Every farm is different. This builds a picture of yours — the crops, the ground they grow in, and what's around them — once, for every buyer who asks.
Each section says what it's for before it asks anything. The questions a buyer needs come first; the rest sits behind "More detail" and can wait.
What comes out is reported in the form each customer needs, so the people buying your crops can see how they were grown.
One record covers as many crops as you grow and as many buyers as ask.
Three parts. The first is done once and confirmed each year after that.
The whole-farm picture — land and its history, energy, habitats, the schemes you're in, and the people side. Entered once; next year is a confirmation, not a re-type.
One per crop, per season — what went on, what came off, and how the ground was worked. Add as many as you grow.
Check the season over, confirm the declarations and send it to Roots Agri — your report across the five impact areas appears the moment it's on its way.
The basics that anchor everything else. Asked once — confirmed, not re-typed, in future years.
Whether any land has changed use in the last 20 years, how the arable ground was worked this season — and what the soil itself is.
Roughly how many hectares were ploughed, worked without turning the soil over, or drilled straight into the stubble. Once a year, rough is fine.
The soil side of the record. Most of this comes straight off a soil analysis report, so it is quicker than it looks. A rough answer with an honest source beats a blank.
How the ground is cropped across the whole farm, not just the crops you report here. The rotation sits behind soil condition, pest pressure and most of what a buyer asks about the system.
Stock on the stubbles, grass in the rotation, muck coming back — livestock change how the ground is worked and fed, so they belong here.
The schemes and agreements this land is already in.
Muck, digestate, compost and the like — one entry per source or delivery, so the same material is never counted twice.
Fuel, electricity and crop storage for the year, with a note on each of whether it's metered or estimated.
Hedges, woodland, margins, ponds and watercourses — reported as plain indicators, never scored.
How existing woodland and hedges are looked after — not just what's newly planted or removed. Plain indicators, never scored, and often the part a buyer is most interested in.
Why this is here, plainly. Buyers are increasingly asked to show that their sourcing isn't quietly squeezing the farms it depends on. With nothing to point at, the answer gets assumed on your behalf — usually by someone who has never set foot on a farm. A handful of answers from a lot of farms is what makes that assumption unnecessary.
Nobody is checking up on your finances, and none of it is shown to a buyer against your name. Where Roots refers to it at all, it is combined with other farms so no single farm can be picked out. Leave the lot blank and nothing else about your record changes — no gap, no flag, no chasing.
Here's everything you've told us about the farm. Have a scan — anything wrong, hit Edit and fix it before saving.
One record per crop, per season. You can add as many as you like from the home page.
Add each field — its own name, its area, and (if you like) the what3words square for the gateway. Every answer you give applies to all of them unless you say otherwise, section by section.
Enter it however you know it — per hectare or the total off the field. We work the other out from the area. With more than one field, untick the box below to give each field its own yield.
One card per application. Type to find the product by its trade name — muck, digestate, compost and lime all belong here too.
One card per product. The list is filtered to what's approved for this crop — if something you used isn't there, use "Other product" and type it.
A rough tally of how many times each type went on this crop. A tank mix counts once for each type in it. This sits with the wildlife and water side of the record, not the footprint.
How the crop was established, and what went into establishing it.
What happens to the soil under this crop — how it's worked, what covers it, what goes back on it. The soil type and clay % are on the farm record, and can differ field by field on the Crop tab.
A scan-through of what you've entered for this crop. Fix anything that's wrong before saving.
If you keep records in Gatekeeper, Muddy Boots or something similar, choose the file here and we'll note it against this record. Entirely optional — plenty of people won't have one to hand, and what you've entered above stands on its own either way.
One factor per pool (buyer + crop + harvest year), tonnage-weighted from per-farm figures produced independently in the Cool Farm Tool. This page never calculates emissions — it only weighs figures entered against each record. Farmer surfaces never show any of this.
Everything farmers have sent in, newest first. Nothing here edits a record. Two things can be set: the Cool Farm Tool version a record was verified against, which its report then carries, and whether a record sits in the list or in the bin. Deleting takes three steps and moves the record to the bin, where it can be restored — nothing is wiped.
Season 2026
Everything emitted — nothing deducted, nothing netted off
The record a removals calculation draws on — reported separately from emissions, never merged
Who owns which tonne — arrives with v16
The farmer's view
Yield basis: not yet stated
Indicators, not a score — averaging them into one number would hide the thing worth seeing. This is what the farm holds and does; the buyer questionnaire above answers itself from it.
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A peer average appears once at least ten similar farms — same crop, same part of the country — are on the system. Below that, only your own history shows. No league tables, no rankings.
A farm's effect isn't one number. These are the five areas a buyer's reporting has to cover, and they pull in different directions — a farm can be excellent for wildlife and heavy on inputs, or very efficient in the field and thin on habitat. Both are true at once, which is why they're shown side by side and never averaged into a single grade.
Optional. A photo or a document that backs up something in your record: a cover crop in the ground, a hedge, a margin, an invoice, a spray record. It goes to Roots Agri and the independent reviewer only, never to a buyer. Please keep people out of shot.
Nothing yet.
A final readback of everything in this season's submission, then send it to Roots Agri.
Reports for buyers are built from pooled figures that do not identify you. If you are happy for a particular buyer to receive a report that names your farm, tick them here. Leave them all unticked and nothing that identifies you leaves Roots Agri. You can change this whenever you like.
Version 1.0 · 14 September 2026 · plain English, no small print.
Roots Agri Limited, company number 15553889, registered at Dewing Grain Offices, Banningham Road, Aylsham, Norwich NR11 6LP. We run this record and we are responsible for the information in it. For anything about your information — a copy, a correction, a deletion, a question or a complaint — email josh@rootsag.co.uk.
We do not ask for bank details or identity documents. Evidence files you attach are noted by name only; the file itself stays on your device.
We use the record to produce the sustainability reporting the buyers of your crops ask for, to have it checked, and to run the programme you are taking part in. That is the agreement between you and Roots Agri — in legal terms, performance of a contract, together with our legitimate interest in running the service properly. People & livelihoods answers are used only with your consent, which you give by answering and can take back at any time. Anything that identifies your farm goes to a buyer only when you tell us it may, buyer by buyer.
On your own device until you clear it. Once sent, on servers run by Netlify and Resend in the United States, under the UK–US arrangements for protecting information sent there, and in our email in the UK.
A submitted season is kept for six years after the end of its harvest year, and longer only while it supports a claim that is still being checked. People & livelihoods answers are deleted sooner if you ask. A record we delete sits in a bin for 30 days first, so a mistake can be undone; after that it is gone. Your sign-in details are kept while you take part and for two years after your last submission.
You can ask us for a copy of your record (or download it yourself from Review & submit), have it corrected (send the season again), have it deleted, or object to how we use it. You can withdraw your People & livelihoods answers at any time. Email josh@rootsag.co.uk and we will answer within one month.
If you are unhappy with how we handle your information, complain to us first — email us with "Complaint" in the subject line and we will acknowledge it within 30 days and tell you the outcome. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
If you fill this in for a farm you do not own — as an agent, merchant or adviser — you are confirming that the farm has asked you to and knows about this notice.
The page keeps your work in your browser's own storage so you can come back to it, and a sign-in lasts up to 30 days on a device. No cookies, no tracking, no advertising. The sign-in screen lists the addresses that have been used on this device, so on a shared machine sign out when you finish.
Each version of this notice is dated. This is version 1.0, 14 September 2026.