Data & Privacy Settings

PlantKeeper gives you complete control over your data and privacy. This guide covers data management, backup/export options, privacy controls, and third-party integrations.

🎯 What You'll Learn

• How to export and backup your plant data
• Import data from other apps or backups
• Privacy settings and data sharing controls
• Storage management and optimization
• Third-party integrations and API access

⚡ Quick Start

Access Data Settings:

1. Go to Settings → Data & Privacy

Common Tasks:

• Export data: Settings → Data → Export Data → Choose format
• Check storage: Settings → Data → Storage Usage
• Privacy controls: Settings → Privacy → Data Sharing

📚 Complete Guide

Data Backup and Export

Regular backups protect your plant care history and photos.

Why Export Your Data?:

• Regular backups (peace of mind)
• Switch to another app
• Archive old data
• Data analysis in spreadsheets
• Compliance/record keeping

Export Formats:

1. JSON (Recommended for backups):

• Complete data structure
• All fields and relationships preserved
• Can re-import to PlantKeeper
• Machine-readable
• File size: Moderate
• Best for: Backups, migrations

2. CSV (Spreadsheet-compatible):

• Tabular format
• Open in Excel, Google Sheets
• Separate files for plants, diary, growth
• Some data structure lost
• File size: Small
• Best for: Data analysis, reporting

3. PDF (Human-readable):

• Formatted reports
• Includes photos
• Not importable
• File size: Large
• Best for: Sharing, printing, archiving

How to Export All Data:

1. Go to Settings → Data & Privacy → Export
2. Click Export All Data
3. Select format (JSON/CSV/PDF)
4. Click Generate Export
5. Email sent with download link (within 1 hour)
6. Download from email (link expires in 7 days)

Export Includes:

• ✅ All plant information (names, species, locations)
• ✅ Complete diary history (entries, dates, notes)
• ✅ Growth records (all measurements)
• ✅ Photos (original resolution)
• ✅ Reminders and completion history
• ✅ Settings and preferences
• ✅ Tags, collections, custom fields

Selective Export:

Export specific data instead of everything.

Filter Options:

By Date Range:

• Last 7 days
• Last 30 days
• Last 3 months
• Last year
• Custom date range

By Plants:

• All plants
• Selected plants (choose from list)
• Plants with specific tag
• Plants in specific location

By Data Type:

• ☑️ Plants only
• ☑️ Diary entries
• ☑️ Growth records
• ☑️ Photos
• ☑️ Reminders

Example: Export Last Year's Diary:

1. Go to Settings → Data & Privacy → Export
2. Click Selective Export
3. Date range: Last year
4. Data type: Diary entries only
5. Format: PDF (for reading)
6. Click Generate Export

Automatic Backups ⭐ (Pro Plan):

Schedule regular automatic exports for peace of mind.

How to Enable:

1. Go to Settings → Data & Privacy → Automatic Backups
2. Toggle Enable Automatic Backups
3. Select frequency:
   • Weekly (every Sunday at 2:00 AM)
   • Monthly (1st of month at 2:00 AM)
4. Select format: JSON (recommended)
5. Click Save

Where Backups Go:

• Email link sent automatically
• Download and store in cloud (Google Drive, Dropbox)
• Or connect PlantKeeper directly to cloud storage (Pro feature)

Backup Best Practices:

• ✅ Export monthly (minimum)
• ✅ Store in 2+ locations (3-2-1 rule)
• ✅ Test restore process occasionally
• ✅ Export before major changes
• ✅ Keep last 3-6 months of backups

Import Data

Bring data from other apps or restore from backups.

Supported Import Sources:

1. PlantKeeper JSON Backups:

• Perfect restoration
• All data preserved
• Recommended method

2. CSV Files:

• From spreadsheets
• From other plant apps
• Requires column mapping

3. Other Plant Apps:

• Planta (CSV export)
• Vera (CSV export)
• Greg (CSV export)
• Custom formats (manual mapping)

How to Import:

1. Go to Settings → Data & Privacy → Import
2. Click Import Data
3. Upload file (JSON or CSV)
4. Map columns (CSV only):
   • PlantKeeper field ← Your file column
   • e.g., "Plant Name" ← "Name"
5. Preview import (review first 10 items)
6. Choose import mode:
   • Add new (keep existing data)
   • Replace all (⚠️ deletes existing data)
   • Merge (update existing, add new)
7. Click Confirm Import
8. Wait for completion (email notification)

Import Example - From Planta:

Step 1: Export from Planta:

• Open Planta → Settings → Export → CSV

Step 2: Import to PlantKeeper:

• Upload CSV
• Map columns:
  • "name" → Plant Name
  • "species" → Scientific Name
  • "room" → Location
  • "last_watered" → Last Watering Date

Step 3: Preview and Confirm:

• Review sample plants
• Check dates convert correctly
• Confirm import

Import Tips:

• ⚠️ Always preview before confirming
• Start with small test file (5-10 plants)
• Use "Add new" mode first (safer)
• Export current data before importing (backup)
• Contact support for help with complex imports

Storage Management

Monitor and optimize your storage usage.

View Storage Usage:

1. Go to Settings → Data & Privacy → Storage
2. View breakdown:
   • Photos: 234 MB (82%)
   • Plant data: 12 MB (4%)
   • Diary entries: 8 MB (3%)
   • Other: 6 MB (2%)
3. Total used: 260 MB / 500 MB (52%)

Storage Limits by Plan:

• Free: 500 MB
• Pro: 5 GB
• Team: 25 GB (shared)

Optimize Storage:

1. Compress Old Photos:

• Photos older than 6 months
• Reduces to 1080p (from original)
• Still high quality for viewing
• Frees ~50% of photo storage

How to Compress:

1. Settings → Storage → Compress Old Photos
2. Select age threshold (6/12/24 months)
3. Preview savings estimate
4. Click Compress Photos
5. Process runs in background (email when done)

2. Delete Unused Photos:

• Photos not attached to plants
• Duplicate photos
• Blurry/bad photos

How to Clean:

1. Settings → Storage → Clean Up Photos
2. Review suggestions:
   • ☑️ Orphaned photos (not linked to plants)
   • ☑️ Duplicates (same file hash)
   • ☑️ Low quality (blurry detection)
3. Preview photos before deleting
4. Click Delete Selected

3. Archive Old Plants:

• Plants you no longer own
• Archived plants use minimal storage
• Can un-archive anytime

How to Archive:

1. Go to plant detail page
2. Click ⋮ menu → Archive Plant
3. Confirm archive
4. Plant moved to Archived section

4. Delete Data by Date:

• Clear old diary entries
• Remove old growth records
• Keep data retention period

How to Clear:

1. Settings → Storage → Clear Data
2. Select data type (Diary/Growth)
3. Select date range (older than X months)
4. ⚠️ Preview what will be deleted
5. Click Delete Data (permanent!)

Purchase Additional Storage (if needed):

• $1.99/month for +5 GB
• $4.99/month for +25 GB
• Or upgrade to Pro/Team plan

Privacy Settings

Control what data PlantKeeper collects and who can see your information.

Data Sharing Preferences:

Analytics ☑️ (Recommended):

• Anonymous usage statistics
• No personal information
• Helps improve PlantKeeper
• Examples: feature usage, performance metrics

Crash Reports ☑️ (Recommended):

• Automatic error reports
• Helps fix bugs faster
• No sensitive information included
• Examples: error codes, browser version

Feature Usage ☐ (Optional):

• Detailed feature usage data
• Helps prioritize development
• Opt-in only
• Examples: which features you use most

How to Configure:

1. Go to Settings → Privacy → Data Sharing
2. Toggle each option
3. Changes save automatically

Public Profile (Community Features):

If you enable community features, control what's visible.

Profile Visibility Options:

• Public - Anyone can see
• Friends Only - Only connections
• Private - Just you

Show on Profile:

• ☑️ Plant collection count (e.g., "43 plants")
• ☑️ Join date (e.g., "Member since Jan 2024")
• ☑️ Bio and location (if you added one)
• ☐ Email address
• ☐ Real name

Plant Visibility:

• All plants public - Anyone can see
• Selected plants public - Choose which to share
• All plants private - Only you can see

How to Configure:

1. Go to Settings → Privacy → Public Profile
2. Select visibility level
3. Toggle specific fields
4. Choose plant visibility

Location Services:

Control GPS and location features.

Allow Location Access:

• ☑️ Automatic location tagging (adds location to entries)
• ☑️ Weather integration (local weather data)
• ☑️ Local plant recommendations (based on climate)

Location Accuracy:

• Precise (GPS) - Exact coordinates
• Approximate (city-level) - General area only
• Manual entry only - No automatic location

How to Configure:

1. Go to Settings → Privacy → Location
2. Toggle location features
3. Select accuracy level
4. Grant/revoke browser permission if needed

Third-Party Integrations

Connect PlantKeeper with other services.

Available Integrations:

1. Weather Services ☁️:

• Auto-log weather with diary entries
• Adaptive reminder scheduling based on forecast
• Temperature and humidity tracking

Supported Services:

• OpenWeather (free)
• Weather Underground
• WeatherAPI

How to Connect:

1. Go to Settings → Integrations → Weather
2. Select service
3. Enter API key (free from service website)
4. Test connection
5. Click Save

2. Calendar Integration 📅:

• Sync reminders to external calendar
• Two-way sync (edit in calendar → updates PlantKeeper)

Supported Calendars:

• Google Calendar (OAuth login)
• Apple Calendar (CalDAV)
• Outlook Calendar (OAuth login)

How to Connect:

1. Go to Settings → Integrations → Calendar
2. Select calendar service
3. Click Connect
4. Authorize access (OAuth popup)
5. Choose sync options:
   • ☑️ Watering reminders
   • ☑️ Fertilizing reminders
   • ☑️ Custom reminders
   • ☐ Inspection reminders (optional)
6. Click Save

3. Social Media 📱 (Pro Plan):

• Auto-post milestones to Instagram, Twitter
• Share progress photos automatically

4. Smart Home 🏠 (Pro Plan):

• IoT plant sensors (moisture, light)
• Smart irrigation systems
• Automated lighting schedules

How to Connect:

1. Go to Settings → Integrations → Smart Home
2. Select device type
3. Follow device-specific instructions
4. Pair devices
5. Configure automation

API Access (for Developers)

Build custom integrations with PlantKeeper.

Generate API Key:

1. Go to Settings → Integrations → API Access
2. Click Generate New Key
3. Name your key (e.g., "Home Automation")
4. Set permissions (read/write)
5. Copy key (shown once!)
6. Store securely

API Documentation:

• Visit: https://api.plantkeeper.com/docs
• RESTful API
• JSON responses
• Authentication: Bearer token

Rate Limits:

• Free: 100 requests/hour
• Pro: 1,000 requests/hour
• Team: 10,000 requests/hour

Webhooks (Pro Plan):

• Receive notifications when events occur
• Custom integrations
• Real-time updates

Event Types:

• Plant added/updated/deleted
• Reminder completed
• Health status changed
• Growth recorded
• Diary entry added

💡 Tips & Tricks

Backup Strategy ⭐:

• Weekly automatic backups (JSON format)
• Monthly manual export (review before exporting)
• Store in 2 places (email + cloud storage)
• Test restore once per quarter

Storage Optimization:

• Compress photos annually (after 12 months)
• Delete orphaned photos monthly
• Archive departed plants immediately
• Clear old data if reaching limit (keep 2+ years)

Privacy Recommendations:

• Enable analytics and crash reports (helps everyone)
• Keep profile private if not using community
• Use approximate location (not precise GPS)
• Review privacy settings annually

Integration Tips:

• Start with calendar sync (most useful)
• Add weather integration for data correlation
• Smart sensors expensive but valuable (for serious collectors)
• API access for advanced automations only

❓ Common Questions

How often should I export my data?

Monthly is recommended. Weekly if you're very active (daily entries). Pro users should enable automatic weekly backups.

Can I restore from an old backup?

Yes! Import your JSON backup using "Replace all" mode. ⚠️ This will delete current data, so export first if you want to keep recent changes.

Is my data secure?

Yes. PlantKeeper uses industry-standard encryption (AES-256 for data at rest, TLS 1.3 for transit). We don't sell your data. See our Privacy Policy for details.

What happens to my data if I cancel Pro?

Your data is retained for 30 days after cancellation. Export your data before canceling or within the 30-day grace period. After 30 days, data may be deleted (Free plan limits apply).

Can I transfer my data to another user?

Yes! Export to JSON, send the file to the other user, and they can import it. Note: This creates a copy; your original data remains in your account unless you delete it.

🔗 Related Topics

• Account Settings - Manage your account
• Notification Preferences - Configure alerts
• Advanced Settings - Power user features
• Troubleshooting - Common issues

💡 Pro Tip: Set up automatic weekly backups + calendar integration on Day 1. These two features provide peace of mind and make plant care seamless!