Privacy Policy

1. General provisions

This Policy explains how personal data of visitors to the GeoField GIS website and users of the online land management service is processed. It covers registration, use of the service, support requests, subscriptions and operation of the website.

The service may contain information about land parcels, lease agreements, individual landowners, representatives of counterparties and employees. Such information may constitute personal data regardless of who uploaded it to the system.

2. Who is responsible for data processing

Service provider and website operator: Geometer International LLC EDRPOU registration code: 43223852 Registered address: 20 Slobozhanskyi Avenue, Dnipro, Dnipropetrovsk Oblast, 49000, Ukraine. Contact email: [email protected].

An important distinction between roles: for registration, payments, support and technical logs, the provider independently determines the purposes of processing. For personal data entered by a customer into its own workspace (such as landowner and contract details), the customer generally determines the purposes and lawful bases of processing, while the provider processes the data on the customer's behalf to deliver the service. The specific roles and responsibilities are governed by applicable law and the agreement between the parties.

3. What data we process

• Registration and profile data: name, email, organization name, role, account settings and authentication details.
• Workspace data: land parcels, geometries, cadastral identifiers, agreements, counterparty information, files, documents, financial terms and audit log entries uploaded by the customer.
• Payment and accounting data: orders, subscriptions, invoices, payment status and necessary accounting details. Full payment card details may be processed by a separate payment provider, if used.
• Communications: requests submitted through forms, email and support messages.
• Technical data: IP address, access time, browser type, technical logs, cookies and other data necessary to operate and protect the service.

4. Purposes and legal bases

We process data to create and maintain accounts, provide GeoField GIS features, manage access, handle subscriptions and payments, support users, prevent abuse, create backups, comply with legal obligations and improve the service.

Depending on the circumstances, the legal basis may be performance of a contract or pre-contractual measures, compliance with a legal obligation, legitimate interests (including security and abuse prevention), or consent where required. Where the GDPR applies, these include the relevant provisions of Article 6(1) GDPR. The customer is responsible for having an appropriate legal basis for entering third parties' personal data into the service.

5. Data access and confidentiality

An organization's data is available to its authorized users according to configured roles and permissions. We use organizational and technical measures to restrict unauthorized access, protect data in transit and maintain service availability. Backups are used to reduce the risk of data loss.

We do not sell customers' land portfolio data, agreements or documents, nor use them to build our own commercial databases. Provider staff may access customer content only where justified, for example for support, security or compliance with lawful requests, and subject to appropriate access restrictions.

6. Recipients and service providers

To operate the service, we may engage providers of hosting, backup storage, email delivery, authentication and payment processing. They receive only the data necessary for the relevant service and act under appropriate agreements and data protection terms where required by law.

The primary server and encrypted backups are hosted in Ukraine. Full disaster-recovery backups are automatically deleted no later than 14 days after creation. Cloudflare is used for website protection, content delivery and network infrastructure; technical data, including IP addresses and request logs, may therefore be processed through Cloudflare’s global network.

Relevant technical providers may be engaged for email delivery, authentication and payment processing. They receive only the data necessary to provide the specific service.

For security reasons, we do not publicly disclose the hosting provider's name, data center addresses or infrastructure configuration details. Where required, we disclose the countries of processing, categories of recipients and safeguards for international transfers of personal data.

7. International data transfers

Where personal data is transferred outside the country where it was initially processed, we apply the safeguards required by law. For data subject to the GDPR, transfers outside the EEA are carried out with an appropriate legal basis and protection mechanism where required.

8. Retention and deletion

Workspace data is retained throughout the active subscription. If the subscription is not renewed, accounts and the workspace are frozen and data is retained for a further 180 calendar days. On the 181st calendar day after subscription expiry, workspace data is permanently deleted, including copies in accordance with the implemented deletion procedure.

Before the end of the 180-day period, an authorized customer representative may request a data export through support. Certain data, including accounting and payment records and documents that must be retained by law, may be kept longer on separate legal grounds.

9. Individual rights

Depending on applicable law, you may have rights of access, rectification, erasure, restriction of processing, objection, data portability, withdrawal of consent and lodging a complaint with a competent supervisory authority. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

If a request concerns data about a landowner or another individual entered by a customer into its workspace, we may refer the requester to the relevant customer as the party determining the purposes of processing, or assist the customer in responding to a lawful request.

10. Cookies and analytics

The website and service may use strictly necessary cookies for login, sessions, security and saving preferences. Optional analytics or marketing technologies are used only where there is an appropriate legal basis and, where required, prior consent. See the Cookie Policy for details.

11. Changes and contact details

We may update this Policy to reflect changes in functionality, infrastructure or legislation. The current version is published on this page with its revision date. Send personal data inquiries to [email protected].