Privacy Policy

Green Vision ("Green Vision," "we," "us," or "our") provides software that commercial landscaping companies use to run their operations. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website at getgreenvision.com, contact us, or use the Green Vision service (the "Service"), and the choices and rights you have.

Who this policy covers

Business customers and their users. Our customers are businesses ("Customers"). People who use the Service on a Customer's behalf — office staff, managers, crew members using the field app, and the Customer's own clients using the customer portal — are "Users."

Customer Data. Information that Customers and their Users put into the Service — for example employee records, time entries, job and property records, customer contacts, photos, invoices, and documents — is "Customer Data." We process Customer Data on behalf of the Customer and under its instructions, as its service provider (sometimes called a "processor"). The Customer decides what information to collect and how to use it, and the Customer's own privacy notices govern that use. If you are an employee of one of our Customers, or a client of one of our Customers, and you have a question about your information in the Service, please contact that company first. We will help our Customers respond to your request.

Information we control. We decide how to use a limited set of information for our own business: account and contact details of the people we do business with, information about how the Service is used and performs, and information from visitors to our website. This policy describes both.

Information we collect

Information you give us

• Contact and inquiry information, such as your name, email address, company, and message when you contact us through the website.
• Account information, such as name, business email address, phone number, password (stored only as a secure hash), language and time-zone preferences, and role.
• Billing information for our Customers, such as billing contact, billing address, and payment records. Card details, if any, are handled by our payment processor; we do not store full card numbers.
• Support and communications, including what you tell us when you ask for help or give feedback.

Customer Data processed in the Service

Depending on the features a Customer uses, Customer Data may include:

• Employee and crew information, such as name, contact details, home address, job title, pay rates, time punches, certifications and training, emergency contacts, and, where the Customer chooses to record them for employment purposes, date of birth, Social Security number, bank account details for payroll, and I-9 and E-Verify record information. Social Security numbers and bank account numbers are encrypted in our application before they are stored, and viewing them requires a specific permission and is logged.
• Field activity, such as clock-in and clock-out times, the location of each punch and whether it was made at the job site, job notes, photos, materials and chemicals used, safety records, and the name and signature of a customer who signs off on the work. If a User chooses voice entry, the recording is sent to OpenAI to turn it into text. See The crew field app below.
• The Customer's clients and properties, such as contact names, email addresses, phone numbers, billing and property addresses, property details and maps, contracts, estimates, invoices, payments, and communication preferences, including text-message consent and opt-outs.
• Documents and signatures, such as proposals and electronic signatures, together with the signer's name, the time of signing, and IP address.

Information collected automatically

• Log and device information, such as IP address, browser type, device type, operating system, pages and features used, and the date and time of requests. We keep security and audit logs of important actions in the Service.
• Field app device information. To keep crew sign-in secure, the field app keeps a random identifier on the phone, and when a phone is trusted we record that identifier, the type of phone (such as iPhone or Android), and when it was used. The field app does not track your location in the background.
• Performance information. We measure page performance (for example, how fast a page loads) to keep the Service fast. Our error-monitoring provider also receives timing data linked to the signed-in User's account so we can diagnose problems. This measurement does not use advertising cookies, and we do not use it to build profiles of individuals.
• Cookies and similar technologies. We use cookies and browser storage that are necessary to run the Service and to remember your preferences. We do not use advertising cookies. See our Cookie Policy.

Information from other sources

• Integrations a Customer connects, such as accounting software, which may send us customer, vendor, invoice, and payment records.
• Address and mapping services, which may return a verified address, coordinates, parcel information, or a map image for a property address.
• Public data, such as weather forecasts for service areas.

The crew field app

Crew members use the field app in a web browser or in the Green Vision Crew app for iPhone and Android, which opens the same field app. In short: the app never tracks where you go, voice clock-in is optional and asks first, the app has no advertising, and you can ask to delete your account in My account.

• Location. The app never tracks where you go. It takes one reading of your phone's location (precise, or approximate if that is all you allow) only when you clock in or out, start or end lunch, or change jobs, and saves it with the time record. When a crew lead does this for the crew, the reading is from the lead's phone. If you say no, or location is off on your phone, you can still clock in and out; the record shows that the location was not available. Green Vision compares the reading with the job site to show whether the punch was made there. You, and the people at your company who approve time (owner, branch manager, division manager, and bookkeeper), can see where a punch was made; crew leads and dispatchers see only whether a location was recorded.
• Camera and photos. The app opens the camera only when you choose to take a job photo, and your photo library only when you choose a photo already on your phone. The photo is added to the job in your company's account. It is uploaded as it is, so any details your camera saved in the photo file (such as when or where it was taken) go with it.
• Microphone and voice clock-in. Voice clock-in is optional. Before your first voice clock-in, the app asks you once. Your recording is sent to OpenAI to turn it into text. It is not used to train their models. If you tap OK, the app records only from when you tap the voice button until you tap Stop, and you see the words before you clock in. Green Vision does not keep the recording. If you tap No thanks, nothing is recorded or sent, and the clock-in button works as usual. The app remembers your answer for this company, and you can change it at any time in My account.
• Your phone. When the app is installed, it creates a random ID and keeps it in the phone's secure storage. It is not an advertising ID and is not used to follow you across other apps. When your company trusts the phone for you, or you set it up yourself, we record that ID, the type of phone, and when it was used. A new install of the app counts as a new phone.
• PIN sign-in (Green Vision Crew app). On a trusted phone, your PIN alone can get you back in each day. The phone makes a sign-in key that is locked inside the phone (in its secure hardware, where the phone has it) and cannot be copied off it; we keep only a matching public key, which cannot be used to sign in. Every PIN sign-in is logged. PIN sign-in stops when you sign out of the app, after 30 days without use, or when your company removes the phone (the next time it is used).
• Unsent work. Without a signal, the app keeps your punches and reports on the phone and sends them when the signal comes back.
• Errors and speed. Each page you open sends timing data (how long pages and requests take) to Sentry, our monitoring provider, and the app sends Sentry an error report when something goes wrong, so we can find and fix problems. Both include technical details (such as the page address, the steps just before an error, and the browser and phone type) and your user ID and email address. Page-speed measurements are also sent to Vercel and do not identify you. The app has no advertising or tracking tools.
• Deleting your crew account. Crew accounts are set up by your employer. Your company deletes your sign-in and profile within 30 days. Time and pay records your company must keep by law stay with your company. To ask, open My account in the app and tap Request account deletion, or go to getgreenvision.com/account-deletion. The request goes to your company's owner, who deletes your account. If you cannot sign in, ask your company's office. You can keep using the app until it is done, and you can withdraw the request.

How we use information

We use personal information to:

• provide, operate, maintain, and secure the Service, including authenticating Users and preventing fraud and abuse;
• process Customer Data as the Customer instructs, including sending the emails and text messages a Customer sends through the Service;
• provide customer support and respond to inquiries;
• bill Customers and manage our business relationship;
• send service and administrative messages, such as security notices, product changes, and invoices;
• monitor, troubleshoot, and improve the performance and reliability of the Service;
• develop and improve the Service using aggregated or de-identified information that does not identify any individual or Customer;
• comply with law, enforce our agreements, and protect the rights and safety of Green Vision, our Customers, and others.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use Customer Data for advertising.

Artificial intelligence features

Some features use artificial intelligence (AI) to help Users — for example, to draft text, summarize records, read a vendor bill, answer a question about the Customer's own data, or transcribe a voice entry. A voice recording is sent to OpenAI only after the User has said yes, as described in The crew field app. When a User uses one of these features:

• the relevant Customer Data is sent to an AI model provider to generate the result, and only data from that Customer's own account is used;
• we remove common sensitive patterns (such as Social Security, bank account, and card numbers) from text before it is sent where the feature allows;
• our AI providers process this data to provide the result to us; under their commercial terms, they do not use it to train their models;
• results are suggestions for a person to review. They can be wrong, and a User decides whether to use them.

Text messages

When a Customer uses the Service to send text messages, messages go only to contacts the Customer has recorded as having agreed to receive them, and recipients can reply STOP to opt out or HELP for help. Message and data rates may apply. We do not share mobile phone numbers or text-messaging consent with third parties or affiliates for their own marketing or promotional purposes.

How we disclose information

We disclose personal information only as follows:

• Within the Customer's account. Users of a Customer's account can see information according to the roles and permissions the Customer sets. The Service is built so that one Customer cannot see another Customer's data.
• Service providers. We use carefully selected companies to host and run the Service, under contracts that limit their use of personal information to providing their services to us. Depending on the features in use, these include:

• Integrations a Customer chooses. If a Customer connects another service, such as accounting software, we send information to it as the Customer directs. That service's own terms and privacy policy apply.
• Legal and safety reasons. We may disclose information if we believe in good faith that it is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of Green Vision, our Customers, or others.
• Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this policy.
• With consent. We may disclose information for other purposes with the consent of the Customer or the individual.

How long we keep information

We keep personal information for as long as needed for the purposes described in this policy. Customer Data is kept for as long as the Customer's account is active and as the Customer directs; Customers can set retention periods for certain records. After an account ends, we delete or de-identify Customer Data within the period set out in our Terms of Service, except where we must keep it longer by law. Encrypted backups are deleted on a rolling schedule, normally within 30 days. In the field app, a punch's location is kept with its time record; voice recordings are not kept after they are turned into text; the record of a trusted phone stays with the Customer's account after the phone is removed, as a security record; and punches and reports are removed from the phone once they are sent, except that the app's note of whether a punch went through can stay on the phone for up to 7 days, until the app shows it to you or you sign out. Records that Customers are required to keep, such as payroll and tax records, should be exported by the Customer before closing the account.

How we protect information

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, application-level encryption of Social Security and bank account numbers, strict separation of each Customer's data, role-based permissions, audit logs of sensitive actions, and encrypted backups. Multi-factor authentication is available for User accounts. No system is perfectly secure, so we cannot guarantee absolute security. If we learn of a security breach affecting personal information, we will notify affected Customers and, where the law requires, individuals and authorities, without unreasonable delay.

Your choices and rights

Account and preferences. Users can review and update their profile information and language preference in the Service. Customers can update or delete Customer Data through the Service or by contacting us.

Marketing email. We send marketing email only to business contacts, and you can unsubscribe at any time using the link in the email. We will still send service and administrative messages.

Privacy rights. Depending on where you live, you may have the right to:

• know what personal information we have about you and how we use and disclose it, and get a copy of it;
• correct inaccurate personal information;
• delete personal information;
• opt out of the sale or sharing of personal information, targeted advertising, and certain profiling (we do not do any of these);
• limit the use of sensitive personal information (we use it only to provide the Service); and
• not be treated differently for exercising these rights.

We honor these requests for all individuals in the United States, not only residents of states with privacy laws. To make a request, email info@getgreenvision.com. We will verify your request using information associated with you, and we will respond within 45 days or the time the law allows. You may use an authorized agent; we may ask for proof that the agent is authorized and verify your identity. If we deny your request, you may appeal by replying to our decision with the subject line "Privacy appeal"; we will respond within the time the law requires and explain how to contact your state attorney general if you are not satisfied.

Crew accounts. Crew members can ask for their sign-in and profile to be deleted from the app or at getgreenvision.com/account-deletion, as described in The crew field app.

Requests about Customer Data. If your information is in the Service because of a Customer (for example, your employer or a company you do business with), we will refer your request to that Customer and help it respond, as its service provider.

Global Privacy Control and "Do Not Track." We do not sell or share personal information or use it for targeted advertising, so there is nothing to opt out of. We treat a Global Privacy Control signal as a request to opt out where the law requires it. We do not track visitors across other websites.

California "Shine the Light." We do not disclose personal information to third parties for their own direct marketing purposes.

Children

The Service and our website are for businesses and are not directed to children. We do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact us and we will delete it.

Where information is processed

We operate in the United States, and the Service stores data in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version with a new "Last updated" date and, if the changes are material, notify Customers by email or in the Service before they take effect.

Contact us

Questions or requests about privacy: info@getgreenvision.com.