Terms of Service

Last updated: July 13, 2026

These Terms of Service (“Terms”) govern access to and use of Plotra, a digital platform provided by
Terraxis SRL for coffee farming, cooperative management, agricultural traceability, human rights due
diligence, and regulatory compliance.

By using Plotra, you agree to these Terms.

1. The Service
Plotra is structured as a cooperative workstation: it mirrors the operational flow a cooperative
already runs — producer identity, harvest delivery, processing and batch, quality, consignment, and
documents — rather than layering a separate, static reporting system on top of it. Evidence
accumulates as coffee moves, instead of being recreated through repeated forms.
Plotra provides digital tools to support:
 Farm mapping and parcel management
 Coffee production and delivery records
 Cooperative operations
 Traceability from producer to consignment
 Human rights due diligence, including child labour and young-worker screening
 Regulatory compliance, including the EU Deforestation Regulation (EUDR) and CSDDD-
aligned due diligence
 Certification management
 Reporting and documentation
 Supply-chain collaboration
1.1 Commercial Services
Plotra provides both core compliance services and optional value-added services:
 Core services include digital traceability, farm mapping, geolocation and deforestation-free
evidence for EUDR, regulatory reporting, human rights due diligence screening, compliance
documentation, and Due Diligence Statements (DDS) required to facilitate lawful and
transparent coffee trade.
 Optional value-added services may include enhanced traceability information, quality and
laboratory results, cup scoring, sustainability metrics, sourcing intelligence, certification
datasets, and other authorised analytical products requested by buyers, exporters,
cooperatives, or other supply-chain participants.
Where value-added services involve operational information relating to farms, parcels, production,
or quality, access is governed by applicable commercial agreements, user permissions, and relevant
data protection law. Plotra commercialises its platform, compliance infrastructure, and authorised
value-added services — not the ownership of identifiable farmer or worker data.

2. User Accounts
You are responsible for providing accurate information, keeping login credentials secure, promptly
notifying us of unauthorized access, and maintaining current account information.
Account types may include farmers, cooperative officers, enumerators/field staff, exporters, buyers,
and administrators. Access to human rights due diligence and safeguarding data is restricted by role
— general cooperative or buyer accounts do not have visibility into individual safeguarding case
detail (see Section 4.3).
3. Ownership of Data
You retain ownership of the information you submit to Plotra. Plotra may transform operational
information into compliance documentation, traceability records, Due Diligence Statements,
verification reports, sourcing intelligence, quality assurance outputs, and other commercial services
delivered to authorised participants within the supply chain. This does not transfer ownership of the
underlying operational data to Plotra.
By using the Service, you grant Plotra a limited licence to process your information solely to operate
the platform, deliver requested services, maintain traceability, support compliance, improve
platform functionality, and fulfil legal obligations. Nothing in these Terms transfers ownership of
your operational data to Plotra.
4. Data Governance and Protection
Plotra operates under recognised data governance principles: purpose limitation, data minimisation,
transparency, security, accountability, and privacy by design.
4.1 Legal basis by purpose
Plotra does not rely on a single legal basis for all processing. Farm registration, delivery, and
traceability records are typically processed under contract or legitimate interest. EUDR due diligence
statements and geolocation evidence are processed to fulfil a legal obligation. Human rights due
diligence and child/young-worker screening are processed on the basis of legal obligation or
legitimate interest, supported by a documented balancing assessment. Optional value-added
services rely on freely given, separately requested consent. Full detail is set out in the Privacy Policy.
4.2 Cooperative as controller for its producer network
For most producer and household data, the cooperative — as the operational control node for its
member producers — acts as data controller, with Plotra acting as processor under a data
processing agreement. For platform-level compliance outputs delivered to buyers, certifiers, or
regulators (such as DDS or aggregated traceability records), Plotra and the relevant cooperative or
exporter may act as joint controllers. Where this applies, the respective responsibilities are set out in
the applicable data processing agreement, and do not depend on this clause alone to determine
liability.
4.3 Safeguarding and criminal-conduct-adjacent data
Where screening data indicates potential forced labour, trafficking, debt bondage, or coercion, that
data is treated as materially more sensitive than routine operational data. It is access-restricted to
designated personnel, is not used as the sole basis for any consequential action without human
review, and — where a legal or ethical referral obligation applies — is escalated to competent child-
protection or labour authorities through a tracked process. This category of data is processed under

legal obligation or an equivalent lawful basis appropriate to data touching on potential criminal
conduct, not under a general consent checkbox.
4.4 Automated decision-making
Plotra’s risk engines generate automated indicators and ratings from submitted data. These support
— and do not replace — human review. No enforcement action, escalation, or decision producing a
legal or similarly significant effect on an individual is taken purely by automated means. Where you
are affected by an automated outcome of this kind, you may request human review and an
explanation.
4.5 Data Protection Impact Assessment
Terraxis conducts, or commits to conduct, a Data Protection Impact Assessment for processing likely
to result in higher risk — including automated risk screening and processing involving children — as
part of its ongoing compliance programme, ahead of scaling that processing further.
4.6 International transfer
Where data is transferred between Kenya, the EU, Belgium, or other jurisdictions in connection with
the Service, such transfers are made subject to appropriate safeguards required under applicable
law, including standard contractual clauses or an equivalent lawful transfer mechanism where
required.
4.7 Retention and your rights
Retention periods vary by data category and are set out in the Privacy Policy; safeguarding-sensitive
data is generally retained under stricter rules than routine operational data, except where a legal
obligation requires otherwise. Individuals have rights of access, rectification, erasure, restriction,
objection, and portability under applicable law, and may lodge a complaint with the relevant
supervisory authority (including Kenya’s Office of the Data Protection Commissioner and, where
applicable, an EU supervisory authority).
5. Data Portability and Interoperability
Plotra is designed using interoperable standards that reduce dependency on proprietary systems.
Users may export operational information in commonly used formats including PDF, CSV, XLSX, and
GeoJSON.
6. Acceptable Use
You agree not to: use the platform unlawfully; upload malicious software; attempt unauthorized
access; interfere with platform operations; infringe intellectual property rights; misrepresent
production, compliance, or human rights due diligence information; or circumvent platform security
controls, including access restrictions applied to safeguarding-sensitive data.
7. Regulatory Compliance
Plotra provides tools that support compliance with regulations including the EU Deforestation
Regulation (EUDR) and human rights due diligence frameworks aligned with the OECD Guidelines
and the EU Corporate Sustainability Due Diligence Directive (CSDDD). Users remain responsible for
the accuracy of submitted information and for their own compliance with applicable law; Plotra’s
tools support, but do not substitute for, that responsibility.

8. System Transparency
Plotra maintains version-controlled compliance workflows and traceability records. Where
compliance or risk determinations are generated by the platform, supporting records remain
auditable, including the version of legal configuration and scoring logic applied at the time of a given
determination.
9. Availability
We strive to maintain reliable platform availability but do not guarantee uninterrupted service.
Maintenance, upgrades, or unforeseen events may temporarily affect availability.
10. Fees
Subscription fees or service charges, where applicable, will be communicated separately. Failure to
pay applicable fees may result in suspension of services, though access to safeguarding case records
required for an active referral will not be withdrawn solely for non-payment while that referral
remains open.
11. Intellectual Property
The Plotra platform, software, documentation, branding, and associated intellectual property remain
the property of Plotra Technologies unless otherwise stated. Users retain ownership of their
submitted operational data.
12. Disclaimer
The Service is provided “as is” and “as available.” While we strive for accuracy and reliability, we do
not guarantee uninterrupted operation or that all outputs will satisfy every regulatory or commercial
requirement.
13. Limitation of Liability
To the fullest extent permitted by law, Plotra’s total liability arising from use of the Service shall not
exceed the fees paid by the user during the twelve (12) months preceding the event giving rise to
the claim. This limitation does not affect any liability that cannot be lawfully limited or excluded,
including in relation to breaches of applicable data protection law.
14. Indemnification
You agree to indemnify and hold Plotra harmless against claims arising from your misuse of the
Service, violation of these Terms, or submission of inaccurate or unlawful information.
15. Suspension and Termination
Either party may terminate these Terms at any time. Upon termination, access to the Service may
cease, although certain operational, compliance, or safeguarding-related records may be retained
where required by law or legitimate regulatory or child-protection obligations.
16. Governing Law
These Terms are governed by the laws of Kenya, and, as applicable, EU GDPR and Belgian law.
Where required by applicable law, additional rights under other jurisdictions remain unaffected.
17. Changes to these Terms

We may update these Terms from time to time. Material changes will be communicated through the
platform or by email before taking effect. Continued use of the Service after the effective date
constitutes acceptance of the updated Terms.
Contact Email: legal@plotra.eu Data Protection queries: dpo@plotra.eu Website: https://plotra.eu
Address: Nairobi, Kenya