Privacy

What this covers

This policy covers both stockbed.fennplants.com — the site you’re reading — and Stockbed itself: the apps your nursery signs into on a phone, a tablet or a computer.

Two different relationships run through it, and the difference matters. Your own details are yours, and we answer to you for them. The details of your customers, which you put into Stockbed to run your nursery, remain yours — we hold and process them on your instructions, and we do nothing else with them.

What we collect from you

• Your account — Your name, your email address and your nursery’s name. A password, which we store only as a hash we cannot reverse — or, if you sign in with Apple or Google, an identifier from them instead. Apple’s private relay addresses work fine; we never need your real one.
• Your nursery’s records — Everything you enter to run the place: plants, batches, stock, sowings, sprays, scouting, plant passports, availability, orders, quotes and prices.
• Your customers’ details — Names, email addresses, phone numbers and delivery addresses you add so you can sell to them, together with the orders and sales attached to them.
• Photographs — Pictures you take or choose — of a plant, a pest, a spray record. We use the camera and photo library only when you ask us to, for that.
• Your device, for notifications — A push token and whether the device is an iPhone or Android, so a job or a low-stock warning can reach you. Delete the account, or sign out, and it goes.
• Location — Only if you take card payments on the phone itself, because the card networks require it at the point of sale. That feature is currently switched off, and nothing asks for your location while it is.
• Ordinary server records — The logs any web service keeps — a request, a time, an address — kept briefly so we can keep the thing running and see when it breaks.

What we do not do

We do not advertise to you, and we do not let anyone else advertise to you through us. We do not track you across other apps or websites, and we do not build a profile of you. We do not sell your data or your customers’ data, and we never will — it is not a side business we are keeping quiet about, it is not one we have.

We do not use your nursery’s records to train anything, and nor does anyone we work with. People at Stockbed do not look at them except where you ask us to help with something.

AI features

Three parts of Stockbed use artificial intelligence: Ask STOCKBED, where you type or say what you need (“set Begonia Tulsa to 45”); the morning brief at the top of Today; and the help chat. All three are run by OpenAI.

To do that, Stockbed sends OpenAI what you type into Ask STOCKBED or the help chat, and once a morning a summary of that day’s records for your nursery — job titles, plant names, stock levels, and the names of the customers and staff on holds and jobs — so it can write your brief. Only the morning brief sends your records; Ask STOCKBED and the help chat send only what the person typed.

You can narrow that. In Settings an Owner or Manager can stop customer names, staff names or plant names being shared, each on its own. A name you withhold is not sent at all: it is replaced with a label like “Customer 1” before it leaves, and swapped back for the real name in the brief you read. So OpenAI is told that a hold is expiring tonight, and never told whose.

The AI only ever suggests. Nothing it says changes your stock, sends anything or takes a payment until a person in your nursery confirms it, and the brief says only what your own records say — it does not give growing advice.

OpenAI does not use any of this to train its models. It keeps it for up to 30 days to check for misuse, then deletes it, unless the law requires it to keep it longer.

The first time each person uses these features, Stockbed tells them and asks before anything is sent. Anyone can take that back at any time in the app under Settings → AI on this phone; nothing more is sent from that phone until they agree again. An Owner or Manager can switch the AI features off entirely for the whole nursery in Settings; the morning brief then shows your records as they are, and nothing is sent to OpenAI at all.

Who else sees it

Only the companies that help us run the service, only the part each one needs, and only under contracts that hold them to this same standard. Several come into it only because you chose to connect them, and each one below says so.

• Neon — the database, hosted in London.
• Vercel — runs the application and stores your logo.
• Sanity — stores and serves the plant photographs you upload.
• Resend — sends the email we send you — sign-in codes, invitations, receipts.
• Expo — delivers push notifications to your device.
• OpenAI — runs the AI features — Ask STOCKBED, the morning brief and the help chat — on what is described under “AI features” above. It does not train on your data, and you can switch these features off.
• Stripe — takes the subscription payment, and issues the payment links you send your own customers. Card numbers go to Stripe, never to us.
• SumUp — takes card payments in person. Stockbed hands the sale over and is told the result; card details never touch our app or our servers.
• Xero, QuickBooks or Sage — receive the customer and invoice details needed to raise an invoice — only once you connect one, and only after you have ticked to say you understand what is being sent.
• Shopify, WooCommerce, Square or Shippo — receive stock levels, listings or delivery details, only once you connect them.
• Apple or Google — only if you choose to sign in with them.

Where it lives

In the United Kingdom and the European Economic Area. Where a supplier moves data outside those, they do it under the safeguards UK data protection law requires. OpenAI, which runs the AI features, processes what it is sent in the United States, under the UK Addendum to the EU Standard Contractual Clauses in its data processing agreement with us.

How long we keep it

Your nursery’s records stay for as long as you have an account, because they are the account. Close it and they go, on the timetable below.

Stripe, which takes the subscription payment, keeps its record of what we charged you and when, as UK tax law requires. Our own billing records are deleted with the account.

Photographs and logos you upload are stored with our image hosts (Vercel and Sanity) and are permanently deleted when the account closes, except images that are part of the shared plant catalogue.

Enquiries from the website are kept while there is a live conversation and for a reasonable period after.

Deleting your account

You can do it yourself, in the app, from Settings. Nobody needs to email us for permission.

If you are a team member, deleting removes your sign-in and your personal details from the nursery; the nursery’s own records belong to the nursery and stay with it.

If you own the account, you are closing the whole nursery: every record in our database is deleted and the subscription stops renewing. You choose whether that happens immediately or at the end of the period you have already paid for, and you can change your mind right up until it runs. Neither option is refunded. Uploaded photographs and logos are removed separately, as described above.

Deleting your data and ending your plan are two different things, and we keep them apart on purpose. You can delete at any point in your twelve-month term — we will not hold your records against a bill. What you owe for the term is a matter for your subscription agreement, and for a conversation with us.

Download everything first if you want it — there is a button for that on the same screen, and it gives you the lot as a file.

Your rights

Under UK GDPR you can ask what we hold about you, ask us to correct it, ask us to delete it, ask for a copy to take elsewhere, or object to what we are doing with it. Most of that you can do yourself in the app; for anything else, email us and we will deal with it.

If you think we have got it wrong, you can complain to the Information Commissioner’s Office at ico.org.uk. We would rather you told us first and gave us the chance to fix it.

If something goes wrong

If data is lost or exposed in a way that puts anyone at risk, we will tell the people affected and the regulator, within the time the law allows and without waiting to be asked.

Getting in touch

Email hello@fennplants.com and a person will read it.