Privacy Policy
Last updated: 19 September 2026
Pinly is golf course maintenance software for greenkeeping teams, available at pinlyai.com, at app.pinlyai.com, and as mobile apps. This policy explains what information Pinly collects, why, and the choices you have. It applies to the web app, the iOS and Android apps, and this website. If anything here is unclear, email hello@pinlyai.com and we will explain it plainly.
Who is responsible for your data
If you use Pinly because you work at a golf club, your club decides what information goes into Pinly and why. In data protection terms your club is the controller of that information and Pinly processes it on the club's behalf, under a written data processing agreement. If you have a question about your work records, or want to use the rights described below, your club is usually the best first contact, and we will help it respond. For the information we collect for ourselves, such as demo requests and visits to this website, Pinly Limited is the controller.
Information we collect
Account information
When an account is created for you, we store your name, email address, role (for example greenkeeper or course manager), and the course or company you work for. Passwords are stored only as secure hashes; we never see or store your actual password.
Work records
As you use Pinly, it records the operational work of your course: tasks and their completion, working hours, machine usage, product applications, spray records, and turf measurements. These records belong to your course and exist so your team can plan work and meet its record-keeping obligations.
Location
The mobile app asks for location permission for two purposes only: confirming on-site presence when you clock in, and positioning pins on the course map. Location is read at those moments, and the clock-in and clock-out coordinates are saved on that day's work session as proof of on-site presence. Pinly does not track your location in the background or build a movement history.
Photos and camera
You can attach photos to pins on the course map, either by taking one with the camera or choosing one from your photo library. Only the photos you choose to attach are uploaded. Pinly never scans or accesses the rest of your photo library.
Push notifications
If you enable notifications, we store a device push token so we can deliver them (for example, when a task is assigned to you). Notifications are delivered through Firebase Cloud Messaging on Android and through Firebase together with Apple Push Notification service on iOS. You can turn notifications off at any time in your device settings, and the token is removed when your account is deleted.
Demo requests
When you submit the demo request form on this website, we store what you type into it (name, email, course, and the optional details you choose to add) so we can get back to you. Alongside it we record how you reached the site: the page you first landed on and, if there was one, the site or search that linked you here. We use that only to understand which channels bring people to Pinly. It is held in your browser's memory for the visit and sent with the form; nothing is written to your device, and it is never used to track you across other sites.
What we do not collect
The Pinly app has no advertising, no third-party ad or analytics trackers, and does not sell or rent personal data to anyone. We do not use your data to profile you across other apps or websites. This marketing website (pinlyai.com) uses Umami, a privacy-focused analytics service, to understand overall visitor numbers. Umami sets no cookies, stores nothing on your device, does not store your IP address, and does not track you across other sites. The app itself, at app.pinlyai.com and in the mobile apps, contains no analytics.
How we use your information
- To provide the service: planning, task management, records, and reporting.
- To generate the compliance records your course is required to keep.
- To send the notifications you have enabled.
- To secure accounts and prevent misuse.
- To respond when you contact us for support.
- To improve Pinly, including the models behind its planning and AI features. For this we use only information that has first been anonymised, so that it cannot identify you or your club. Your club's data processing agreement sets out how that is done.
Artificial intelligence
Pinly uses AI for specific jobs such as drafting daily plans and answering operational questions in the in-app assistant. This runs on Google Vertex AI hosted in the European Union under enterprise terms: prompts are not used to train Google's models. Google keeps prompts only briefly, to run its service and to detect abuse of it, as its terms describe. Identifying details such as staff names are replaced with anonymous placeholders before any information is sent to the model. You can read more on our Trust & AI page.
Where your data lives and who processes it
Pinly runs on Google Cloud in the European Union, and your data is stored there. We use a small number of service providers to operate Pinly, currently Google Cloud (hosting and databases), Google Vertex AI (AI features, EU region), Google Firebase (push notification delivery), Resend (service emails such as invitations and password resets, sent from its EU region), and Umami (visitor statistics for this website). Each acts under contract as a processor for us and cannot use your data for its own purposes. The full list, with what each provider handles and where, is on our sub-processors page. The map in the app is supplied by Google Maps, which receives your device's IP address and the map area you view under Google's own terms. Weather data shown in Pinly is fetched from weather providers using your course's location, never your personal location.
How long we keep data and how to delete your account
We keep your data while your account is active. You can delete your account at any time from inside the app (Profile, then Delete account). Deletion starts a 7 day grace period during which you can change your mind by logging back in; after that, your account and personal details are permanently removed.
One honest caveat: the work records your course is required to keep are not deleted with your account. These include pesticide and nutrition application records, which must legally be kept for several years; attendance records, including the clock in and clock out locations recorded at the time; course pins and the photos attached to them; and machine, task, and certification records. They stay with the course as its operational and legal record of work carried out, and your name remains attached to them.
Everything that is personal to you is deleted: your login and password, contact details, pay and leave records, AI assistant conversations, notification settings, and device tokens. Your account can no longer be used to sign in.
You do not need the app to request deletion. Email hello@pinlyai.com from the address on your account, or from your work address if you no longer have access to it, and ask us to delete your account. We will confirm your identity with your course before acting, delete the account, and confirm by email within 30 days. The same 7 day grace period and the same retention rules above apply either way.
Your rights
Under the GDPR you have the right to access, correct, export, or delete your personal data, to restrict or object to processing, and to lodge a complaint with a supervisory authority (in Ireland, the Data Protection Commission). To exercise any of these rights, email hello@pinlyai.com. We respond to all requests within 30 days.
Children
Pinly is a workplace tool and is not directed at children. We do not knowingly collect data from anyone under 16.
Changes to this policy
If we change this policy, we will update this page and the date at the top. For significant changes we will notify you in the app.
Contact
Pinly is operated by Pinly Limited, a company registered in Ireland (company number 822399). For anything related to privacy or your data, contact hello@pinlyai.com.