Prism Privacy Notice

Effective date: September 25, 2026.

About Prism

Prism is Farmers Friend's internal inventory and operations service for employees. This notice describes the Prism mobile app and related Prism services. Features differ between interfaces: the current mobile app supports inventory lookup, QR scanning, stock takes, and production; assistant conversations are part of the separate Prism web interface.

Prism is intended for company work. Do not enter personal, sensitive, or confidential personal information into inventory records or assistant conversations.

Information we collect and use

We collect usernames and account information used to identify employees and determine their access permissions. An employee account identifier may include a work email address. Inventory changes and other operational actions may be associated with the employee who performed them.

We store operational information submitted to the live service, including part identifiers, stock counts, adjustment reasons, production quantities, and related audit records. We use this information to operate Prism, maintain inventory records, and understand and review changes to company operations.

Our systems also generate logs. These may contain usernames, request or service status, errors, and other technical information associated with using the service. We use these records to operate, secure, and troubleshoot Prism. We do not attempt advanced device fingerprinting or intentionally enrich Prism records with unrelated personal information. Identifying an employee account and associating actions or logs with that account still means those records can be linked to that employee.

When employees use the Prism web assistant, the service processes their conversations, supplied files, and related operational context to provide responses and carry out requested work. This feature is not currently offered in the mobile app.

Workplace access and visibility

Information entered into Prism is company work information and should not be treated as a private space. Other employees may be able to view operational information according to the service's permissions. In particular, Prism assistant conversations are not private conversations: any employee can view them.

This describes workplace visibility; it does not remove rights that apply under law or authorize employees to misuse information.

Service providers

Prism uses infrastructure and private-network services, including Tailscale, to provide live access. Information needed to operate those services may be processed by the providers involved.

The Prism web assistant also uses external model and execution-service providers. Conversation content, supplied files, relevant work context, and tool results may be processed by these providers as needed to perform a request. The assistant can send a stable identifier derived from the employee account to its model provider. That identifier is not a promise of anonymity.

Camera access

The mobile app requests camera permission only when needed to scan QR part labels. It processes the camera view on the device to read a part identifier. The app does not record or upload camera photos, video, or audio. In live mode, the resulting part identifier is used to request the corresponding inventory information.

You can decline or revoke camera permission in device Settings and look up parts using search instead.

Local sample data

Sample mode uses fictional inventory stored in the app. Sample browsing, stock takes, and production do not send inventory or session requests to the live Prism service. Sample changes remain in memory and are discarded when you reset sample data, leave sample mode, or restart the app. Returning to live mode resumes use of the live service.

Retention

Farmers Friend has not established a fixed retention period for Prism's operational records, conversations, or logs. There is no promised automatic deletion schedule, and records may be kept indefinitely. Temporary workspace cleanup should not be understood as deletion of all associated conversations, operational records, or logs.

Uninstalling the mobile app or leaving sample mode does not delete information already submitted to the live service.

Questions and requests

For questions about Prism data, or to request access, correction, or deletion of information associated with you, contact Farmers Friend at support@farmersfriend.com with the subject Prism privacy request. Include enough information to identify the request, but do not send passwords or unnecessary sensitive information.

Requests will need to be assessed against the records involved and applicable requirements; this notice does not promise that every operational or audit record can be deleted. Contact Farmers Friend if you wish to stop using live Prism or discuss withdrawal of consent where processing relies on consent.

Company website: farmersfriend.com. General contact options: Farmers Friend Help Center.

Changes

When Prism's data practices change, this notice should be updated to describe them, with the effective date shown on the published page.