1. Introduction
This Privacy Policy describes how Grounds Manager, Inc. ("Grounds Manager," "we," "us," or "our") collects, uses, discloses, and otherwise processes personal information in connection with the Grounds Manager website (the "Site"), the Grounds Manager web and mobile applications, and related products and services (collectively, the "Services").
By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the practices described herein, you should not access or use the Services.
2. Scope
This Privacy Policy applies to personal information processed by Grounds Manager when acting as a data controller in connection with: (a) visitors to the Site; (b) prospective customers who request information, schedule a demonstration, or sign up for a trial; and (c) authorized users of customer accounts. Where Grounds Manager processes personal information on behalf of a business customer (for example, end-customer or property information uploaded by a customer's crew), Grounds Manager acts as a data processor and the customer is the controller. In those cases, the customer's own privacy policy governs.
3. Information We Collect
We collect the following categories of personal information:
- Account information: name, email address, business name, role, telephone number, password credentials, and billing contact details.
- Customer content: data submitted through the Services, including client and property records, job and route data, estimates, invoices, photographs, GPS coordinates, time entries, and notes uploaded by your crews.
- Payment information: billing address and the last four digits and expiration date of payment cards. Full payment card numbers are collected and processed directly by our payment processor and are not stored on our systems.
- Usage information: log data, device and browser type, IP address, pages viewed, features used, referring URLs, and timestamps.
- Communications: the contents of messages you send to us, including support requests, demo bookings, and survey responses.
- Cookies and similar technologies: see Section 9 below.
4. How We Use Information
We process personal information for the following purposes:
- to provide, operate, maintain, and improve the Services;
- to create and administer accounts and process subscription transactions;
- to communicate with you regarding the Services, including service announcements, support, and security notices;
- to send marketing communications where permitted by law (you may opt out at any time);
- to monitor and analyze usage and trends in order to enhance user experience;
- to detect, investigate, and prevent fraudulent, unauthorized, or illegal activity; and
- to comply with applicable legal obligations and enforce our Terms of Service.
5. Legal Bases for Processing
Where the European General Data Protection Regulation, the United Kingdom GDPR, or analogous laws apply, we process personal information on the legal bases of: (a) performance of a contract with you; (b) compliance with a legal obligation; (c) our legitimate interests in operating and improving the Services, provided such interests are not overridden by your rights; or (d) your consent, which you may withdraw at any time.
6. Disclosure of Information
We disclose personal information only as described below:
- Service providers and subprocessors: to vendors that perform services on our behalf, including hosting, database management, payment processing, accounting integration, email delivery, mapping, and analytics. A current list of subprocessors is maintained on the Security page.
- Customer-directed disclosures: where you instruct us to transmit data to a third-party system (for example, QuickBooks, Stripe, or a vendor portal such as ServiceChannel), we will transmit such data as directed.
- Legal and regulatory: where required by law, subpoena, court order, or other valid legal process, or to protect the rights, property, or safety of Grounds Manager, our customers, or others.
- Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to standard confidentiality protections.
Advertising partners: on our marketing website (not inside the Services), we use advertising technologies from Google and Meta Platforms, including the Meta Pixel. These partners collect information such as pages visited, actions taken (for example, submitting a demo request), browser and device identifiers, and IP address, and use it to measure our ads and to show our ads to people who have visited the Site. Under some U.S. state privacy laws, this may be considered "selling" or "sharing" personal information for cross-context behavioral advertising. We do not otherwise sell personal information, and we do not knowingly sell or share the personal information of individuals under sixteen (16).
You can opt out at any time with the "Do Not Sell or Share My Personal Information" link in the Site footer, which turns off Advertising cookies in your cookie preferences. We also treat a Global Privacy Control signal from your browser as a valid opt-out request.
7. Data Retention
We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, tax, or reporting requirements. Customer content is retained for the duration of the applicable subscription and for a reasonable wind-down period thereafter. Following account closure, customer content is deleted or anonymized in accordance with our internal retention schedule.
8. Your Rights
Depending on your jurisdiction, you may have the right to:
- access, correct, or delete personal information we hold about you;
- object to or restrict certain processing;
- request a portable copy of your personal information;
- opt out of the sale or sharing of your personal information for cross-context behavioral advertising (see Section 6 and Section 9);
- withdraw consent at any time where processing is based on consent; and
- lodge a complaint with a supervisory authority.
To exercise any of these rights, contact us at support@groundsmanager.app. We will respond within the timeframes required by applicable law.
10. International Data Transfers
Grounds Manager is headquartered in the United States, and personal information processed in connection with the Services may be stored and processed in the United States or in other jurisdictions where our subprocessors operate. Where required by law, we implement appropriate safeguards for cross-border transfers, including the Standard Contractual Clauses approved by the European Commission.
11. Children's Privacy
The Services are not directed to individuals under sixteen (16) years of age, and we do not knowingly collect personal information from such individuals. If we become aware that we have collected personal information from a child without verified parental consent, we will delete such information promptly.
12. Security
We maintain administrative, technical, and physical safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. Further detail regarding our security program is provided on our Security page. No method of transmission or storage is one hundred percent secure, and we cannot guarantee absolute security.
13. Changes to This Policy
We may amend this Privacy Policy from time to time. The "Effective Date" at the top of this page indicates when this Policy was last revised. Material changes will be communicated through the Services or by email to the account contact on file. Your continued use of the Services following the effective date of any revised Policy constitutes acceptance of the revised terms.
14. Contact
Questions regarding this Privacy Policy or our privacy practices may be directed to Grounds Manager, Inc. by email at support@groundsmanager.app.