplement inventory and feed allocation
• Employee records, timesheets, rosters, leave and payroll estimates
• Health & Safety incidents, hazards, chemicals, training
• Financial transactions, account categories, balance-sheet items
• Tasks, dashboards, and reports drawing on all of the above

FarmFlow is provided by Keshav Poudel, a sole trader trading as FarmFlow (NZBN 9429053816931), based in Ashburton, New Zealand. In these terms, “FarmFlow”, “we”, “us” and “our” mean Keshav Poudel trading as FarmFlow. We may add, change, or remove features as the product develops.

3. Your account

You are responsible for:

• Providing accurate information when you sign up.
• Choosing a strong password (at least 8 characters) and keeping it confidential.
• Everything that happens under your account — we strongly recommend enabling all available security features when they become available (e.g. two-factor authentication when it ships).
• Letting us know promptly if you suspect your account has been compromised.
• The actions of any team members you invite to your farm.
• Telling your employees that you are using FarmFlow to manage their data, and answering any privacy questions they have about it.

As a farm owner you decide which team members can use your farm and what each of them can see or change. When you remove a team member, their login is separated from your farm and they can no longer see any of your farm's data.

You must be at least 18 years old to create an account.

4. Acceptable use

You agree not to:

• Use FarmFlow for any unlawful purpose.
• Attempt to gain unauthorised access to the service, other accounts, or underlying infrastructure.
• Reverse-engineer, decompile, or scrape the service except as permitted by New Zealand law.
• Use the service to send spam, harass anyone, or distribute malware.
• Upload content that is unlawful, defamatory, or infringes a third party's rights.
• Resell or commercially redistribute access to FarmFlow without our written agreement.
• Interfere with the service's normal operation, including by submitting excessive automated requests (we apply rate limits to enforce this).

We may suspend or terminate accounts that breach this section.

5. Your data — ownership and our license

You own your farm data. All information you enter into FarmFlow about your farm, herd, employees, and finances remains yours.

To run the service, you grant us a non-exclusive, worldwide, royalty-free license to store, copy, process, and display that data, but only for the following purposes:

• Showing it to you and the team members you have authorised.
• Generating reports, dashboards, and exports that you request.
• Creating and restoring backups.
• Investigating support requests or incidents you raise with us.

We do not use your data to train AI or machine-learning models. We will ask for your explicit opt-in consent before doing so for any future feature.

You can export your data at any time using the "Backup" button in Settings. You can permanently delete your data by destroying your farm from Settings. If off-site backups are switched on, encrypted backup copies are kept for up to 35 days and then deleted automatically (see the Privacy Policy, section 5).

6. Our intellectual property

FarmFlow's software, branding, design, documentation, and source code are the intellectual property of Keshav Poudel, trading as FarmFlow. These terms grant you a limited, non-transferable, non-exclusive right to use the application for the management of your own farm operations.

You may not redistribute, sublicense, or create derivative works based on the FarmFlow software without our written agreement.

7. Plans, free trial and beta period

FarmFlow is currently in open beta: features may change, occasional downtime may occur, and we ask for your feedback when something does not work as expected.

Free trial. A new account gets a 30-day free trial. We may email you reminders before your trial ends and after it has ended (you can unsubscribe from these at any time). Your trial ends 30 days after signup whether or not you receive a reminder, and the app shows a countdown during its last 7 days. When the trial ends your account is paused: you can't use the app until you choose a plan or we extend your trial. Your data is not deleted when a trial ends.

Paid plans. FarmFlow offers Essentials, Farm and Pro plans, priced in New Zealand dollars plus GST as shown on our pricing page, monthly or yearly. Online payment is handled by Stripe; your card details go to Stripe and are never stored by FarmFlow. Where a plan was offered at a founding price (for example, the Farm plan at $45 a month + GST for our first five farms), that price stays locked in for as long as you stay subscribed.

We will never charge you without your agreement, and we will give existing subscribers at least 30 days' notice of any price change, with the opportunity to export your data or stop before it applies.

8. Service availability

We make commercially reasonable efforts to keep FarmFlow available, but during the beta period we do not offer a Service Level Agreement (SLA), uptime guarantee, or response-time commitment. The service may be unavailable from time to time due to:

• Scheduled maintenance (we try to do this overnight in New Zealand time).
• Outages at our hosting provider (Railway), email provider (Resend), or DNS.
• Bugs we are fixing.

We keep daily backups of your data so that if anything is lost we can usually restore it within 24 hours. See the Privacy Policy section 5 for retention details.

9. Warranty disclaimer

To the maximum extent permitted by law, FarmFlow is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the service will be uninterrupted, error-free, secure against every attack, or fit for any particular purpose.

You are responsible for verifying any calculation (e.g. payroll, milk payout estimates) against your own records and against advice from appropriate professionals (accountants, lawyers, vets) before relying on it for decisions with financial, legal, or animal-welfare consequences.

Nothing in these terms excludes your rights under the Consumer Guarantees Act 1993 if you are a consumer.

10. Limitation of liability

To the maximum extent permitted by law:

• We are not liable for indirect, special, incidental, consequential, or punitive damages, including loss of profit, loss of livestock, loss of business opportunity, or loss of goodwill, arising from your use of the service.
• Our total aggregate liability to you for any claim arising under or in connection with these terms is limited to the amount you have paid us in the 12 months preceding the claim, or NZ$100, whichever is greater.

This limitation applies whether the claim is in contract, tort (including negligence), or any other legal theory, and even if we have been advised of the possibility of such damages.

Nothing in these terms limits liability that cannot be limited by law, including liability for fraud or for personal injury caused by negligence.

11. Termination

You may stop using FarmFlow at any time, and you may permanently destroy your farm and all its data from Settings (encrypted off-site backup copies, if switched on, expire within 35 days).

We may suspend or terminate your access if:

• You materially breach these terms.
• Continuing to provide the service would create legal risk for us.
• We decide to discontinue the service. We will give at least 60 days' notice and the ability to export your data first.

On termination, your obligations and our rights that by their nature should survive (e.g. our intellectual-property rights, your liability for any breach before termination) will continue.

12. Changes to these terms

We may update these terms when the product or our practices change. Material changes will be announced via email to registered users at least 14 days before they take effect, and the updated terms will be posted at this URL with a new "last updated" date. Continued use of FarmFlow after the effective date constitutes acceptance.

13. Governing law & disputes

These terms are governed by New Zealand law. You and we both submit to the non-exclusive jurisdiction of the New Zealand courts.

Before either party files court proceedings, we both agree to try to resolve the dispute first by direct communication (email to team@farmflow.co.nz) for at least 30 days.

14. Contact

• Email: team@farmflow.co.nz
• Operator: Keshav Poudel, sole trader, trading as FarmFlow
• NZBN: 9429053816931
• Address: 978 Frasers Road, Lagmhor, Ashburton 7778, New Zealand