1. Scope and data controller
This Privacy Policy explains how Greenfee365 Europe AB processes personal data when you use the Greenfee365 mobile application, app.greenfee365.com, the Support Center, account deletion services, and connected app features. Greenfee365 Europe AB is the data controller for the processing described here unless we explain that another party is responsible.
Greenfee365 Europe AB, company registration number 559122-9389, Box 12116, 402 42 Gothenburg, Sweden. You can contact us at hi@greenfee365.com.
The booking marketplace at greenfee365.com also has an official Privacy Policy. Booking activity can involve both this policy and that platform policy. Golf clubs and other suppliers may act as separate data controllers for the information they need to deliver a booking, manage arrival, apply local rules, or meet their legal duties.
2. Personal data we collect
The data we process depends on the features you use, the permissions you grant, and whether you browse, create an account, make a booking, contact support, or use the digital caddie.
Account and contact data
Your name, email address, phone number if provided, language, account identifiers, authentication status, newsletter choice, and related account communications.
Golfer profile and preferences
Your handicap, golf identification number, golf federation, verification status, favourite courses, saved preferences, consent choices, and other profile details you choose to add.
Booking and trip data
Courses, tee times, dates, party size, player and contact details, selected extras, booking and order references, price and currency, payment timing, cancellations, no shows, booking status, and support communications about the booking.
Payment data
The amount, currency, transaction state, payment intent or processor reference, and limited payment metadata needed to reconcile a booking or refund. Full card numbers and card security codes are handled by the payment provider, currently Stripe, and are not stored by Greenfee365.
Location data
Approximate or precise foreground location when you grant device permission and use nearby course, weather, course navigation, or digital caddie features. The app does not request continuous background location in its current configuration.
Digital caddie data
Your messages, the caddie's replies, round and course context, booking references needed to verify an eligible round, handicap and weather context, notes you ask the caddie to remember, and a current position when you permit location and the feature needs it.
Device and notification data
Device platform, app version, preferred language, notification permission and consent state, push token, and delivery or interaction status needed to send and manage notifications.
Support and form data
Your name, email address, subject, message, booking reference, and any other information you choose to include when contacting the Support Center or requesting account deletion.
Technical and security data
Internet Protocol address, request time, browser or app information, network and error data, security events, and limited server logs needed to operate, troubleshoot, and protect the service.
App website preference data
Your cookie or browser storage choice on app.greenfee365.com. This site does not currently place analytics, advertising, or cross site tracking technologies by default.
3. Where the data comes from
We receive data directly from you when you register, edit your profile, book, message the caddie, submit a form, or contact us. We receive device data when you grant permission or the device sends a request. We can also receive booking status, course information, and transaction results from golf clubs, booking providers, payment providers, app stores, and other service partners.
If another person enters your details as part of a group booking, they should have a lawful reason to do so and should tell you that your information will be shared with Greenfee365 and the relevant supplier.
4. Why we use data and our legal bases
Under European data protection law, each processing purpose needs a legal basis. The basis can differ by feature and context.
Contract and steps you request before a contract
We use account, booking, payment, support, profile, and service data to create and secure your account, show availability, process a booking, deliver app features, provide the digital caddie you request, send confirmations, and handle changes, cancellations, or refunds.
Legitimate interests
We use limited technical, account, transaction, and support data to keep the service reliable, prevent fraud and duplicate bookings, secure systems, diagnose faults, answer users, enforce our terms, and improve service quality. We balance these interests against your rights and expectations.
Consent
We rely on consent where required for device location, push notifications, marketing communications, and any optional cookies or similar technologies. You can withdraw consent at any time without affecting processing that was lawful before withdrawal.
Legal obligations
We process and retain data where needed for accounting, tax, payment, consumer protection, regulatory, sanctions, law enforcement, or other legal duties.
Legal claims and vital interests
Where necessary, we may process data to establish, exercise, or defend legal claims, or to protect someone's life or physical safety.
5. Location and device permissions
Location is optional. With foreground permission, the app can use a coarse position to sort nearby courses and obtain local information. During an active digital caddie round, it can use a more precise current position to identify the likely hole and calculate course context. The app only reads location while you use a relevant feature and does not request background location in its current configuration.
A current position can be sent to Greenfee365 systems and relevant weather or course data services to answer the request. We do not use it by default to build an advertising profile or a continuous history of your movements. Course context, round messages, and the location of the course itself can remain in the round record.
You can deny or revoke location in the app consent screen or your device settings. The app remains usable, but nearby results, automatic hole detection, and location based caddie features may be less accurate or unavailable.
6. Digital caddie and artificial intelligence
When you use the digital caddie, Greenfee365 processes your prompt and relevant round context to generate a response. The service may send this information to an artificial intelligence provider acting as our service provider, currently Anthropic. Only information reasonably needed for the response should be included.
Do not send sensitive personal data, another person's confidential information, payment card details, passwords, or anything unrelated to your golf question. Caddie messages and selected round memory can be stored so the conversation remains coherent and so you can continue the round experience.
We do not use the digital caddie to make decisions that produce legal or similarly significant effects about you. Generated answers can be inaccurate, and you should use your own judgement as described in the Terms of Service.
8. International transfers
Greenfee365 is based in Sweden, but suppliers and technology providers can process data in other countries. Some recipients may be outside the European Economic Area, including in the United States.
Where European data protection law requires a safeguard, we use an approved transfer mechanism such as an adequacy decision, the European Commission's Standard Contractual Clauses, and additional technical or organisational measures where appropriate. You may contact hi@greenfee365.com for more information about safeguards relevant to your data.
9. How long we keep data
We keep personal data only for as long as needed for the purpose for which it was collected, and then delete or anonymise it unless a longer period is required or permitted by law. We consider account activity, upcoming and completed bookings, the need to provide support, security risks, limitation periods, supplier obligations, and statutory record keeping rules.
Account and profile
Kept while the account is active. After a verified deletion request, account data is deleted or anonymised without undue delay unless a specific record must remain for a booking, security issue, legal claim, or legal obligation.
Booking, payment, and accounting records
Kept for the booking lifecycle and afterward where needed for refunds, disputes, fraud prevention, tax, and accounting. Records that form part of Swedish accounting information are generally retained for seven years after the end of the calendar year in which the relevant financial year ended.
Support and legal correspondence
Kept while the matter is active and for a limited period afterward based on follow up needs, limitation periods, service quality, and the need to establish or defend a claim.
Location and caddie data
A live foreground position is processed only as needed for the feature and is not retained as a continuous movement history by default. Caddie conversations, selected memory, course context, and round records can be retained with the account so the feature works across the round and can be supported.
Push tokens and consent records
A push token is kept until it is withdrawn, replaced, becomes invalid, is removed on sign out where available, or the related account is deleted. Consent records are kept as needed to respect and demonstrate your choices.
Logs and backups
Technical and security logs are retained for limited periods based on operational and security need. Deleted data can remain in restricted backups until the backup rotation completes, and it is not restored to ordinary use.
10. Security
We use technical and organisational safeguards designed for the nature and risk of the data, including access controls, encrypted transport, protected credential storage, separation of payment card handling, monitoring, backups, and procedures for responding to incidents.
No internet or storage system is completely secure. Keep your device and sign in details protected, use a strong unique password, install app and operating system updates, and contact us promptly if you suspect unauthorised access.
11. Your controls
The app separates your choices from your device permissions. You can turn location and notifications off in the app where the control is available, and you can always revoke the underlying permission in device settings. You can opt out of marketing through the unsubscribe link or the relevant consent setting. Service messages about bookings, security, and account changes are not marketing.
On app.greenfee365.com, you can reject optional cookies without losing core access. The site currently operates without analytics or advertising cookies by default. See the Cookie Policy for details.
12. Your data protection rights
Depending on applicable law, you may ask us for access to your personal data, correction, deletion, restriction, or a portable copy. You may object to processing based on legitimate interests, and you may withdraw consent at any time. You also have the right not to be subject to a decision based solely on automated processing where it produces legal or similarly significant effects and no legal exception applies.
To exercise a right, email hi@greenfee365.com. We may ask for information reasonably needed to verify your identity and protect the account. We will respond within the period required by applicable law and explain if a request cannot be fulfilled in full.
You may complain to the Swedish Authority for Privacy Protection, Integritetsskyddsmyndigheten, at imy.se, or to the competent data protection authority where you live or work. We welcome the opportunity to address your concern first, but you do not have to contact us before approaching an authority.
13. Delete your account
In the Greenfee365 app, open Settings, scroll to the bottom, and tap Delete Account. Follow the confirmation steps shown in the app. You can also email hi@greenfee365.com from the address connected to your account and ask us to delete it.
Deleting your account does not itself cancel a future tee time. Review My Bookings and contact support if a booking also needs attention. We will remove or anonymise account data unless we must retain specific transaction, accounting, fraud prevention, or legal claim records. Information already provided to a golf club remains subject to that supplier's own legal responsibilities and retention policy.
14. Children
The Greenfee365 account service is not directed to children under 16. If you believe a child has provided personal data without the permission required by law, contact hi@greenfee365.com so we can investigate and take appropriate action.
15. Changes and contact
We may update this policy when the app, website, providers, or legal requirements change. The effective date identifies the current version. We will provide additional notice where a change materially affects your rights or where law requires consent.
For privacy questions, requests, or concerns, contact Greenfee365 Europe AB at hi@greenfee365.com or by post at Box 12116, 402 42 Gothenburg, Sweden.