Phytotron HQ · Your data
Delete your account
You can ask us to close your Phytotron HQ account and erase your personal data, in the app or by email. You do not need the app or your PIN to ask by email. We act within 30 days. This page lists exactly what is erased, what the law makes us keep, and why.
Last updated 19 October 2026
How to ask
In the app
| Where | Where to find it |
|---|---|
| Phytotron HQ app (Android, iPhone), every login | More → Delete my account |
| Web app: field staff and managers | More → Settings → Delete my account |
| Web app: office staff (admin, accounts, godown) | My account in the Office menu → Delete my account |
| Web app: directors | Either of the two above |
The app shows what is erased and what is kept, then sends the request when you tap Request deletion. You need a connection to send it. The app then shows the date the request reached the office.
By email, without the app
Write to admin@phytotron.com with the subject “Delete my Phytotron HQ account”. Send it from the email address the office has for you, or include your name and the mobile number you sign in with. Before we act, we confirm it is you by calling or messaging that number. After that it is handled exactly like a request from the app: the office records it and closes your account in the same step.
What happens next
- Your request reaches the office. In the app you see the date at once. By email, we reply to confirm we have it.
- Until it is done you can keep using the app. To cancel, tell your manager or the office.
- Within 30 days a director or an office administrator closes your account and erases the data listed below in one step. They have to type your name to confirm, and nobody can erase their own account. If a record still needs you, for example an open claim or a collection still being settled, the office declines the request instead and tells you why by phone or email. The app then lets you ask again; do so once it is settled. If you asked by email, we write back to tell you what we erased and what we had to keep.
- Afterwards, erased data can stay in the database's automatic backups for up to 30 days. Then it is gone for good.
If you still work for Phytotron, closing your account also ends your access to the app, so speak to your manager about how you will record your work.
What is erased
| Data | What happens to it |
|---|---|
| Your login | Closed for good. The stored PIN or password hash and your last sign-in time are removed, and the account can never be switched on again. |
| Your name | Replaced by a label with your user number, such as “Deleted user #42”: on your account, on the records you made, in the stored copy in monthly reports, and in the staff and territory labels the company dashboard is built from, including the copies the dashboard saved on earlier dates, where they read exactly your name (a shortened or differently spelt label is left as it is: the office can still edit it, but the copies saved before that keep it). Your account is also unlinked from its Tally ledger group. Names that are part of the company's Tally accounts, such as a debtor group named after you, stay as Tally holds them until the office renames them in Tally. Notes colleagues typed that mention you are not changed. |
| Mobile number, email, designation and HQ town | Removed. The mobile number is replaced by a code that can never be used to sign in. |
| Sign-in records | Every session, with its IP address and device type, and every sign-in attempt made with your number. You are signed out on every phone and browser at once. |
| Route points | Every location point recorded while your work days ran. |
| Where each work day started and finished | The places are removed. The day itself (date, start and finish time, kilometres, travel mode, odometer and notes) stays for travel-allowance records. |
| Places of shift check-ins | The location reading taken when you checked in or out for a shift is removed. The attendance itself (date, times, site and status) stays for payroll. |
| Push notification tokens | The address each phone gave us for notifications is deleted, so no phone keeps getting notifications for your account. |
| Leave reasons | The reason you typed on each leave request is removed. The leave itself (dates, type, days and decision) stays for payroll. |
| Farmer contacts you uploaded | Deleted, unless a visit, demo plot or beat plan uses that farmer, another officer also holds the contact, or the farmer is linked to MitrAI. Your links to contacts shared with other officers, and the records of your contact-list uploads, are deleted too. |
| Copies in the audit log | Your name, mobile number, email and any reason you gave are removed from audit entries about you. Who did what, and when, stays. Notes the office wrote on your request (how it came, or why it was declined) stay, stored without phone numbers or email addresses. |
Photos and documents attached to a record stay with it: visit and demo-plot photos and videos, receipts, cheque photos and dealer KYC documents. A photo you added to a form you never sent, or removed before sending, can stay in storage, linked to no record, until the planned clean-up of unlinked files (not automatic yet). Contact lists are read on your phone; only the contacts are sent, never the file.
What we keep, and why
These are Phytotron's business records, not your profile. They stay, and the app shows a label such as “Deleted user #42” where your name was, except in Tally ledger groups and in notes colleagues typed (see “Your name” above).
| Record | Kept for | Why |
|---|---|---|
| Orders, invoices and collections (payments you collected) | 8 years | Companies Act 2013, section 128 (books of account), and CGST Act 2017, section 36 (GST records, at least 72 months) |
| Travel and expense claims with their receipts, and your work days (date, times, kilometres; no places) | 8 years | They are expenses in the company's accounts |
| Attendance dates, times and status, and leave dates (payroll and labour records): shift check-in and check-out times and site, leave requests (without your reason) and balances, and your roster | 8 years | Payroll and employment records. The location reading taken at each check-in and check-out is removed |
| Stock movements and batch records you handled | 8 years | Accounts and product quality (GMP) records |
| Visits and demo plots you logged, with where they happened and their photos | As long as the customer relationship lasts | They belong to the dealer's or farmer's record, not to your account |
| Dealers you onboarded, and farmer contacts that a visit, demo plot, beat plan or another officer uses | As long as the customer relationship lasts | They are Phytotron's customers |
| Tally ledger groups that carry your name | 8 years | Books of account (Companies Act 2013, section 128): the dealers' balances and sales targets are filed under them in Tally. They are no longer linked to your account, and change only when the office renames them in Tally |
| Your beat plans, and the record of which materials you opened, downloaded or shared | As long as the customer relationship lasts | Territory planning and which materials are used; they show the anonymised label |
| The audit log: who did what and when, your request (when and how it came: in the app, or by email with the office's note), and an entry that your data was erased (counts only, no personal details) | 8 years | Security, and proof that we acted on your request |
What erasing does not change
- Your phone. Your settings, anything still waiting to be sent, form drafts, the copy of your dealer and farmer lists and materials you saved for offline use stay only on the phone (in a browser: a farmer contact list that failed to upload stays in that tab until it is sent or the tab is closed). Once your account is erased they can no longer be sent. Removing the app clears them; in a browser, signing out and closing the tab does.
- MitrAI. Phytotron's WhatsApp crop-advice service keeps its own list of which staff member answers farmers in each district. This app can only read that list, so erasing your account here does not change it. If you are on it and want to be taken off, say so in your request.
Dealers and farmers: you do not have a login, but you can still ask us to delete your details, or to stop contacting you. Write to admin@phytotron.com or tell your Phytotron contact. GST invoices and payment records are kept for the periods above.
More
Read the full privacy policy, or write to management@phytotron.com if you are not happy with how we handled your request.