Terms of service.

1. Who we are

Grain Manager is a UK-focused grain-passporting and farm-record platform. These terms cover use of the web application, mobile-web app and any integrations we offer.

In this document, 'we', 'us' and 'Grain Manager' mean the operator of the platform. 'You' means the individual using the service and, where applicable, the business they have signed up on behalf of.

2. Using the service

You may use Grain Manager to create grain passports, manage seasons and stores, record contracts and movements, share information with merchants and receivers, and export your records.

You agree to use the service in good faith, in line with UK law, and not to attempt to bypass billing, security, audit logging or per-tenant boundaries.

3. Your data and your responsibility for it

You are responsible for the accuracy of the data you enter — including yields, tonnages, test results, dates, contract numbers and quality figures. Grain passports and assurance records are the legal record of the load; we provide the tool, you provide the truth.

Where you upload data on behalf of a business, you confirm that you have authority to do so and that the business has agreed to be bound by these terms.

4. Subscriptions, trial and expiry

Every new grower organisation receives a 12-month trial at sign-up with full access to set the farm up (stores, crop lots, contracts, assurance records, team and sites). During the trial you can generate up to 25 grain passports; once you reach that limit, passport generation pauses but the rest of the app stays usable for the remainder of the 12 months.

When the 12-month trial ends, choose a paid plan (Basic, Plus or Pro) to carry on. If you do not subscribe, the whole account — including assurance records — becomes read-only.

Read-only grace lasts 12 months from the trial-end (or subscription-end) date. During the grace window you can view, export and print all historical records and passports, but you cannot create new passports, contracts or movements until you subscribe.

After the grace window we may schedule the account for deletion. We will give written notice before any deletion and provide a final export of your data on request.

Subscriptions are billed via Stripe by card or UK bank debit (Bacs Direct Debit). Published plan prices are shown excluding VAT; applicable VAT is added at checkout and the full amount, billing frequency and tax are shown before you confirm payment. Plans can be paid monthly or annually; annual billing is offered at a discount shown at checkout.

Included passport allowances on paid plans are counted per harvest season and do not roll over. Passports beyond a plan's included allowance may be charged at the published per-passport rate; any such charge is shown before it is billed.

5. Referral rewards

If you refer another grower and they take out a paid subscription, both you and the grower you referred earn one free month: a credit equal to one month of your own plan (for annual plans, one twelfth of the annual price), applied automatically to your next invoice.

Only paid subscriptions qualify — a referred grower starting a trial does not earn a reward until they subscribe. You can earn at most 12 referral credits in any rolling 12-month period; further qualifying referrals in that period are recorded but not credited and do not carry over.

A credit that has not been applied to an invoice expires 12 months after it is earned. Referral credits have no cash value, are not transferable, and cannot be refunded. We may vary or withdraw the referral programme, and may withhold rewards where we reasonably believe the programme is being abused.

6. Digital passports, exports and integrations

Grain passports created on Grain Manager are intended to satisfy UK assurance, traceability and merchant-submission requirements. We aim to keep the field set aligned with AHDB Digital Passport and the major receiver / mill specifications but you remain responsible for confirming the load meets the buyer's specification.

Integration with third-party systems — assurance, merchant CSV/API, weighbridge feeds, farm-management software — is provided on a best-effort basis. Some integrations require a partner agreement or buyer cooperation and may be marked 'partner / API required'.

7. Acceptable use

Do not use Grain Manager to submit falsified passports, misrepresent grain quality, harass another user, scrape another tenant's data, or attempt to interfere with the service.

We may suspend an account that is being used to defraud merchants, mills or assurance schemes, or that is being used to attack the platform.

8. Support and admin access

Grain Manager support staff may, with your knowledge, access your account in a clearly-flagged 'shadow' mode to diagnose an issue you have asked us to look at. All such access is audited.

We will not browse your tenant's data for any reason other than (a) the specific support request, (b) safety / integrity of the platform, or (c) a lawful request we are required to honour.

9. Anonymised aggregate analytics

Grain Manager uses anonymised, aggregated data drawn from across the user base to produce regional benchmarking and market-intelligence reports — typical yields by region and variety, indicative price ranges, volume in store and similar figures.

Aggregate outputs never identify an individual farm, business name, contact or location. Segments that would be derived from fewer than five contributing farms are automatically suppressed.

Your acceptance of these terms is the lawful basis for that aggregation. You can hide the resulting benchmarking box on your own Dashboard from Settings, but inclusion in the anonymised aggregate is part of the service.

10. Retention, export and deletion

You can export your records at any time from Settings → Export data (CSV bundle of your load ledger and assurance records) and as print/PDF from Reports and the Load Ledger.

If you ask us to delete your account, we will remove your tenant data within 30 days and confirm the deletion. Some anonymised aggregate figures may persist in already-published reports — those cannot be reverse-engineered to identify your farm.

11. Liability

Grain Manager is provided 'as is'. We do not guarantee that the service will be uninterrupted or free of bugs.

We are not liable for losses caused by inaccurate data you entered, by a buyer rejecting a load on quality grounds, or by a third party's failure to honour a contract. Nothing in these terms excludes liability that cannot lawfully be excluded.

12. Changes to these terms

If we update these terms in a way that materially affects your rights we will prompt you to re-accept the new version the next time you sign in. The platform tracks the version you accepted and when.

13. Contact

Questions, complaints and data-subject requests should reach us via the Support page inside the app. Production deployment will publish a postal address and a named data controller.