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Data Usage & Privacy Policy

Last Updated: August 5, 2025

Introduction

At S4 Mobile Laboratories LLC (“S4,” “we,” or “us”), your data and privacy matter to us. We’re committed to keeping your information safe and to being transparent about how we collect, use, and share it.

This Data Usage & Privacy Policy (“Policy”) explains the types of information we collect from you—whether you interact with us through our website at s4laboratories.com, through apps or software you use with our products, or through physical Subterra devices that collect data and either transmit data via a cloud-based platform or allow you to export and email the data to us. It also outlines how we use that information and your options to manage it.

By using our website, software or one of our connected devices, you agree to the practices described in this Policy.

What Information We Collect

Information You Provide to Us
We may collect personal information that you voluntarily provide, such as:
 

  • Name

  • Email address

  • Mailing address

  • Phone number

  • Location

  • Payment information

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This information might be collected when you:
 

  • Create an account through our website or software

  • Purchase a Subterra device and/or replacement parts

  • Send us an email or message

  • Sign up for training or services


Information Collected Automatically
When you visit our website or use software associated with a Subterra device, we may automatically collect certain technical data, such as:
 

  • IP address

  • Browser type and operating system

  • Device type and hardware platform

  • Access times and referring web addresses

  • Location data

  • Usage patterns 

  • Online traffic and software diagnostic data

“Field Collected Data”
“Field Collected Data” includes the classes of data outlined below, which may include data automatically collected by Subterra devices in the field as well as data you send us to augment this data set and get more accurate analysis. When Field Collected Data is collected by or associated with a Subterra Grey device, which is intended for forensic use, data sharing will be greatly restricted as outlined in the sections on “How We Use Your Information” and “Sharing Your Information.”

For physical Subterra devices, we may automatically collect technical data, such as: 
 

  • Information about usage

  • Sensor outputs

  • Location data

  • Operational status

  • Other data that helps us improve your experience and ensure reliable performance 


This data is securely transmitted to our web platform for analysis, reporting, and account management.

When you use the Subterra device in the field, you may choose to send us data for assistance and/or analysis, such as:
 

  • Field notebook photos and notes and other photographs from out in the field

  • Your own GPS data

  • Data collected during field work, including soil insertion force and depth, spectral images, location data and other data automatically collected by the Subterra device

How We Use Your Information

We use your information to:

  • Provide, maintain, and improve our website, software, data analytics and connected devices

  • Perform soil chemistry analysis that we provide back to you

  • Improve our soil analysis capabilities by tracking trends across locations, soil types, and data outputs in a way that makes the data you receive more accurate over time

  • Improve training and warranty programs

  • Notify you of updates or changes to your account

  • Send information about S4 products and services

  • Respond to your requests and provide customer support

  • Fulfill orders and manage billing

We may also use your data for other purposes, but only with your consent or as required by law. 


Specific to Field Collected Data for Subterra Grey devices, we will aggregate and anonymize Field Collected Data before using it to improve our soil analysis capabilities and will not use it for other purposes where Field Collected Data could be accessed by anyone other than us or you.

Handling and Storing Your Information

Your information is stored on a secure cloud-based platform, such as Microsoft 365. Access to this information is restricted to S4 personnel and some data may be further restricted to just S4 personnel on the team that is working with you. Sometimes, we will use software tools to process the data to gain insights we can share with you or make the data easier to visualize and interpret. Any files associated with this processing effort will also be saved on the secure cloud-based platform.


Data Retention


We retain your data as long as needed to provide our services or comply with legal requirements. Once no longer needed, we delete or anonymize it. For data collected through our website, we don’t knowingly collect personal data from minors under the age of 18 and will remove personal information data if we are given reliable information that the data is associated with a minor.

Sharing Your Information

We do not sell, rent, or lease your personal information, including information you provide to us, information collected automatically, and field collected data.


We may share your non-field data, such as contact and billing information, with trusted partners or service providers who help us:

 

  • Analyze usage patterns

  • Send communications

  • Process payments

  • Provide customer support

  • Host our servers, software or website


These third parties are contractually required to use your information only to provide these services and must keep your data confidential.

 

We may also share data:

 

  • With affiliates or partners as part of joint offerings

  • During business transitions (e.g., mergers or sales)

  • To comply with legal requirements

  • To protect our rights, property, or safety, or those of our users

We may share aggregated, anonymized data publicly or with third parties for research or marketing, and particularly will share aggregated, anonymized data as part of our required reporting to state and federal grantmaking agencies that financially support S4’s agricultural research work.

Specific to Field Collected Data for Subterra Grey units, we will only share data that is:
 

  • Aggregated,

  • Anonymized, and

  • Being shared or used with your permission

Your Choices

You control how we use your data. For example:

 

  • Cookies: You can disable cookies through your browser settings. Some site features may not work properly without them.

  • Marketing Emails or Texts: You can opt out of promotional messages by following the unsubscribe link or replying “unsubscribe” to our texts.


Access, Correction, and Deletion


You can ask us to access, update, or delete your personal information at any time by emailing cmatney@s4laboratories.com. We’ll verify your identity and honor your request unless:

 

  • The data is needed to complete a transaction

  • It’s required by law

  • It’s necessary to detect or prevent fraud

  • Deletion would interfere with scientific, historical, or statistical research

  • We have another lawful, legitimate reason


Upon request, we will send screen shots or other digital confirmation demonstrating that your data has been deleted.
 

Note: Deleting your data means that you will no longer be able to request or receive data from us that was collected by a Subterra unit, Field Collected Data you have sent to us, or any other data previously created. 

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Data Portability


You can also ask us for a report on the information we’ve collected about you over the past 12 months, including:
 

  • What personal data we collected

  • How we collected it

  • Why we collected it

  • Who we shared it with

  • Specific details about the data

Data Security

We use industry-standard security practices to protect your data. Data is stored secure cloud-based platform, such as Microsoft 365, that maintains robust, real-time security monitoring systems to protect your data. Login to access this data is password protected and is limited to S4 personnel. Your data is encrypted while it is being sent to and downloaded from this server.


Despite our best efforts, no system is perfectly secure. You use the Website and connected devices at your own risk, and we encourage you to use strong passwords and stay alert for phishing scams, particularly for the email accounts you use to send data to us.

Policy Updates

We may update this Privacy Policy from time to time. When we do, we’ll let you know by posting a notice on our website or emailing you. Your continued use of the website, S4 software or Subterra devices means you agree to the updated policy.

Contact Us

If you have questions, want to exercise your privacy rights, or need help, you can reach us at cmatney@s4laboratories.com or 303-440-7778.

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