Privacy Policy
Farm Products Express
Connecting Farmers, Suppliers & Buyers Across Botswana
Effective Date: May 2026 — Version 1.0 | Classification: Public
📄 About This Policy: This Privacy Policy applies to all users of the Farm Products Express platform — including individual buyers, registered farmers, commercial buyers, and third-party suppliers — across all channels: our website (farmproducts-ex.co.bw), mobile interface, and official WhatsApp Business channel. It should be read alongside our Shipping Policy, Refund Policy, and Vendor Agreement. |
1. Introduction & Who We Are
Farm Products Express Botswana (“Farm Products Express”, “we”, “us”, or “our”) is a digital marketplace that connects farmers, agricultural suppliers, and buyers across Botswana. We operate a multi-vendor e-commerce platform through which fresh farm produce, livestock, seedlings, grains, and agricultural inputs are listed, transacted, and delivered.
We are committed to protecting your privacy and handling your personal data transparently, responsibly, and in accordance with applicable data protection principles. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it.
Our platform serves three primary user groups, each of whom interacts with our systems differently:
• Buyers: Individuals, households, traders, restaurants, schools, and institutional purchasers who place orders through the platform.
• Vendors (Farmers & Suppliers): Registered farmers and agricultural suppliers who list products and fulfil orders.
• Visitors: Members of the public who browse the website without registering or transacting.
2. Key Definitions
For the purposes of this Privacy Policy, the following definitions apply:
Term | Meaning |
Personal Data | Any information that identifies or can identify a natural person, directly or indirectly. Examples: name, phone number, delivery address, payment details. |
Processing | Any operation performed on personal data, including collection, storage, use, disclosure, or deletion. |
Data Controller | Farm Products Express Botswana — the entity that determines the purposes and means of processing your personal data. |
Data Processor | A third party that processes personal data on our behalf under our instructions (e.g. payment processors, courier partners). |
Consent | A freely given, specific, informed, and unambiguous indication of your agreement to the processing of your personal data. |
Sensitive Data | Personal data that requires extra protection — including financial details, identity documents, and transaction history. |
Vendor Data | Personal and business data collected from registered farmers and suppliers operating on the platform. |
Platform | The Farm Products Express website, mobile interface, and official WhatsApp ordering channel. |
3. Personal Data We Collect
We collect personal data through multiple touchpoints. The specific data collected depends on how you interact with our platform. We collect only what is necessary for the stated purpose.
3.1 Data Collected from Buyers
Data Category | Specific Data Points | How Collected |
Identity Data | Full name, national identity number (where required for high-value or livestock transactions) | Registration form, checkout |
Contact Data | Email address, mobile phone number (including WhatsApp number) | Registration, order placement |
Address Data | Delivery address including district, village/suburb, plot/street, and access instructions | Checkout, account settings |
Payment Data | Mobile money account reference, payment confirmation tokens. Note: Full card details are processed by our payment partner and never stored by Farm Products Express. | Checkout (via secure payment gateway) |
Transaction Data | Order history, products purchased, amounts paid, delivery status, dispute records | Generated automatically during platform use |
Communication Data | Messages sent via platform chat, WhatsApp, email enquiries, customer support logs | Collected when you communicate with us |
Device & Usage Data | IP address, browser type, device type, pages visited, session duration, referral source | Automatically via cookies and analytics tools |
Preference Data | Saved addresses, Wishlist items, newsletter subscription status | Account activity |
3.2 Data Collected from Vendors (Farmers & Suppliers)
Data Category | Specific Data Points | Purpose |
Business Identity | Full name, farm or business name, registration number (if applicable), national ID | Vendor verification and accountability |
Contact & Location | Mobile number, email, physical farm/business address, district | Communication, logistics, order coordination |
Product & Listing Data | Product descriptions, pricing, photos, stock availability, district of origin | Publishing listings on the platform |
Bank & Payment Details | Mobile money account number for receiving payouts | Processing vendor payments after order fulfilment |
Certification Data | Veterinary certificates, pesticide compliance records, organic certifications (where applicable) | Regulatory compliance for livestock and produce |
Performance Data | Order fulfilment rates, buyer ratings, dispute history, response times | Vendor quality management and platform integrity |
3.3 Data We Do Not Collect
Farm Products Express does not collect the following categories of sensitive personal data, and we ask that users do not submit this information on our platform:
• Racial or ethnic origin
• Religious or political beliefs
• Health or medical information (beyond what is required for livestock veterinary certification)
• Biometric data
• Data relating to children under 18 years of age — our platform is not intended for use by minors
🚨 Important: If you are under 18 years of age, you may not register as a user or place orders on Farm Products Express without the involvement and consent of a parent or legal guardian. We will delete any data we discover has been submitted by a minor without parental consent. |
4. Legal Basis for Processing Your Data
We process your personal data only where we have a lawful basis to do so. The legal bases we rely on are:
Legal Basis | When We Rely on It | Examples |
Contractual Necessity | Processing is necessary to fulfil a contract with you, or to take steps at your request before entering a contract. | Processing your order, arranging delivery, managing your vendor account, processing payments. |
Legitimate Interests | Processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights. | Fraud prevention, platform security, improving our services, analysing aggregate usage data. |
Legal Obligation | Processing is necessary to comply with a legal or regulatory obligation. | Responding to lawful requests from government authorities, tax record-keeping, veterinary movement documentation. |
Consent | You have given us clear, informed, and specific consent to process your data for a particular purpose. | Sending marketing emails or promotional SMS. You may withdraw consent at any time. |
5. How We Use Your Personal Data
We use the personal data we collect for the following specific purposes:
5.1 Platform Operations
• Creating and managing user accounts for buyers and vendors.
• Processing orders, coordinating dispatch, and arranging delivery.
• Facilitating secure payment transactions and vendor payouts.
• Enabling buyers to track their orders in real time.
• Managing auction listings and auction bidding activity.
5.2 Communications
• Sending order confirmations, dispatch notifications, and delivery updates via email and SMS.
• Responding to customer support enquiries submitted via email, WhatsApp, or live chat.
• Notifying users of significant changes to our policies, terms, or platform features.
• Sending marketing and promotional communications — only with your explicit consent and only in relation to products and services available on Farm Products Express.
5.3 Platform Improvement & Analytics
• Analysing usage patterns and buyer behaviour in aggregate (non-identifiable) form to improve our platform design and user experience.
• Identifying and resolving technical issues, errors, and performance bottlenecks.
• Developing new features, product categories, and service offerings based on demand signals.
5.4 Trust, Safety & Legal Compliance
• Verifying the identity of vendors and preventing fraudulent listings or transactions.
• Investigating and resolving disputes between buyers and vendors.
• Detecting and preventing fraudulent, abusive, or illegal use of the platform.
• Complying with applicable laws, regulations, and lawful requests from regulatory or government authorities in Botswana.
• Maintaining records required under Botswana’s trade, taxation, and veterinary regulations.
6. How We Share Your Personal Data
Farm Products Express does not sell your personal data to any third party. We share your data only in the following controlled circumstances:
Recipient | Data Shared | Purpose & Safeguards |
Courier & Logistics Partners | Buyer name, delivery address, phone number, order reference | Required to execute delivery. Partners are contractually bound to use this data solely for delivery purposes. |
Payment Processing Partners | Payment confirmation tokens, mobile money references, transaction amounts | Required to process payments securely. Full card/account details are handled exclusively by the payment processor and never passed to Farm Products Express. |
Vendors (Farmers & Suppliers) | Buyer district, order contents, contact number (shared only to coordinate delivery of specific order) | Vendors require sufficient information to prepare and dispatch orders. Buyer full addresses are not disclosed to vendors unless operationally necessary. |
Government & Regulatory Authorities | Data as required by law | In response to valid legal requests, court orders, or statutory obligations under Botswana law. We will notify you where legally permissible to do so. |
Platform Technology Providers | Anonymised usage data, system logs | Cloud hosting, analytics, and platform infrastructure providers. Data is processed under strict data processing agreements. |
Business Successors | Data as part of business assets | In the event of a merger, acquisition, or sale of Farm Products Express, user data may be transferred to the new entity. Users will be notified in advance and given the option to delete their accounts. |
With Your Consent | As specified at the time of consent | Any sharing not covered above will only occur with your explicit, informed consent. |
7. WhatsApp & Third-Party Communication Channels
Farm Products Express operates an official WhatsApp Business channel at +267 72 808 317. When you interact with us through WhatsApp, please be aware of the following:
• WhatsApp messages are processed by Meta Platforms (WhatsApp’s parent company) in accordance with Meta’s own Privacy Policy and Terms of Service, which are separate from this policy.
• Farm Products Express stores records of WhatsApp order conversations for order management, dispute resolution, and legal compliance purposes.
• Do not share sensitive financial information (such as full bank account numbers or PINs) through WhatsApp. Payment instructions communicated via WhatsApp are limited to mobile money references only.
• We only accept orders through our official WhatsApp number. Farm Products Express is not responsible for any data shared with unofficial numbers purporting to represent our business.
🚨 Fraud Warning: Farm Products Express will never ask for your full bank PIN, card CVV, or password through any channel — WhatsApp, email, or otherwise. If you receive such a request, do not comply and report it to us immediately at [email protected]. |
8. Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse platform performance, and support our marketing activities. A cookie is a small text file stored on your device when you visit our website.
Cookie Type | Purpose | Duration | Can You Opt Out? |
Essential Cookies | Required for the platform to function — login sessions, shopping basket, security tokens. | Session or up to 12 months | No — disabling these breaks core platform functions. |
Functional Cookies | Remember your preferences — saved addresses, language, and notification settings. | Up to 12 months | Yes — via browser settings. Some features may be affected. |
Analytics Cookies | Collect anonymised usage data to help us understand how visitors use the platform (e.g. Google Analytics). | Up to 24 months | Yes — opt out via browser settings or cookie consent banner. |
Marketing Cookies | Track interactions with our promotional content to measure campaign effectiveness. | Up to 12 months | Yes — opt out via cookie consent banner or browser settings. |
You can manage cookie preferences through your browser settings or through the cookie consent banner displayed when you first visit our website. Please note that disabling essential cookies may impair your ability to use the platform.
9. How We Protect Your Data
Farm Products Express implements a layered approach to data security. While no system can guarantee absolute security, we take the following measures to protect your personal data:
9.1 Technical Measures
• SSL/TLS Encryption: All data transmitted between your device and our platform is encrypted using Secure Socket Layer (SSL) / Transport Layer Security (TLS) protocols.
• Payment Security: Payment data is processed through a PCI-DSS compliant payment gateway. Farm Products Express does not store full card numbers or mobile money PINs.
• Access Controls: Access to personal data within our systems is restricted on a need-to-know basis. All staff and contractors with data access are subject to confidentiality obligations.
• Secure Infrastructure: Our platform is hosted on secure cloud infrastructure with firewalls, intrusion detection, and regular security patching.
9.2 Organisational Measures
• All staff who handle personal data receive data privacy training.
• We conduct periodic internal reviews of our data collection, storage, and access practices.
• Vendor onboarding includes identity verification to reduce the risk of fraudulent listings.
• Any third-party data processors engaged by Farm Products Express are required to comply with equivalent data protection standards under written data processing agreements.
9.3 Data Breach Response
In the event of a personal data breach that poses a risk to your rights, Farm Products Express will notify affected users as promptly as practicably possible and will report the breach to the appropriate regulatory authority as required by applicable law. We maintain an internal data breach response protocol for this purpose.
10. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. The following retention schedules apply:
Data Category | Retention Period | Reason |
Active account data (buyers & vendors) | Duration of account + 2 years after account closure | Ongoing service provision; legal claims window |
Transaction & order records | 7 years from date of transaction | Tax and financial record-keeping obligations under Botswana law |
Payment records | 7 years from date of payment | Financial regulatory and audit requirements |
Delivery & shipping records | 3 years from date of delivery | Dispute resolution; logistics audit trail |
Customer support communications | 3 years from date of last interaction | Quality assurance and dispute reference |
Marketing consent records | Duration of consent + 3 years | Evidence of consent for regulatory purposes |
Veterinary & livestock certificates | 5 years from date of transaction | Compliance with Botswana Department of Veterinary Services requirements |
Website analytics data | 24 months (anonymised) | Platform performance analysis |
Data subject to legal hold | Until legal matter is resolved | Legal proceedings or regulatory investigation |
When retention periods expire, we securely delete or anonymise your personal data. You may request earlier deletion subject to the conditions set out in Section 11.
11. Your Privacy Rights
You have the following rights in relation to your personal data held by Farm Products Express. To exercise any of these rights, contact us at [email protected]. We will respond within 30 days of receiving your request.
Your Right | What It Means | How to Exercise |
Right of Access | You may request a copy of all personal data we hold about you, including how it is used and who it has been shared with. | Email [email protected] with subject line “Data Access Request”. We will respond within 30 days. |
Right to Correction | You may request that we correct any inaccurate, incomplete, or outdated personal data. | Update directly in your account settings or email us with the corrections required. |
Right to Deletion | You may request that we delete your personal data. We will comply unless retention is required by law or for legitimate business purposes (e.g. outstanding transactions, legal claims). | Email [email protected] with subject line “Account Deletion Request”. |
Right to Restrict Processing | You may ask us to temporarily restrict how we use your data while a correction or objection request is being assessed. | Email us to request a processing restriction, stating the reason. |
Right to Data Portability | You may request a copy of your personal data in a structured, machine-readable format (e.g. CSV) to transfer to another service. | Email us with subject line “Data Portability Request”. |
Right to Object | You may object to processing based on legitimate interests or for direct marketing purposes. We will stop unless we have compelling legitimate grounds to continue. | Opt out of marketing via the unsubscribe link in any email, or email [email protected]. |
Right to Withdraw Consent | Where processing is based on your consent (e.g. marketing), you may withdraw that consent at any time without affecting the lawfulness of prior processing. | Unsubscribe link in emails or contact us directly. Withdrawal takes effect within 5 business days. |
ℹ️ Note: Farm Products Express will not charge a fee for exercising your data rights unless your request is manifestly unfounded or excessive. We may request proof of identity before processing sensitive requests such as account deletion or data access. |
12. Children’s Privacy
Farm Products Express is not directed at or intended for use by individuals under the age of 18. We do not knowingly collect personal data from minors. If you are a parent or guardian and believe that your child has provided personal data to us without your consent, please contact us immediately at [email protected] and we will take steps to delete that data promptly.
13. Vendor-Specific Privacy Provisions
Registered vendors on the Farm Products Express platform are subject to additional privacy provisions given the nature of the data they submit and the public-facing nature of their product listings.
13.1 Public Listing Data
Product listings on Farm Products Express are publicly visible. Information included in your product listings — such as farm name, district of origin, product descriptions, and pricing — will be visible to all platform visitors. Do not include sensitive personal information (such as your full home address or national ID number) in product listing descriptions.
13.2 Vendor Performance Data
Farm Products Express collects and retains performance data including order fulfilment rates, buyer ratings, and dispute history. This data is used internally for platform quality management and is shared with buyers only in aggregate form (e.g. star ratings). Individual dispute records are not disclosed to other buyers.
13.3 Regulatory Data
Veterinary certificates, movement permits, and other regulatory documents submitted by livestock vendors may be shared with the relevant government authorities (Department of Veterinary Services, Ministry of Agriculture) where required for legal compliance. Vendors are responsible for ensuring the accuracy of regulatory documents submitted to the platform.
14. Data Storage & Cross-Border Transfers
Farm Products Express’s primary platform infrastructure is hosted within cloud environments that may include servers located outside Botswana. Where personal data is transferred outside of Botswana, we ensure that appropriate safeguards are in place, including:
• Contractual data protection clauses with the receiving entity that provide equivalent protections to those required under Botswana law.
• Use of cloud service providers that operate under internationally recognised data protection frameworks.
By using our platform, you acknowledge that your data may be processed in countries outside Botswana, subject to these safeguards.
15. Third-Party Websites & Services
Our platform may contain links to third-party websites, social media pages, and payment portals. This Privacy Policy applies only to Farm Products Express and its official channels. We are not responsible for the privacy practices or content of any third-party sites. We encourage you to review the privacy policies of any external sites before providing personal information.
Third-party services currently integrated with our platform that process user data include:
• Payment processing gateways (subject to their own PCI-DSS compliance and privacy terms)
• WhatsApp Business (Meta Platforms — subject to Meta’s Privacy Policy)
• Website analytics tools (e.g. Google Analytics — subject to Google’s Privacy Policy)
• Social media platforms (Facebook — subject to Meta’s Privacy Policy)
16. Marketing Communications
Farm Products Express may send you promotional communications about new products, seasonal offers, platform events, and agricultural news relevant to your interests. We will only do this:
• If you have explicitly opted in to receive marketing communications at registration or in your account settings; OR
• Where we have a legitimate interest in contacting you about closely related products or services you have previously purchased (soft opt-in).
Every marketing communication we send includes a clear and functional unsubscribe link. You may also opt out at any time by emailing [email protected] or by updating your preferences in your account settings. Opt-out requests take effect within 5 business days.
Opting out of marketing communications will not affect transactional communications (e.g. order confirmations, delivery notifications) which are necessary to fulfil your orders.
17. Changes to This Privacy Policy
Farm Products Express reserves the right to update this Privacy Policy at any time to reflect changes in our business practices, legal obligations, or the services we offer. We are committed to keeping you informed of material changes.
17.1 Notification of Changes
• Material changes — those that significantly affect your rights or how we use your data — will be communicated by email to all registered users at least 14 days before they take effect.
• Minor clarifications or administrative updates will be posted on this page with a revised effective date, without direct notification.
• Your continued use of the platform after a policy change takes effect constitutes your acknowledgement of the updated policy.
17.2 Version History
Version | Date | Summary of Changes |
v1.0 | May 2026 | Initial comprehensive privacy policy published. Covers buyer data, vendor data, WhatsApp channel, cookie policy, data retention schedules, and full rights framework. |
18. Contact Us & How to Complain
18.1 Privacy Enquiries
For any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal data, please contact us through any of the following channels:
Channel | Contact Details | Response Time |
Privacy Email | Within 2 business days | |
General Phone | +267 72 808 317 | Mon–Fri, 9:00 AM – 3:00 PM |
+267 72 808 317 | Mon–Fri, 8:00 AM – 5:00 PM | |
Office Address | Gaborone, Botswana | By appointment |
Website | farmproducts-ex.co.bw | Live chat during business hours |
18.2 How to Make a Complaint
If you believe Farm Products Express has not handled your personal data in accordance with this policy or applicable law, you have the right to raise a formal complaint. We take all privacy complaints seriously and will investigate and respond within 30 days.
1. Contact us first at [email protected], clearly stating the nature of your complaint and the outcome you seek.
2. If you are not satisfied with our response, you may escalate your complaint to the relevant data protection authority or regulatory body in Botswana.
3. You also retain the right to pursue your complaint through the courts of Botswana.
Farm Products Express Botswana — Your Data. Your Rights. Our Responsibility.
farmproducts-ex.co.bw • [email protected] • +267 72 808 317
© 2026 Farm Products Express Botswana. All rights reserved.
3. How We Use Your Information
We use the information we collect for various purposes, including:
- To Provide Our Services: We use your personal information to fulfill orders, manage your account, and process payments.
- Customer Support: Your contact details are used to provide customer service, respond to inquiries, and resolve any issues with orders or shipments.
- Improve User Experience: Non-personal information helps us analyze how users interact with our platform, enabling us to enhance our services.
- Marketing & Promotions: With your consent, we may send you promotional emails or messages about special offers, new products, or upcoming events.
- Legal Compliance: We may use your information to comply with legal obligations, respond to legal requests, or defend our legal rights.
4. Sharing Your Information
We respect your privacy and only share your personal information under the following circumstances:
- Service Providers: We may share your information with third-party service providers who assist us in operating our platform (e.g., payment processors, delivery partners).
- Legal Obligations: We may disclose your information if required by law or in response to valid requests by government authorities.
- Business Transfers: In the event of a merger, acquisition, or asset sale, your personal information may be transferred to the new owners.
- With Your Consent: We will share your information with other third parties only with your explicit consent.
5. Cookies and Tracking Technologies
- Remember your preferences and login details
- Track your shopping cart and order history
- Analyze site usage and improve performance
6. How We Protect Your Information
The security of your information is important to us. We implement industry-standard security measures to safeguard your data, including:
- Data Encryption: We use Secure Socket Layer (SSL) encryption for transmitting sensitive data (e.g., payment details).
- Access Controls: Only authorized personnel have access to personal information, and they are required to maintain the confidentiality of your data.
- Regular Security Audits: We conduct regular reviews of our data collection, storage, and processing practices to ensure compliance with security standards.
7. Retention of Information
We retain your personal information only for as long as necessary to provide you with our services and to comply with legal obligations. If you no longer want us to retain your information, you can request the deletion of your account by contacting us at [email protected].
8. Your Privacy Rights
You have certain rights regarding your personal information under applicable data protection laws:
- Access: You can request a copy of the personal information we hold about you.
- Correction: You can ask us to correct any inaccurate or incomplete information.
- Deletion: You can request that we delete your personal information, subject to certain legal exceptions.
- Opt-Out: You can opt out of receiving promotional communications by following the unsubscribe link in our emails.
To exercise any of these rights, please contact us at [email protected].
9. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will notify you of any significant updates via email or by posting a notice on our website. Please review this page regularly to stay informed about how we protect your information.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:
- Email: [email protected]
- Phone: +267-123-4567
- Live Chat: Available during business hours on our website