Privacy notice

Version RC-PRIVACY-2026-09-v1 · 12 September 2026

Who is responsible

The Platform Operator identified above is responsible for the account service. The Circle Operator identified above is responsible for the membership and trading activities it operates.

An independent Circle Operator or seller is responsible for information it uses for its own membership, sales, accounts and legal duties. Its identity is provided with the relevant Circle, product or agreement. An organisation providing a service solely on another’s instructions handles that information on its behalf. Contact us if you need help identifying the responsible organisation.

What we use and why

• Accounts: name, contact details, permissions and sign-in records to provide your account and keep it secure. Basis: providing the account service and our legitimate interests in security and preventing misuse.
• Membership and purchases: contributions, credit, orders, payments, collection arrangements and correspondence to provide membership and purchases, resolve problems and keep required records. Basis: contract and legal obligations.
• Groups, sellers and hosts: business details, authorised contacts, agreements, products and operational records to provide trading and collection services. Basis: contract, legal obligations and legitimate interests in administering relationships with organisations.
• Growing and sharing: site records, location, plans, photographs, recordings and sharing arrangements you provide to use those tools. Basis: providing the requested service or our legitimate interests in supporting the organisation you act for. Optional publication follows your sharing choices.
• Support and safety: enquiries, complaints, incident records and relevant technical logs to help users and protect people and the service. Basis: legal obligations and legitimate interests in resolving problems and maintaining security.

Information comes from you, authorised colleagues, your Circle, transaction counterparties and integrations you connect. We explain information required for a particular activity when requesting it; without essential information we may be unable to provide that activity.

Private growing costs, yields, labour and plans are not used to negotiate against growers or give buyers an advantage. We may publish totals that do not identify individuals, such as member numbers or quantities shared.

Who can see information

Access is limited to what the person’s role needs. Sellers, Circle teams, drivers and collection hosts receive relevant order or handover information. This does not permit unrelated marketing. Public profiles, product cards and deliberately published information can be seen by website visitors. Client sharing exposes only the information selected for that arrangement.

Cloudflare hosts the website, operational databases and uploaded files. We also use providers for email, security, payments and accounting. Necessary information may be shared with insurers, professional advisers and public authorities for their proper functions. We do not sell personal information.

Connections and external tools

With an authorised connection, Square can provide catalogue and stock information and receive stock adjustments. The separate cash-accounting feature reads relevant Square payments, refunds and orders and creates agreed accounting entries in Xero. Xero can also provide receipts used to match membership payments. We use authorised access tokens, not your provider password. Disconnecting stops future access through that connection; it does not erase records already needed for accounts or other legal duties.

Maps, reference images and external links may connect your device to their providers, revealing your IP address and the requested content or map area. Browser location is requested when you use a location feature. Plant lookups use services including GBIF and Wikimedia. If you request Pl@ntNet identification, a copy of the selected image is sent for that purpose; uploading a photo alone does not request identification.

Device storage and security

We use session cookies and device storage for sign-in, baskets, preferences and requested offline work. Downloaded site records, queued photographs and edits, and stock drafts may remain on your device. Clearing storage or signing out can remove unsynchronised work. Protect shared devices and check that work has synchronised before removing it. Server access permissions are checked when reconnecting.

We use access controls and encryption to protect information, with additional encryption for selected records and credentials. Protection does not make identifiable information anonymous. We do not use advertising cookies. Any optional marketing or non-essential tracking requiring consent has a separate choice; you can withdraw that consent.

Some providers process information outside the UK. Where required, transfers use UK-recognised adequacy arrangements or approved contractual safeguards. Contact us for information about the safeguards applying to your data and how to obtain a copy.

Keeping information

We keep information while needed for its purpose, then delete or minimise it. Roots to Fruits CIC keeps financial records for six years from the end of the last company financial year they concern, or longer where required. Closed-account information is reviewed separately from records needed for unpaid balances, orders, disputes or safety; closing an account does not erase money owed or required evidence.

Where digital-platform reporting rules apply, we verify and report required seller identity and transaction information to HMRC and give the seller a copy. Reporting records are kept for at least five years after the relevant reportable period. Private tax identifiers are not published on product cards or profiles.

Your rights and complaints

Depending on the circumstances, you can ask to access, correct, erase, restrict or receive a portable copy of your information. You can object to processing based on legitimate interests and to direct marketing, and withdraw consent where we rely on it. Some information must still be retained for legal obligations.

Contact your Circle’s contact to exercise a right or raise a data-protection complaint. We may check your identity. We normally answer rights requests within one month and explain any lawful extension. We acknowledge complaints within 30 days, investigate without undue delay, keep you informed and explain the outcome. You can also complain to the Information Commissioner’s Office.

We will explain material changes to how information is used. A change of operator does not give unrestricted permission to reuse private records for a different purpose.