Privacy Policy
Last updated: 15 October 2026
This policy explains how GreenSync handles personal data — on this website, in our contact with golf clubs, and in the GreenSync platform that clubs and their teams use.
1. Who we are
GreenSync is a course management platform provided by:
DriveLabs Sp. z o.o.
al. Józefa Piłsudskiego 17/4, 35-074 Rzeszów, Poland
KRS 0001231255 · NIP PL5170469508
Email: support@greensync.app
2. Our role
For data inside the platform (staff, hours, tasks and other course records), each club is the data controller and we are its data processor. We process that data only on the club’s instructions and under a data processing agreement. If you work at a club that uses GreenSync, please also read your club’s own privacy notice.
For our own business — visitors to greensync.app, people who contact us or book a demo, and the contact and billing details of our customers — DriveLabs Sp. z o.o. is the data controller.
3. What data we collect
3.1 Website visitors
- Visit statistics counted on our own server without cookies: page, referring site, country and device type. The IP address is not stored (see section 7)
- With your consent only: analytics and advertising cookies, as described in our cookie policy
- Short-lived server security logs (IP address, browser, page, time)
3.2 Enquiries and demo requests
- Name, club or course, email address, phone number (optional) and your message, when you use the contact form or write to us
- Our correspondence with you
3.3 Customers
- Club name, administrator contact details, plan and subscription status
- Billing history and invoices. Card details are entered directly with our payment provider and never stored on GreenSync servers
3.4 Data in the platform (processed for clubs)
- Account details — name, username, email, phone, role, profile photo, language
- Sign-in and security — hashed passwords, two-factor settings, kiosk PINs, sign-in attempts
- Work hours — clock-in/out times, breaks, overtime, and whether the phone or office kiosk was used
- Location — GPS position at clock-in/out on a phone, so the club can confirm presence on site (the kiosk uses no location)
- Operational records — tasks, machine checks and service history, holidays, accident reports, spraying and disease logs, training, team chat
- Activity log — actions taken in the platform, visible to the club’s administrators
- Notifications — push subscriptions of devices where notifications are turned on
- Connected equipment — status, position and readings from robot mowers and weather stations the club connects (equipment data, not personal data)
4. How we use data and why
| Purpose | Legal basis |
|---|---|
| Providing and supporting the GreenSync platform | Contract performance |
| Answering enquiries and arranging demos | Steps at your request before a contract; legitimate interest |
| Following up with clubs about GreenSync (business contacts) | Legitimate interest — you can object at any time |
| Billing, invoicing and accounting | Contract performance; legal obligation |
| Account emails, notifications and weekly reports | Contract performance; legitimate interest |
| Clock-in verification and work-hour records (for clubs) | The club’s legitimate interest and employer obligations |
| AI briefings, reports and the AI assistant | Legitimate interest |
| Cookieless website statistics | Legitimate interest |
| Analytics and advertising cookies | Consent |
| Security, fraud prevention and error monitoring | Legitimate interest |
We do not sell personal data.
5. AI features
GreenSync uses a specialised AI language-model service for disease-risk briefings, weekly reports, the AI assistant and similar features. For each request we send only the data the feature needs — such as tasks, machine issues, disease logs, weather and work-hour summaries — which can include staff names where a report or answer is about them. The provider processes this data under business terms: it may not use it to train its models and keeps it only briefly for security purposes.
Disclaimer: AI-generated content is for information only. It is not professional agronomic, chemical or safety advice, and golf clubs remain responsible for all operational decisions.
6. Service providers
We rely on a small number of carefully selected service providers. Each is bound by a data processing agreement and receives only the data needed for its task.
| Type of provider | Purpose | Location |
|---|---|---|
| Cloud infrastructure | Hosting the platform and website; encrypted off-site backups | European Union |
| Email services | Delivering platform emails; business email with clubs | European Union / United States |
| AI language-model service | Briefings, reports and the AI assistant | United States |
| Payment provider | Processing subscription payments | European Union / United States |
| Push notification services | Delivering notifications — run by the maker of the user’s browser or phone | Depends on the device |
| Satellite map imagery | Map backgrounds, loaded directly by the user’s browser (receives IP address and map area only) | United States / EU |
| Weather data services | Forecasts and disease risk (course location only, no personal data) | Europe |
| Equipment manufacturers’ services | Robot mower and weather-station integrations a club chooses to connect | EU / United States |
| Internal team communication | Alerting our team to new enquiries so we can reply quickly | European Union / United States |
| Analytics and advertising partners | Only with your consent — named in our cookie policy | European Union / United States |
Where data is processed outside the EEA, we rely on the EU–US Data Privacy Framework and/or the European Commission’s standard contractual clauses, together with encryption in transit.
Customers receive the current list of named sub-processors as part of our data processing agreement and can request it at any time from support@greensync.app. We inform customers before adding or replacing a sub-processor.
7. Website statistics without cookies
To see which pages clubs find useful, our own server counts page views without storing anything in your browser. Unique visitors are counted with a code made from the IP address, the browser and a secret that changes every day, so a visitor counts once per day and cannot be followed from one day to the next. IP addresses are not stored, bots are excluded, and we only look at totals. Statistics are kept for up to 13 months.
8. Data storage and security
- Platform data is stored on servers in the European Union
- Each club’s data is kept in a separate database
- Data is encrypted in transit (HTTPS/TLS); nightly backups are encrypted and stored at a second location
- Passwords are hashed; two-factor authentication is available; sign-in attempts are rate-limited
- Role-based access control and an activity log of administrative actions
- Automatic security updates, intrusion protection and security headers on all sites
9. Data retention
- Platform data: for the duration of the club’s subscription
- After cancellation: 30 days, during which the club can request an export, then permanently deleted. Deleted data disappears from encrypted backups as they roll over
- Enquiries: up to 2 years after our last contact, unless you become a customer or ask us to delete them sooner
- Billing records: as long as Polish accounting and tax law requires (normally 5 years from the end of the year concerned)
- Server security logs: a few weeks
- Website statistics: up to 13 months
- Push subscriptions: removed when notifications are turned off or stop working
10. Weekly email reports
Club administrators receive a weekly report every Monday morning, sent to the club’s chosen admin email address. To stop it, go to Club settings → Weekly email report in the platform, or use the unsubscribe link in any report.
11. Your rights
You have the right to access, rectify, erase, restrict and port your data, to object to processing based on legitimate interest, and to withdraw consent at any time. If your data is in the platform because of your work at a club, you can also contact the club directly.
To exercise your rights, write to support@greensync.app. We will reply within one month.
You can also complain to a data protection authority — in Norway Datatilsynet, in Poland the UODO, or the authority where you live or work.
12. Cookies
This website uses essential storage to remember your cookie choice. It uses analytics and advertising cookies only if you agree. The GreenSync app uses only cookies needed for signing in, security and your settings. Full details are in our cookie policy.
13. Children
GreenSync is not intended for anyone under 16, and we do not knowingly collect their data.
14. Changes to this policy
We update this policy when our services change. Material changes are communicated to club administrators by email, and the date at the top shows the current version.
15. Contact
DriveLabs Sp. z o.o.
al. Józefa Piłsudskiego 17/4, 35-074 Rzeszów, Poland
Email: support@greensync.app