Privacy Policy
Effective Date: March 10, 2026 | Last Updated: March 10, 2026
This Privacy Policy explains what information Greenside AI collects, how we use it, and your rights regarding your data. By using the Service, you agree to the practices described below.
We collect only what is necessary to provide an effective AI-powered turf management assistant. We do not sell your personal data to third parties.
1. Information We Collect
| Data Type |
What We Collect |
Why |
| Account Information |
Name, email address, password (hashed), role/job title |
Account creation, authentication, and personalization |
| Profile Data |
Course name, location (city/state), grass types, climate zone |
Tailoring AI responses to your specific conditions |
| Chat / Query Data |
Questions you ask, AI responses, feedback ratings, corrections |
Delivering responses, quality improvement, AI fine-tuning |
| Location Data |
City and state (from profile); approximate GPS coordinates (optional, for weather) |
Weather data, regional recommendations |
| Usage Data |
Pages visited, features used, session duration, device type |
Analytics, performance monitoring, product improvement |
| Operational Records |
Spray records, scouting logs, equipment entries, soil tests you create |
Core feature functionality; stored for your use only |
| Uploaded Photos |
Images submitted for AI diagnosis |
AI analysis; retained temporarily for processing |
2. How We Use Your Data
We use the information we collect to:
- Provide the Service — authenticate you, generate AI responses, and power all platform features.
- Personalize responses — use your profile (grass types, region, climate) to give contextually relevant answers.
- Improve AI quality — analyze query patterns, identify knowledge gaps, and improve answer accuracy over time.
- AI model fine-tuning — anonymized question/answer pairs and feedback ratings may be used to fine-tune and improve AI models. See Section 3 below.
- Error monitoring and security — detect and respond to errors, abuse, and security incidents.
- Communication — send service-related emails (account confirmation, important policy updates). We do not send marketing emails without your consent.
3. AI Training and Fine-Tuning Disclosure
Greenside AI uses a feedback and correction system to continuously improve AI response quality. By using the Service, you acknowledge and agree that:
- Your chat queries and the AI's responses may be reviewed and used as training examples for AI model fine-tuning.
- Feedback you provide (thumbs up/down, corrections) is used to identify low-quality responses and generate improved training data.
- Training data is anonymized — it is not linked to your name or email address before use in model training.
- You should not include confidential business information, personally identifiable information, or trade secrets in your queries.
If you do not wish your queries to be used for AI training, please contact us to opt out. Note that opting out does not affect your ability to use the Service.
4. Data Sharing
We do not sell your personal data. We may share data with:
- OpenAI — queries and context are sent to OpenAI's API to generate AI responses. OpenAI's data handling is governed by their Privacy Policy. We use the API under terms that restrict OpenAI from training on API inputs.
- Pinecone — text embeddings are stored in Pinecone's vector database for knowledge retrieval.
- Infrastructure providers — cloud hosting, database, and monitoring services necessary to operate the platform.
- Legal requirements — if required by law, court order, or to protect the rights, property, or safety of users or the public.
5. Data Retention
- Account data — retained for the life of your account. Deleted within 30 days of account deletion request.
- Chat history — retained to power conversation history features. You can clear your chat history in settings.
- Operational records (spray logs, scouting, equipment) — retained until you delete them or your account is closed.
- Uploaded photos — processed and not retained beyond the session unless explicitly saved as scouting photos.
- Anonymized training data — may be retained indefinitely in anonymized form for AI improvement purposes.
6. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you.
- Correction — request correction of inaccurate data.
- Deletion — request deletion of your account and associated personal data.
- Opt-out of AI training — request that your data not be used for AI model fine-tuning.
- Data portability — request an export of your spray records, scouting logs, and other operational data.
- CCPA (California residents) — you have the right to know, delete, and opt out of sale of personal information. We do not sell personal information.
- GDPR (EU/UK residents) — you have the right to access, rectify, erase, restrict processing, object to processing, and data portability. Contact us to exercise these rights.
To exercise any of these rights, contact us through the Profile page or feedback tool.
7. Cookies and Local Storage
Greenside AI uses:
- Session cookies — to maintain your login session. These are essential and cannot be disabled.
- Local storage — to store preferences such as dark mode and conversation history on your device.
We do not use third-party advertising cookies or cross-site tracking technologies.
8. Security
We implement industry-standard security measures including HTTPS encryption in transit, hashed password storage, CSRF protection, and session security controls. No system is 100% secure, and we cannot guarantee absolute security. Please report security vulnerabilities through the contact information below.
9. Children's Privacy
Greenside AI is intended for use by adult turfgrass professionals. We do not knowingly collect personal information from anyone under 18 years of age. If you believe a minor has provided us information, please contact us immediately.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice. Continued use of the Service after changes are posted constitutes acceptance of the revised Policy.