1. Scope and data controller
The official Greenfee365 Privacy Policy expressly covers the Greenfee365 website, mobile app, blog, and connected online services. This app-specific notice supplements that policy for the Greenfee365 mobile application, app.greenfee365.com, the Support Center, account deletion services, and connected app features. The documents should be read together.
Greenfee365 Europe AB is the data controller for the processing described here unless we explain that another party is responsible. This notice adds detail and does not limit the rights or protections in the official Platform Privacy Policy or applicable law.
Greenfee365 Europe AB, company registration number 559122-9389, Box 12116, 402 42 Gothenburg, Sweden. You can contact us at hi@greenfee365.com.
When you book, golf clubs and other suppliers receive the information needed to deliver the tee time, manage arrival, apply the confirmed conditions, and meet their legal duties. They may act as separate data controllers for their own use of that information and should provide their own privacy information where required.
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. Google or Apple sign-in also uses account identifiers and credentials needed to verify the sign-in and revoke the connection. Apple's Hide My Email option may provide a private relay address instead of your personal address.
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. For Vardon in-app purchases, Google Play or Apple's App Store handles the purchase. Greenfee365 uses the store's purchase proof and account binding to verify and manage access. Availability depends on the app version and store.
Location data
Approximate or precise location when you grant device permission and use nearby course or Vardon round features. Precise location can also be collected in the background during an active round when you separately enable that option. The app stores tracking state for that round.
Vardon conversations and round data
Your messages, Vardon's replies, relevant account and course information, handicap, saved courses, booking and round context, weather context, round notes, and your position during an active round when you permit location. Personal booking help can also use relevant details of your own bookings and support cases after you enable 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, category or subject, message, booking reference, and information you choose to include when contacting support or requesting account deletion. In-app booking support also accepts one optional PDF, PNG or JPEG attachment up to 4 MB after you explicitly agree to forward it.
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.
Usage and interaction data
Screens or pages viewed, searches, links and controls used, session events, crash and performance diagnostics, and referral or attribution information where these events are collected by 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 a digital caddie response when you request it and the feature is available, 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. Nearby course search sends your selected location to Algolia to sort courses by distance. During an active Vardon round, precise GPS location is sent to Greenfee365 to estimate your current hole and distance to the green.
If you choose background tracking for an active round, Greenfee365 collects precise location while your phone is locked or another app is open. Relevant location can also be included in the round context sent to Anthropic for golf advice. The app shows a disclosure before requesting background permission. Nearby course search does not need background location.
Pause tracking, end the round, sign out, or withdraw location or AI consent to stop background tracking. You can also revoke location permission in your device settings. Force-closing the app or device restrictions may stop tracking. You can decline background access and keep using other available app features; nearby results and automatic hole detection may be less accurate or unavailable without location.
6. Vardon booking help and digital caddie
Vardon provides golf discovery, booking help and, where available, advice during a round. Your messages and relevant context are sent through Greenfee365 to Anthropic, the AI provider that generates Vardon's replies. This can include your account email, handicap, saved courses, relevant booking or round details, notes and location during an active round. Vardon requires a separate AI consent in the app.
You can separately enable personal booking help, which allows relevant details of your own bookings and support cases to be used in the chat and sent to Anthropic. You review and confirm each booking change separately. Manage Vardon AI consent and personal booking help in Settings. Withdrawing AI consent stops new AI requests but does not itself delete existing account or round records.
Do not send sensitive personal data, another person's confidential information, payment card details, passwords, or anything unrelated to your golf question. Round conversations and notes are stored so you can continue the round across app restarts.
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.
For inactive account and profile data that is not needed for another stated purpose, our general Platform policy is not to keep personal information for longer than two years after your latest login to Greenfee365. Booking, payment, accounting, security, dispute, and legal records can require a different period, as explained below.
Account and profile
Kept while the account is active. Inactive account data that is not otherwise needed is deleted or anonymised no later than two years after the latest login under the general Platform policy. After a verified deletion request, we act 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
Vardon stores round conversations, notes and tracking state so you can continue a round across app restarts. Ending a round removes its stored round and conversation. Otherwise, expired rounds become eligible for the service's periodic cleanup after 30 days. Withdrawing AI consent alone does not delete existing records. This does not specify a retention period for third-party providers.
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. Restricted sign-in, purchase-verification and deletion-recovery records can remain where needed to prevent old requests from restoring deleted data. Deleted data can remain in restricted backups until the backup rotation completes, and it is not restored to ordinary use.
10. Personalisation and automated processing
Greenfee365 may use account preferences, location choices, searches, bookings, and app interactions to order courses, destination tiles, or recommendations. This helps make discovery more relevant and does not by itself make a decision that produces legal or similarly significant effects about you.
If Greenfee365 uses solely automated processing for a decision that has a legal or similarly significant effect, we will provide the information and safeguards required by law. Where applicable, you may contest the decision, express your point of view, and request human review by contacting hi@greenfee365.com.
11. 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.
12. 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 app website currently operates without analytics or advertising cookies by default. Other Greenfee365 websites can use a different cookie configuration under the official Platform Privacy Policy, their Cookie Policy, and the controls shown there.
13. 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.
14. Delete your account
Sign in to the account you want to delete, open Settings and choose Delete Account in the account section. Confirm with your Greenfee365 password or a connected Apple or Google account when that option is available. The app and website share the same Greenfee365 account, so deleting it affects both. You can instead request deletion by emailing hi@greenfee365.com without signing in or reinstalling the app. Tell us the account email address and explain if you cannot access it; we may need to verify your identity.
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.
Account deletion removes the account's personal profile and platform data, including Vardon round conversations and tracking state, AI consent settings and registered notification devices, subject to the stated exceptions. Connected sign-in credentials are revoked; a failed provider response can require recovery. The app keeps a local copy of upcoming bookings so you can still see them on that device. Keep your confirmation emails. Clearing app storage or uninstalling can remove local information, but uninstalling alone does not delete the shared account.
15. 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.
16. 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.