1. Who We Are

Pomona Systems LLC ("Pomona," "we," "us") provides spray recordkeeping, IPM scouting, and compliance software for fruit and berry growers, accessible at app.pomonasystems.com. By creating an account and using Pomona, you agree to these Terms.

2. Your Account

You must provide accurate information when registering. You are responsible for maintaining the security of your password and for all activity that occurs under your account. Notify us immediately at casey@pomonasystems.com if you suspect unauthorized access.

One account is intended for use by one farming operation. You may add applicators and team members within your account.

3. Your Data

You own all data you enter into Pomona — spray records, IPM observations, farm and block information, and any other content you create. We do not claim any ownership over your data.

You grant Pomona Systems LLC a limited license to store, process, and display your data solely for the purpose of providing the service to you. We will not sell, rent, or share your data with third parties except as described in our Privacy Policy.

You can request an export or deletion of your data at any time by contacting us at casey@pomonasystems.com. We will process requests within 30 days.

4. Subscription and Payment

Pomona is offered as an annual subscription. Pricing is displayed at signup and on your account page. Subscriptions renew automatically each year unless canceled before the renewal date.

Payment is processed securely by Stripe. We do not store your payment card information on our servers.

If payment fails, we will notify you by email and provide a grace period to update your payment method before access is restricted. We do not offer refunds for partial subscription periods, but we will work with you on a case-by-case basis if there are extenuating circumstances.

We reserve the right to change pricing with at least 30 days notice to existing subscribers before their next renewal date.

5. Acceptable Use

You agree to use Pomona only for lawful purposes and in accordance with these Terms. You agree not to:

• Use Pomona to store false or fraudulent records
• Attempt to gain unauthorized access to other accounts or our systems
• Use automated tools to scrape or extract data from Pomona
• Resell or sublicense access to Pomona without our written permission

6. Compliance Records

Pomona is designed to help you maintain spray and IPM records for your own use and compliance purposes. While we strive to make the tool accurate and useful, Pomona does not constitute legal or regulatory advice. You are responsible for ensuring that your records meet all applicable federal, state, and local requirements, including those under the EPA Worker Protection Standard (WPS) and any other applicable regulations.

7. Service Availability

We work hard to keep Pomona available and reliable, but we cannot guarantee uninterrupted service. We perform backups regularly and take data security seriously, but we recommend you maintain your own records in case of service disruption.

We reserve the right to modify, suspend, or discontinue any part of the service with reasonable notice to users.

8. Limitation of Liability

To the maximum extent permitted by law, Pomona Systems LLC shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the service, including but not limited to loss of data, lost profits, or regulatory penalties. Our total liability to you for any claim arising from use of Pomona shall not exceed the amount you paid us in the twelve months prior to the claim.

9. Termination

You may cancel your account at any time by contacting us. We may suspend or terminate accounts that violate these Terms. Upon termination, you may request a copy of your data within 30 days before it is deleted from our systems.

10. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email at least 14 days before they take effect. Continued use of Pomona after changes take effect constitutes acceptance of the updated Terms.

11. Governing Law

These Terms are governed by the laws of the State of Vermont, without regard to conflict of law principles.

12. Contact

Questions about these Terms? Contact us at casey@pomonasystems.com.

1. What We Collect

When you use Pomona, we collect the following information:

• Account information: Name, email address, phone number, farm name, and mailing address that you provide at signup or in your profile.
• Agricultural records: Spray application records, IPM pest observations, trap data, farm and block information, and other data you enter into the app.
• Usage data: Login timestamps and basic session information, used to maintain your session and improve the service.
• Payment information: Payment is processed by Stripe. We receive confirmation of payment and a reference to your Stripe customer record, but we never see or store your full card number.

2. How We Use Your Information

We use your information to:

• Provide and maintain the Pomona service
• Send you account-related emails (receipts, subscription notices, password resets)
• Respond to your support requests
• Improve the product based on how it's used

We do not use your data for advertising. We do not sell your data to any third party.

3. Regional Pest Data Sharing

Pomona offers an optional, opt-in feature that allows you to contribute anonymized trap count data to a regional pest monitoring feed. This feature is disabled by default and must be explicitly enabled in your account settings.

When enabled, only the following fields are shared: date, pest name, trap type, count, unit, growth stage, and state. No farm names, block names, grower names, or identifying information are included in shared data.

You can disable this feature at any time in your Account settings, and no further data will be shared.

4. Crop Advisors

If you choose to link a crop advisor to your account, that advisor will be able to view your spray records, IPM observations, and trap data through a separate advisor portal. Advisor access is controlled by you and can be removed at any time by contacting us.

5. How We Store and Protect Your Data

Your data is stored on secure servers hosted by DigitalOcean. We maintain regular backups and use industry-standard security practices to protect your information.

Access to your data is restricted to you, your linked advisors, and Pomona Systems LLC staff for support and maintenance purposes.

6. Data Retention

We retain your data for as long as your account is active. If you cancel your account, your data will be retained for up to 30 days to allow you to request an export, after which it will be permanently deleted.

7. Your Rights

You have the right to:

• Access the data we hold about you
• Request a copy of your data in a portable format
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of regional data sharing at any time

To exercise any of these rights, contact us at casey@pomonasystems.com. We will respond within 30 days.

8. Third-Party Services

We use the following third-party services to operate Pomona:

• Stripe — payment processing. Stripe's privacy policy is available at stripe.com/privacy.
• Resend — transactional email delivery (password resets, receipts).
• DigitalOcean — cloud infrastructure and server hosting.

These services are used solely to operate Pomona and are not permitted to use your data for their own purposes.

9. Children's Privacy

Pomona is not directed at children under 13 and we do not knowingly collect information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email before they take effect. The current version will always be available at this page.

11. Contact

Questions about your privacy or this policy? Contact us at casey@pomonasystems.com.

Pomona Systems LLC
Vermont, USA