Harvest Route℠ Web Application — Privacy Policy

1. Scope

This Policy covers information processed through the Web Application and the Beta Program — including account registration, the Beta application and selection process, member and organization features (such as the Supplier Marketplace, sourcing, loads, shipments, aggregation, tracking, messaging, and subscriptions), and communications with applicants and participants. Where the Web Application relies on third-party providers, those providers handle information under their own privacy terms as described in Section 13.

2. Account and Authentication Information

When you create an account we collect your email address, a display name, and a password you set. Your password is handled by our authentication system and stored only in securely hashed form; we do not store or have access to your plaintext password. The Web Application uses email-and-password authentication, does not currently offer Google or Apple sign-in, and does not receive credentials from any third-party identity provider. You may set basic notification preferences (email and in-app).

3. Organization and Membership Information

The Web Application is organized around organizations and their members. We process organization details, your membership and role within an organization, and the organization you are currently working in, to provide member features and to enforce organization data separation and access controls.

4. Beta Application Information

When you apply to the Beta Program we collect the information you enter, which depending on track and role includes: applicant and organization profile (title/role; organization name; business email; phone; city/state; website; years in operation; size); Cohort 1 role details (primary role; service area; commodities/products; volumes; seasonal availability; sales/procurement channels; delivery radius; equipment including refrigerated capacity; typical lanes; discovery methods; and self-assessed baseline ratings); Cohort 2 institutional evaluation (organization type; department/program; jurisdiction; food-system role; program scale as ranges; operating model and challenges; capability self-assessments; white-label interest and requirements; API/integration interests; public-sector requirements; and partnership readiness); and readiness and motivation, including your acknowledgment of the Terms. We collect only the fields presented; you may save a partial application, and required fields are enforced at submission.

5. Marketplace and Commercial Information

If your organization uses the Supplier Marketplace or related commercial features, we process the profile and commercial information you provide — including organization and product/commodity details, business and ownership designations, sourcing requests, and certification claims and any supporting evidence you upload. Certain of this information is self-reported. Where you submit certification evidence for review, Harvest Route personnel may review it; a reviewed certification may be presented as “Harvest Route reviewed,” which means the submitted evidence was reviewed, not that Harvest Route independently audited or certified the supplier. You control whether an eligible profile is published for discovery by other participants.

6. Logistics, Shipment and Aggregation Information

To provide coordination features, we process information about loads, aggregation, shipments, carrier participation, tracking, and related logistics activity that you or your counterparties enter or generate through the Web Application.

7. Payment, Subscription and Transaction Information

Where your organization uses paid memberships or fee-bearing features, we process subscription, fee, and transaction records associated with your organization. Payments and subscription billing are processed through Stripe, a third-party payment services provider. Harvest Route does not receive or store your full payment-card number or card security code; that information is provided to and handled by Stripe. Harvest Route stores payment-related references and metadata — such as provider customer, subscription, and payment identifiers, and transaction amounts, currencies, and statuses — to administer subscriptions, fees, and records.

8. Communications and Messaging

If you contact us, participate in a conversation, submit feedback or bug reports, or use in-application messaging with other participants, we process the information in those communications.

9. Technical and Security Information

To operate and secure the Web Application, our systems process technical information such as authentication and session identifiers, timestamps, application-event and append-only audit records, and error and server logs. As is standard for any internet service, our hosting and infrastructure providers process network information such as IP address and basic device/browser characteristics for connectivity, reliability, and security. We use this to run and secure the service and investigate issues; we do not use it for advertising.

10. How We Use Information

We use information to: process, evaluate, and administer Beta applications and participation; verify identity and eligibility and communicate with you; create and maintain your account and provide member, marketplace, sourcing, logistics, messaging, and subscription features; administer subscriptions, fees, and transactions; operate, secure, debug, and improve Harvest Route’s products and services; investigate and prevent security incidents, fraud, and misuse; maintain audit and security records; and comply with legal obligations and enforce our Terms.

11. Staff Review and Beta Administration

The Beta Program is selective and certain features involve review by Harvest Route personnel — for example, application selection and, where applicable, review of submitted certification evidence. Reviewers may record internal administrative notes; those notes are not shared with other applicants or participants.

12. How Information Is Shared

We do not sell your personal information, and we do not share it for third-party advertising. We share information only: with other participants as directed by you or your organization — for example, a Supplier Marketplace profile you publish, a sourcing request you send, or messages and commercial/logistics coordination with a counterparty; with service providers that operate the Web Application on our behalf under contractual confidentiality and security obligations (Section 13); for legal and safety disclosures where required by law or legal process, or to protect the rights, safety, and security of Harvest Route, our users, or the public; and in a business transfer, if Harvest Route is involved in a merger, acquisition, financing, or sale of assets, subject to this Policy.

Information you enter is not automatically public. It is visible to other participants only where you or your organization direct it through intended platform workflows, such as publishing a Supplier Marketplace profile or sending a sourcing request or message to a counterparty.

13. Service Providers

The Web Application is built on third-party infrastructure, including an application and data-platform provider that hosts the backend and stores application data, hosting/cloud infrastructure that serves the application, and Stripe, a payment services provider that processes payments and subscription billing. These providers process information on our behalf to operate the service. Transactional email delivery (for example, email verification or password reset) is not yet configured; if and when an email provider is added, this Policy will be updated to reflect it.

14. Cookies and Similar Technologies

We use only what is necessary to operate the Web Application. This includes strictly-necessary cookies or tokens to keep you signed in and secure your session, and limited browser storage for functional purposes — for example, remembering the organization you are currently working in and, for authorized external-participant sessions, holding a temporary session token scoped to your browser tab and cleared when the tab closes. We do not use advertising cookies, cross-site trackers, or third-party analytics or marketing technologies.

15. Data Retention

We retain information for as long as needed to administer the Beta Program and your participation, provide member features, administer subscriptions and transaction records, maintain security and audit records, consider applicants for current or future Beta phases (including waitlists), and comply with legal obligations. When information is no longer needed for these purposes, we take steps to delete or de-identify it. You may ask us to update or delete your information as described in Section 17.

16. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls, server-authoritative authorization, audit logging of consequential actions, password protection through our authentication provider, and encryption of data in transit. No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

17. Your Choices and Rights

You can access and update your account, organization, and application information through the Web Application or by contacting us; manage communications through your notification preferences or by contacting us to opt out of non-essential messages; withdraw from the Beta Program at any time; and request access to, correction of, or deletion of your personal information, subject to applicable law and our need to retain certain records (Section 15). To make a request, contact us at support@harvest-route.com.

18. State Privacy Rights

Depending on where you reside and applicable law, you may have rights concerning your personal information, such as rights to access, correct, delete, or obtain a copy of it, and to be free from unlawful discrimination for exercising those rights. To exercise any such right, contact us at support@harvest-route.com; we may need to verify your identity before responding.

19. Beta and Pre-Production Environments

Because this is a Beta, the Web Application and supporting systems may operate in testing or pre-production environments, and features and data handling may change as the program evolves. We describe our practices at a high level and intentionally do not publish internal infrastructure details.

20. Children’s Privacy

The Web Application is a business-oriented service intended for organizations and their representatives. It is not directed to children under 13, and we do not knowingly collect personal information from children. For institutional participants such as farm-to-school programs, the application collects organizational program-contact information and aggregate, range-based figures (for example, the number of schools or institutions served). Harvest Route does not request or collect student personal information through the application.

21. International Users

The Beta Program is currently intended for participants in the United States, and information is processed in the United States. The Web Application is not designed to comply with, and this Policy does not purport to address, data-protection frameworks outside the United States. If you access it from outside the United States, you do so on your own initiative.

22. Changes to This Privacy Policy

We may update this Policy from time to time. We will revise the “Last Updated” date and, for material changes, provide additional notice through the Web Application or by contacting you.

23. Contact

Questions or requests regarding this Policy or your information may be directed to Harvest Route LLC at support@harvest-route.com, or by mail to Harvest Route LLC, 1201 W Peachtree St. NW, Ste 2625, Atlanta, Georgia 30309, United States.