SHM Farms private portal
Data disclosure and privacy notice
Prepared 21 August 2026 · not yet approved for launch
Purpose. This private portal helps authorized neighboring land stewards ask property, agronomy, habitat, and hunting-planning questions. It is not an advertising service and does not sell personal information.
Information collected
The system stores account identifiers, salted password hashes, sign-in security events, terms acceptance, questions, local-model answers, token counts, quick notes, and structured field records. A field record may include its author, property, date, exact coordinates, stand or camera location, weather, animal observations and behavior, harvest details, soil and planting values, map interpretation, photographs, reports, spreadsheets, geospatial files, and review status. These records can reveal sensitive wildlife patterns and human routines. Do not submit credentials, sensitive financial or medical information, faces or license plates that are not needed, or facts and media you lack authority to share.
Where information goes
New portal data, attachment processing, and model computation are designed to remain on the owner's Lenovo computer. Each attachment is kept losslessly in an individually compressed ZIP container and recorded with a SHA-256 integrity value. The model endpoint is technically restricted to that computer. No OpenAI API or third-party public model is enabled by default. A curated setup archive may be moved to the Lenovo through Google Drive; that transfer is processed by Google under the owner's account settings. Live backups may be written to an owner-selected external drive and inherit the same sensitivity as the Lenovo. The final remote-access service, if enabled, will carry encrypted network traffic and may process connection metadata; the owner must identify and approve that service before launch.
How contributions improve answers
“Training” in this portal means retrieval from a local knowledge ledger, not silently changing model weights. A pending note or structured record is available to its author and the owner. Only an owner-approved record may inform another member, and only when that member's property policy permits it. Raw attachment downloads remain limited to the author and owner. The source and review status stay attached. Owner corrections and original records outrank estimates or unverified submissions.
Access and retention
Each account has a server-enforced policy. The owner can access administrative records, exact submitted locations, and uploaded source files. Security events are retained for up to 90 days by the current software. Questions, answers, notes, structured records, attachments, acceptance records, and audit records remain until the owner deletes, exports, or supersedes them under an approved retention policy. Backups are owner-initiated, are not automatically sent to cloud storage, and must be removed from retired external drives under the final retention policy.
Choices and requests
Ask the farm owner through the same channel used to issue your account to review, correct, export, or delete your account information or field submissions. Some records may be retained where reasonably necessary for security, disputes, permissions, or legal obligations. Depending on applicable law, additional privacy rights may apply.
Security limits
Passwords are stored as one-way salted hashes and cannot be read back. Uploads are allow-listed, size-limited, compressed, and delivered as downloads, but file screening is not a substitute for updated endpoint protection. No system is risk-free. Do not reuse a password, share an account, open an unexpected file, or use the portal from an untrusted device. Report suspected access promptly to the owner.