Privacy

What we keep, why, where, and how you get it removed. Last updated 17 October 2026.

In short

• Your records are saved in this browser. Each account has a separate local workspace. After signing in, you choose whether to copy any device-only records into that account. Optional Snap & Say sends the photo or sentence you choose for AI processing; “Fill in the weather” sends an approximate location and date to a weather service. The site also sends limited usage events (see Counting visits).
• We do not sell data, show adverts or use tracking or analytics cookies.
• You can have everything we hold about you deleted, at any time.

Who is responsible

Porthmon is run by Mustafa Yigit Ozcan, who is the data controller while the company is being formed. Write to [email protected] about anything on this page.

What stays on your device

The SFS check, the diary and the passport demonstration run in your browser. Your answers, records and photos are saved in that browser's own storage on your device. Local-only records are not available to Porthmon. Records created in a signed-in account sync to that account. Device-only records are not automatically claimed at sign-in; you can choose to copy them from the account page. Clearing your browser data removes the local copies, which is why the diary offers a backup file.

Signing out and shared devices

Signing out does not erase the browser’s saved account copy. Porthmon keeps it separate from device-only records and opens it again when you sign in to the same account. Device-only records are visible to anyone using this browser. Browser storage is not a separate encrypted vault or protection against someone who controls the device; use a private device or browser profile for private farm records. Download a backup before clearing browser data or deleting an account. During the storage upgrade, pre-update browser data is retained as a recovery copy. Deleting active records does not erase that recovery copy; clearing this site’s browser data removes all local copies.

What we keep if you join the list

Your name, email address and the role you chose, with the date. We use them only to tell you about new Porthmon features, a few times a year. We rely on your consent, which you can withdraw at any time by writing to us.

What we keep if you sign in

Signing in is optional. Records created while signed in, or device-only records you explicitly choose to copy, are kept in that account. We keep:

• your email address and, if you use Google or a similar service to sign in, the name and identifier that service passes to us;
• a copy of your own diary records, including any photo you attached and the place and time read from it;
• your farm details, your saved passport previews and your saved SFS list.

We keep these to provide the service you asked for: your records on more than one device and safe if a device is lost. Each account can read only its own records. Porthmon does not look at your records unless you ask us for help and agree to it.

The sample farm is never copied to an account.

Weather for spray records

If you press “Fill in the weather” in the diary, your device’s approximate location (to two decimal places) and the date are sent once to Open-Meteo, a free weather service, to look up the weather at that time. No record text or photo is included in that weather request. The weather provider also receives normal connection information, such as your IP address. The lookup happens only when you press the button.

Snap & Say: filling a record from a photo or a sentence

Snap & Say is optional and works only when you are signed in. When you choose a photo through a Snap & Say button, or enter a sentence and press “Fill the form”, the photo (made smaller on your device first) or the sentence, the kind of record and the names of its boxes are sent through Porthmon’s server to Anthropic, whose AI model Claude reads them and suggests what to put in each box. You check the suggestions and decide what to save.

Porthmon does not store the photo or the sentence on its server; it keeps only a count of how many times each account used Snap & Say in the last day, to apply a fair-use limit of 20 a day. If the photo is attached to a record that you save, it becomes part of that record and follows the same local-storage and account-sync rules as your other photos. If you use your phone keyboard’s microphone, the keyboard or dictation provider handles your speech under its own terms; Porthmon receives the resulting text. Anthropic processes the data in the United States under its commercial terms, which do not allow it to train its models on what you send; its published API policy normally deletes inputs and outputs within 30 days, with exceptions including safety enforcement and legal requirements. See Anthropic’s data-retention notice. Do not use Snap & Say for photos of people.

Where it is stored and who else handles it

In a database in London, United Kingdom, run for us by Supabase, which also sends the sign-in emails. If you sign in with Google, Google learns that you signed in to Porthmon. The site is delivered through Cloudflare, which handles your connection (including your IP address) to keep it fast and secure. Apart from these service providers, Open-Meteo for the weather and Anthropic for Snap & Say when you ask for them, we do not share your data with anyone, and we never sell it.

How long we keep it

List sign-ups: until you ask to be removed. Accounts and the records in them: until you delete the account or ask us to. Deleting your account on the account page removes your active account and its saved records; records on your own device stay until you delete them there. Service providers may retain separate security logs or backups under their retention policies.

Your rights

You can ask to see what we hold about you, have it corrected or deleted, receive a copy, or object to how we use it. Write to [email protected] and we will answer within one month. If you are unhappy with our answer you can complain to the Information Commissioner's Office at ico.org.uk.

Counting visits

To see where the site helps and where farmers give up, each page counts a few steps (for example “page opened”, “list reached”, “record saved”). What is sent: the step's name, the page, a random code that lasts only while the tab is open, and whether someone is signed in. The event payload includes no names, emails or farm details. Like other network requests, it also passes through providers that handle connection information, including IP addresses. If your browser asks sites not to track you, nothing is counted.

Help videos

The Help videos are hosted with this website, without a YouTube or Vimeo player. They do not play automatically. The video file is requested when you press play; poster images and the page itself load when you open Help. Our hosting and delivery providers handle the normal connection information, including your IP address, needed to deliver these files. We have not added video-playback tracking or advertising cookies.

Cookies and browser storage

Porthmon’s application does not set analytics or advertising cookies. Browser storage holds your records, settings, sign-in session and the temporary visit code described above. The offline feature caches site pages and assets; Help video files are excluded from that cache. Hosting and security providers may handle connection data as described above.

Your language choice is saved in this browser. When you switch languages, text fields and choices from the current form are kept temporarily in this tab so you can continue. This handover is used only on the destination page within two minutes and is then removed. Photos and sign-in details are not copied into this temporary form handover. It is not a backup of an unsaved record.