Privacy Policy

1. Introduction

GreenScapes LLC ("GreenScapesOS," "we," "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use GreenScapesOS ("the Service").

By using the Service, you consent to the data practices described in this policy. If you do not agree, do not use the Service.

2. Information We Collect

Information you provide directly:

• Account registration: name, email address, password (stored hashed)
• Business information: business name, phone, address
• Client records: client names, addresses, contact information you enter
• Financial data: invoice amounts, payment records (not card numbers — processed by Stripe)
• Operational data: estimates, job logs, equipment records, chemical application logs
• Photos and files you upload, including receipt images submitted for AI-assisted scanning
• Equipment data: purchase price, hours logged, maintenance records, autonomous mower specifications and manufacturer API credentials
• Financial tracking data: savings allocation settings, equipment replacement fund targets and balances, ROI inputs
• Ambassador data (if applicable): full name, address, social handles, tax identification number, payment preference and handle, referral activity
• Crew member data: name, role, certifications, clock-in and clock-out records entered via link code access

Information collected automatically:

• Device information: browser type, operating system, device type
• Usage data: pages visited, features used, session duration
• Log data: IP address, access timestamps
• GPS and location data (only if you grant location permission — see Section 9)
• Client property coordinates derived from addresses you enter (used for mapping features)

3. How We Use Your Information

• To provide, maintain, and improve the Service
• To process transactions and send billing-related communications
• To send service updates, security alerts, and support messages
• To respond to your comments and questions
• To detect and prevent fraud, abuse, or unauthorized access
• To comply with legal obligations
• To aggregate and analyze usage patterns to improve the Service (data is anonymized)

We do not sell your personal data to third parties. Ever.

4. How We Share Information

We share your information only as follows:

• Service providers: Firebase (Google) for hosting, database, and authentication; Stripe for payment processing; Resend for email delivery; Twilio for SMS (when enabled). These providers process data on our behalf under data processing agreements.
• With your clients: When you share an estimate, invoice, or client portal link, the recipient can view the information you chose to share.
• GreenScapes Exchange: Listing information you mark as public is visible to other users and the general public.
• Legal requirements: We may disclose information if required by law, court order, or government authority.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Retention

We retain your data for as long as your account is active. When you close your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it by law (e.g., financial records, chemical application logs which have federal 2-year retention requirements).

6. Payment Data

We use Stripe to process payments. GreenScapesOS does not store credit card numbers, CVV codes, or full card details. All payment information is handled by Stripe in accordance with PCI-DSS standards. Your Stripe Connect account information (for operators collecting payments from clients) is subject to Stripe's Privacy Policy.

7. Chemical Application Log Data

Chemical application records you enter are stored in your private Firestore database. This data is not shared with any government agency by GreenScapesOS. You are solely responsible for complying with federal and state reporting requirements. We do not access this data except as necessary to provide the Service.

8. GPS and Location Data

GreenScapesOS may request access to your device's GPS location to support route building, drive time estimation, and client property mapping. Location data is never collected without your explicit consent. You will be presented with a consent prompt before any location data is accessed. You may revoke consent at any time through the app or your device settings.

Location consent status (granted or denied) and the timestamp of consent are stored on your user profile in Firestore. We use location data to generate route maps, calculate drive distances, and geocode client addresses. We do not track or log your continuous location in the background.

Client property coordinates (latitude/longitude derived from addresses you enter) are stored in your private Firestore database and passed to Google Maps APIs solely to render maps within the Service. These coordinates are not shared with, sold to, or retained by Google beyond the scope of each individual API call.

9. Ambassador Program Data

If you participate in the GreenScapesOS Ambassador Program, we collect and store additional personal information including your full name, mailing address, phone number, social media handles, tax identification number (EIN or SSN), payment preference, and payment handle (e.g., Venmo, PayPal). This information is used solely to administer the ambassador program, calculate and issue commissions, and comply with IRS 1099-NEC reporting obligations.

Tax identification numbers are stored securely in Firestore and are accessible only to GreenScapesOS administrators. This information is never shared with other ambassadors, operators, or third parties except as required by law (e.g., IRS reporting).

Commission earnings, monthly snapshots, and payment history are stored indefinitely as financial records. If you leave the ambassador program, your commission history is retained for tax and audit purposes.

Referral tracking data (the referredBy code captured at signup) is stored on referred users' profiles to attribute conversions to the correct ambassador. This data persists on user profiles as a permanent record of the referral relationship.

10. Crew Member Link Code Access

When an operator generates a link code for a crew member, the crew member accesses the Service via anonymous Firebase Authentication. An anonymous user ID is created for the session and linked to the operator's account. The crew member's identity is not verified by GreenScapesOS — the operator is responsible for controlling who receives link codes.

Clock-in and clock-out records entered by crew members are stored under the operator's Firestore account. These records include the crew member's name (as entered by the operator), the date, clock-in time, clock-out time, and session duration. GreenScapesOS does not independently verify the accuracy of timekeeping records.

If a link code is invalidated by the operator, the anonymous session associated with that code will no longer be able to access job data. An audit record of the invalidation is retained.

11. Receipt Scanning and AI Processing

When you use the Receipt OCR feature, you upload a photo or image of a receipt. That image is transmitted over TLS to a Firebase Function which passes it to the Anthropic Claude API for text extraction. The image and extracted data are not retained by Anthropic after the API response is returned. GreenScapesOS does not store the original receipt image after processing — only the extracted fields (vendor, date, amount, category) that you choose to save as an expense record.

By using the Receipt OCR feature, you consent to your receipt image being processed by a third-party AI service (Anthropic) for the sole purpose of extracting expense data. Do not upload receipts containing sensitive personal information beyond what is necessary for expense tracking.

12. Savings Allocation and Financial Tracking Data

GreenScapesOS stores savings allocation settings, equipment fund targets, per-invoice allocation records, and fund balance summaries in your private Firestore database. This data is used to generate the savings and equipment replacement projections shown in the app.

This data is yours and is not shared with any third party. It does not represent actual bank account balances or actual funds. GreenScapesOS does not have access to or control over any external financial accounts. All figures are tracking records based on data you enter.

13. Equipment Intelligence and Autonomous Mower Data

Equipment records, including purchase price, hours logged, maintenance history, ROI calculations, and any autonomous mower specifications, are stored in your private Firestore database. Equipment hour logs are immutable once recorded — they accumulate and cannot be manually reduced.

If you store a manufacturer API key for an autonomous mower, that credential is stored as part of your equipment record in Firestore. GreenScapesOS does not use this credential to communicate with the manufacturer on your behalf. You are solely responsible for the security and management of manufacturer API credentials you store in the platform.

Anonymized, aggregated equipment usage data (e.g., average hours per equipment type across the platform) may be used to improve platform features or provide regional benchmarking. No individual operator's data is identifiable in any aggregated dataset.

14. Security

We use industry-standard security measures including Firebase Authentication, TLS encryption in transit, Firestore security rules, and access controls. No system is 100% secure. You are responsible for maintaining the security of your account credentials.

15. Children's Privacy (COPPA)

GreenScapesOS is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that a child under 13 has provided us with personal information, we will delete it promptly. If you believe a child under 13 has provided us with personal information, contact us at privacy@greenscapesos.com.

16. Your Rights

Depending on your location, you may have rights to:

• Access the personal data we hold about you
• Correct inaccurate personal data
• Request deletion of your personal data (subject to legal retention requirements)
• Object to or restrict processing of your personal data
• Data portability — request a copy of your data in a machine-readable format
• Opt out of marketing communications (each marketing email includes an unsubscribe link)

To exercise these rights, contact us at privacy@greenscapesos.com.

17. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, sell, or disclose, and the right to opt out of the sale of personal information. We do not sell personal information. To submit a CCPA request, contact privacy@greenscapesos.com.

18. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party sites you visit.

19. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notice. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

20. Contact Us

If you have questions or requests related to this Privacy Policy or your personal data, contact us at:

GreenScapes LLC