GreenReach Privacy Policy
GreenReach Farms Ltd.
1681 South Blvd., Kingston, Ontario K7L 4V1, Canada
Effective: September 9, 2026
Last updated: September 9, 2026
Privacy contact: peter@greenreachgreens.com
1. Who we are
GreenReach Farms Ltd. ("GreenReach," "we," "us" or "our") operates greenreachgreens.com, the GreenReach platform, the Weekly Funding Finder and related services.
GreenReach is an integrated food-system platform used by farms, food businesses, grocers, distributors, community food programs, funders, researchers and other participating organizations.
This Privacy Policy explains:
- What personal information we collect
- Why we collect and use it
- When it may be shared
- Where it may be processed
- How long we retain it
- The choices and rights available to individuals
This policy applies to our website, platform, communications, funding-support services and programs administered using GreenReach.
GreenReach is subject to Canada's Personal Information Protection and Electronic Documents Act ("PIPEDA") when it applies, Canada's anti-spam legislation and other applicable laws.
When GreenReach provides services to a municipality, school board, public institution, funder or another organization, that organization may be responsible for determining why personal information is collected and how it is used. GreenReach may process that information on the organization's behalf and according to its instructions, contractual requirements and applicable law.
2. Accountability
GreenReach has designated a Privacy Officer who is responsible for overseeing our privacy practices and responding to questions, access requests and complaints.
Questions about this policy or GreenReach's handling of personal information may be directed to:
Privacy Officer
GreenReach Farms Ltd.
1681 South Blvd.
Kingston, Ontario K7L 4V1
Canada
peter@greenreachgreens.com
3. Information we collect
The information we collect depends on how you interact with GreenReach.
Website visitors
When you visit our website, we may collect:
- Internet Protocol address
- Approximate location derived from your Internet Protocol address
- Browser, operating system and device type
- Pages viewed, links selected and time spent using the site
- Referral information
- Cookie, session and similar technical identifiers
Information and collaboration requests
If you request information about GreenReach or a possible collaboration, we may collect:
- Your name, email address and telephone number
- Your role and organization
- Your location and service area
- The type of operation, program or organization you represent
- Your interests, challenges and proposed project
- The people, communities or markets your organization serves
- Your communications with GreenReach
- Your preferences for receiving information
We may use this information to select or generate a version of a GreenReach information package relevant to your organization and stated interests.
Weekly Funding Finder subscribers
If you subscribe to the Weekly Funding Finder, we may collect:
- Your name and email address
- Your organization and role
- Your location
- Your organization or operation type
- Funding categories and opportunities of interest
- Subscription preferences
- Whether an email was delivered, opened or selected
This information helps us send the edition most relevant to you and administer your subscription.
GreenReach platform users
If you or your organization use the GreenReach platform, we may collect:
- Your name, email address and account credentials
- Your role, permissions and organization
- Business contact and billing information
- Production, inventory, purchasing, order, delivery and sales records
- Supplier, buyer and product information
- Food-safety and traceability records
- Program administration and reporting information
- Communications and support requests
- Records of important actions, changes and approvals
- Device, login, security and audit information
Some platform records concern an organization rather than an identifiable individual. This policy applies when those records contain personal information.
Orders, deliveries and payments
When you place, fulfil or receive an order, we may collect:
- Customer and supplier contact information
- Billing and delivery addresses
- Products, quantities and prices
- Delivery instructions and fulfilment status
- Transaction, refund and settlement information
Payments may be processed by a third-party payment provider. GreenReach may receive transaction confirmation, payment status and limited payment details, but should not receive complete payment-card information when the payment provider processes it directly.
Funded food-program participants
If you participate in a food program administered through GreenReach, we may collect:
- Enrolment information required by the program
- Information needed to confirm participation or eligibility
- Program balance and benefit information
- Transaction records showing benefits applied to eligible purchases
- Program, location and reporting identifiers
Participation in a funded food program may reveal information about an individual's financial or social circumstances. We treat this information as sensitive and apply the additional protections described in section 8.
People involved in research or pilot projects
Where GreenReach supports an approved research or pilot project, we may collect information described in the applicable project notice, consent form or agreement.
Research or pilot information will be collected and used only for the approved purposes and subject to any additional consent, ethics, contractual or legal requirements that apply.
People who contact us
If you contact GreenReach, we collect your message, contact details, attachments and our response.
4. Why we collect and use personal information
We collect and use personal information for purposes that include:
| Purpose | What it includes |
|---|---|
| Providing GreenReach services | Creating accounts, operating the platform and providing requested features |
| Responding to inquiries | Preparing relevant information, arranging discussions and evaluating potential collaborations |
| Personalizing requested materials | Selecting or generating information based on organization type, location and stated interests |
| Managing subscriptions | Sending the Weekly Funding Finder and administering communication preferences |
| Supporting funding applications | Identifying opportunities, conducting preliminary screening and preparing drafts or evidence packages |
| Processing transactions | Managing orders, payments, deliveries, refunds and settlements |
| Administering funded programs | Managing enrolment, applying benefits and producing required reports |
| Supporting food safety | Maintaining traceability, recall and related operational records |
| Supporting research and planning | Measuring approved projects and producing aggregate information that does not identify individuals |
| Improving GreenReach | Understanding service use, correcting problems and improving functionality |
| Protecting the platform | Authenticating users, controlling access, detecting misuse and maintaining audit records |
| Meeting legal obligations | Maintaining records and responding to lawful requests |
We obtain consent where required. In other circumstances, we may collect, use or disclose personal information where authorized or required by law.
We limit collection to information reasonably required for the identified purpose.
5. Automated assistance
GreenReach may use automated tools, including G.W.E.N., to:
- Match an organization's profile with potentially relevant funding opportunities
- Select or generate information materials
- Organize operating records
- Prepare preliminary application drafts
- Assemble supporting evidence
- Produce operational and program reports
These tools assist with research, preparation and administration. They do not determine whether an organization is legally eligible for a funding program, make funding decisions or submit an application without authorized human review.
Funding administrators determine eligibility and funding outcomes. The applicant is responsible for reviewing, approving and submitting application information.
Where an automated process would have a significant effect on an individual, GreenReach will provide any additional notice, explanation, consent or human review required by applicable law.
6. How we use and protect organizational information
We use personal information only for the purposes identified in this policy, for purposes separately explained when the information is collected, or as otherwise permitted by law.
GreenReach does not sell personal information.
We do not use a participating organization's private operating records to advertise to that organization. We do not disclose one organization's private records to another organization unless:
- The disclosure is required to complete an authorized transaction
- The organizations are participating in an approved shared project
- The affected organization has authorized the disclosure
- The disclosure is required or permitted by law
We may create and use aggregate information that does not identify an individual for research, planning, performance measurement and food-system analysis.
7. When we share personal information
Service providers
We may use service providers for:
- Cloud infrastructure and data storage
- Email delivery
- Authentication
- Payment processing
- Customer support
- Security and monitoring
- Analytics
- Document generation
- Authorized automated or artificial-intelligence functions
Service providers may process information only for authorized purposes and are subject to contractual, confidentiality and security requirements appropriate to their role.
GreenReach remains responsible under applicable Canadian privacy law for personal information under its control when a service provider processes that information on our behalf.
Organizations using GreenReach
If your account is connected to an organization, authorized administrators from that organization may access information associated with your role, account and work.
Your organization is responsible for assigning appropriate access and informing its users about its own information-handling practices.
Transaction participants
Organizations involved in an authorized transaction receive the information required to complete it.
For example, a buyer may see the supplier, product, quantity, origin, price and delivery information associated with its order. Transaction participants do not automatically receive access to unrelated customers, private pricing arrangements or internal operating records.
Project collaborators
If your organization participates in a shared project, approved collaborators may receive the information necessary to perform their agreed responsibilities.
Access must be based on project roles and should be documented in the applicable agreement.
Funders and program administrators
GreenReach may provide funders and program administrators with aggregate or de-identified reports containing information such as:
- Number and value of transactions
- Program use by period, product category or region
- Participation and outcome measures
- Local-purchasing and sourcing results
Reports intended for general program oversight do not identify individual recipients. Where a group is too small to report without creating a reasonable risk of identification, the information may be combined with a larger group or withheld.
Identifiable information will only be provided when authorized, required for program administration, clearly explained to the affected individual or permitted by law.
Legal requirements and protection
We may disclose information:
- In response to a valid legal requirement
- To investigate fraud, misuse or a security incident
- To protect the rights, safety or property of GreenReach, platform participants or the public
- In connection with a proposed financing, reorganization, sale or transfer of all or part of the business, subject to appropriate confidentiality and legal safeguards
8. Funded food programs and information about minors
Where GreenReach administers funded food benefits:
- Only information reasonably necessary to operate the program should be collected
- Access is limited according to role and program responsibility
- The funding source should not be displayed at the point of sale unless program rules require it
- A participant and cashier may see a single available balance
- Benefits may be applied only to eligible purchases and cannot be converted to cash
- Routine reports to funders use aggregate or de-identified information
- Small-group information is withheld or combined where necessary to reduce identification risk
- Enrolment information is retained only for the period required by the program agreement or applicable law
GreenReach's general website and independent account-registration services are not directed to children.
However, GreenReach-supported food, school, family or community programs may involve minors. In those circumstances, information must be collected through, or under the authority and instructions of, the participating organization, parent or guardian, as applicable. Additional notices, permissions and safeguards may apply.
A participating school board, municipality, nonprofit or program administrator may have its own privacy policy and legal authority governing the information it collects. Questions about program eligibility or the organization's collection decision should be directed to that organization. Questions about GreenReach's handling of the information may be directed to GreenReach's Privacy Officer.
9. Where information is processed
The GreenReach platform currently uses Google Cloud infrastructure located in the United States. We may also use service providers that process information in Canada, the United States or other jurisdictions disclosed through the applicable service or agreement.
Information processed outside Canada may be accessible to courts, law-enforcement agencies or government authorities under the laws of the jurisdiction where it is processed.
GreenReach remains responsible for personal information under its control when it is transferred to a service provider for processing. We use contractual and other measures appropriate to the sensitivity of the information and the service being provided.
GreenReach intends to move Canadian production data and services to Canadian-hosted infrastructure before large-scale Canadian deployment. This policy will be updated when the applicable hosting arrangements change.
Organizations with Canadian-hosting or data-residency requirements should confirm those requirements with GreenReach before using the platform for personal information.
10. Cookies, analytics and email measurement
Our website and platform may use cookies, pixels and similar technologies to:
- Keep users signed in
- Maintain security
- Remember preferences
- Understand how the website and platform are used
- Measure whether requested communications are delivered, opened or selected
- Diagnose errors and improve performance
Some cookies are necessary for the website or platform to operate. Other technologies may support analytics or communication measurement.
You can control cookies through your browser settings and through any cookie choices GreenReach makes available. Blocking necessary cookies may prevent parts of the website or platform from working properly.
You may be able to prevent email measurement by blocking remote images in your email application, although this may not prevent all measurement.
11. Communications and unsubscribe choices
We send the Weekly Funding Finder and other promotional electronic messages with consent or as otherwise permitted by Canada's anti-spam legislation.
You may unsubscribe using the link included in an email or by contacting us. Unsubscribe requests will be processed without charge and no later than 10 business days after receipt.
We may retain a limited suppression record so that we can respect the unsubscribe request.
Unsubscribing from marketing or Funding Finder communications does not automatically close a GreenReach platform account. GreenReach may continue to send non-promotional messages reasonably required to administer an account, transaction, security issue or active program.
12. Retention
We retain personal information only for as long as reasonably necessary to provide the service, fulfil the identified purpose, meet legal and contractual requirements, resolve disputes and protect the platform.
Retention depends on the type of information:
| Information | General retention approach |
|---|---|
| Information and collaboration requests | Retained while the inquiry or potential relationship remains active and for a reasonable follow-up period |
| Weekly Funding Finder subscription | Retained while subscribed; removed from active mailing lists after unsubscribing, except for a limited suppression record |
| Platform account information | Retained while the account is active and for a reasonable period following closure |
| Operating and transaction records | Retained according to contractual, financial, food-safety and traceability requirements |
| Payment and settlement records | Retained as required for accounting, tax, dispute and legal purposes |
| Food-program enrolment information | Retained for the period established by the applicable program agreement or law and then securely deleted or anonymized |
| Research information | Retained according to the approved research plan, consent and applicable ethics requirements |
| Audit and security records | Retained for the period required to investigate incidents and meet security, legal and contractual requirements |
| Privacy requests and complaints | Retained as necessary to document and respond to the matter |
When information is no longer required, we delete it, anonymize it or securely dispose of it, subject to legal and technical limitations. Information may remain temporarily in protected backups until those backups are overwritten according to the applicable retention cycle.
13. Safeguards and privacy breaches
GreenReach uses administrative, technical and organizational safeguards appropriate to the sensitivity of the information. These include measures such as:
- Role-based access
- Organization-level separation
- Authentication and access controls
- Encryption in transit
- Audit logging
- Security monitoring
- Service-provider controls
- Internal procedures for responding to privacy and security incidents
No system can be guaranteed completely secure.
GreenReach maintains records of privacy breaches as required by law. If a breach involving personal information under GreenReach's control creates a real risk of significant harm, GreenReach will report it to the Office of the Privacy Commissioner of Canada and notify affected individuals as required.
Where GreenReach processes information on behalf of another organization, GreenReach will also notify and cooperate with that organization as required by the applicable agreement and law.
14. Your choices and rights
Subject to applicable legal and contractual restrictions, you may:
- Ask whether GreenReach holds personal information about you
- Request access to that information
- Ask how it has been used or disclosed
- Request correction of inaccurate or incomplete information
- Withdraw consent for future collection, use or disclosure
- Change communication preferences
- Unsubscribe from promotional communications
- Ask a question or make a privacy complaint
Withdrawing consent may prevent GreenReach from continuing to provide a service where the information is reasonably required to deliver it. We will explain relevant consequences when a withdrawal request is made.
If GreenReach holds information solely on behalf of a participating organization, we may refer the request to that organization or coordinate our response with it.
Requests may be sent to peter@greenreachgreens.com. We may ask for information reasonably necessary to verify your identity before providing access.
GreenReach will respond to a complete access request within 30 days unless an extension is permitted by law. If an extension is required, we will provide the notice required by applicable law.
Access may be limited where a legal exception applies, including where disclosure would reveal another person's personal information, confidential commercial information or information protected by legal privilege. If access is refused, we will explain the reason unless prohibited by law.
If you are not satisfied with GreenReach's response, you may contact the Office of the Privacy Commissioner of Canada.
Depending on the organization responsible for the information and the law that applies, you may also have the right to contact the Information and Privacy Commissioner of Ontario.
15. Third-party websites and services
The GreenReach website and platform may contain links to third-party websites or services.
GreenReach is not responsible for the privacy practices of independent third parties. We encourage you to review their privacy policies before providing personal information.
16. Changes to this policy
We may update this Privacy Policy to reflect changes to GreenReach, our service providers, our hosting arrangements or applicable legal requirements.
The "Last updated" date at the beginning of the policy shows when it was most recently revised.
If a change is significant, we will provide reasonable notice through the website, platform, email or another appropriate method. Where required, we will obtain consent before using personal information for a materially different purpose.