Terms of Service

1. Agreement to Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“User,” “Customer,” or “you”) and GroundsLedger, LLC (“GroundsLedger,” “we,” “us,” or “our”) governing your access to and use of the GroundsLedger software platform, including any related applications, APIs, tools, data services, and content (collectively, the “Services”).

By clicking “I Agree and Continue,” creating an account, or otherwise accessing or using the Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference. If you are accepting these Terms on behalf of an organization (such as a golf club, country club, or other entity), you represent and warrant that you have the authority to bind that organization, and references to “you” include both you and that organization. If you do not agree, you may not access or use the Services.

2. Definitions

• “Account” means the account you register to access and use the Services.
• “Account Data” means personally identifiable information you provide when registering or managing your Account, such as name, email address, and contact information.
• “Aggregate Data” means data derived from Customer Data that has been anonymized, de-identified, and aggregated so that it cannot reasonably be used to identify any specific Customer, club, individual, or transaction.
• “Confidential Information” means any non-public information designated as confidential or that reasonably should be understood to be confidential given the nature of the information and circumstances of disclosure.
• “Customer” means the organization (e.g., golf club, country club, municipal course, or other facility) on whose behalf an Account is created.
• “Customer Data” means all financial records, invoices, budget data, GL codes, vendor information, and other data uploaded to or generated within the Services by or on behalf of a Customer.
• “Services” means the GroundsLedger web-based financial management platform and any related tools, features, APIs, AI-powered recommendations, reporting tools, budget planning tools, and support services made available by GroundsLedger.
• “Subscription” means a paid or trial plan that provides access to the Services.

3. Services

3.1 Description. GroundsLedger provides a cloud-based financial management platform designed for golf course and club operations, including invoice management, budget tracking and planning, GL code management, budget vs. actual reporting, AI-powered budget recommendations, cost index benchmarking, and document generation tools.

3.2 Trial Period. New Customers may be offered a free trial period as specified during sign-up. At the end of the trial period, continued access to paid features requires a paid Subscription. We reserve the right to modify or discontinue trial offerings at any time.

3.3 Changes to Services. We reserve the right to modify, suspend, or discontinue any aspect of the Services at any time. We will use commercially reasonable efforts to provide advance notice of material changes and shall not be liable for any modification, suspension, or discontinuation of the Services.

3.4 Availability. We will use commercially reasonable efforts to make the Services available continuously, except for planned maintenance or circumstances beyond our reasonable control. We do not guarantee uninterrupted or error-free access.

4. Data Collection, Use, and Privacy

4.1 Account Data. When you create an Account we collect Account Data including your name, email address, organization name, and other contact information. We use this data to create and manage your Account, communicate with you about the Services, and provide customer support.

4.2 Customer Data — Ownership. As between GroundsLedger and Customer, Customer retains all right, title, and interest in and to Customer Data. You grant GroundsLedger a limited, non-exclusive, royalty-free license to access, use, process, store, and transmit Customer Data solely to: (a) provide and maintain the Services; (b) respond to your support requests; (c) comply with applicable laws; and (d) as otherwise expressly permitted in these Terms.

4.3 Anonymized and Aggregate Data Use. You expressly grant GroundsLedger the right to de-identify, anonymize, and aggregate Customer Data to create Aggregate Data. GroundsLedger uses Aggregate Data to:

• Generate industry benchmarks, cost indices, and comparative analytics that appear within the Services (such as regional cost comparisons and industry spending averages);
• Train, improve, and develop AI-powered features including budget recommendation systems;
• Produce anonymized research, reports, and industry publications; and
• Improve the performance, accuracy, and features of the Services generally.

Aggregate Data does not identify, and cannot reasonably be used to identify, any individual Customer, club, employee, or transaction. GroundsLedger owns all Aggregate Data and may use and disclose it for any lawful business purpose without restriction or obligation to you, provided it cannot be re-associated with you or any identifiable individual.

4.4 Usage Data. GroundsLedger automatically collects data about how you interact with the Services, including pages visited, features used, session duration, error logs, and device/browser information. We use this data to understand how the Services are used, identify areas for improvement, diagnose technical issues, and enhance security.

4.5 Data Retention. We retain Customer Data for as long as your Account is active and for a reasonable period following termination. You may request deletion of your Customer Data as described in Section 15.4.

4.6 Data Security. GroundsLedger implements commercially reasonable administrative, technical, and physical safeguards to protect Customer Data against unauthorized access, disclosure, alteration, or destruction, including encryption of data in transit (TLS) and at rest. No security system is impenetrable, and we cannot guarantee that unauthorized parties will never defeat our security measures. You are responsible for maintaining the security of your Account credentials.

4.7 Sub-processors. We use third-party service providers to assist in providing the Services, including cloud infrastructure, payment processing, AI services, and email delivery. Sub-processors are bound by data processing agreements restricting their use of Customer Data to the purposes for which they are engaged.

4.8 Data Location. Customer Data is stored on servers located in the United States. By using the Services, you consent to the transfer and processing of Customer Data in the United States.

4.9 Compliance with Privacy Laws. You are solely responsible for ensuring that your use of the Services complies with all applicable privacy laws governing the data you upload, including obtaining any required consents from employees or vendors whose information you enter.

5. Account Registration and Security

5.1 Eligibility. You must be at least 18 years of age and have the legal authority to enter into a binding contract. By creating an Account, you represent that you meet these requirements.

5.2 Accurate Information. You agree to provide accurate, current, and complete information when creating your Account and to keep that information updated. Providing false or misleading information is grounds for immediate termination.

5.3 Account Security. You are responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account. You agree to immediately notify us of any unauthorized use and to log out at the end of each session. GroundsLedger will not be liable for losses arising from unauthorized access resulting from your failure to comply with these obligations.

5.4 Team Members. You may invite additional Users subject to limits imposed by your Subscription plan. You are responsible for ensuring all Users comply with these Terms. Any action taken by a User is deemed taken by you.

5.5 Suspension. We reserve the right to suspend or terminate Accounts used in violation of these Terms, associated with fraudulent activity, or where required by law.

6. Subscriptions, Fees, and Payment

6.1 Subscription Plans. Access to certain features requires a paid Subscription. Pricing and billing terms are set forth on our pricing page and may be updated from time to time.

6.2 Payment Authorization. By subscribing, you authorize GroundsLedger or its payment processor to charge applicable fees to your payment method on the billing cycle specified at sign-up. All fees are in U.S. dollars and exclusive of applicable taxes.

6.3 Taxes.You are responsible for all taxes, levies, or duties assessable by any jurisdiction related to your use of the Services, excluding taxes based on GroundsLedger's net income.

6.4 Auto-Renewal. Subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date. You may cancel at any time through Account settings or by contacting us.

6.5 Fee Changes.We may change Subscription fees at any time with at least 30 days' advance notice. Continued use after a fee change constitutes agreement to the new fees.

6.6 Refund Policy. Except as required by applicable law, all fees are non-refundable. We do not provide refunds or credits for partial subscription periods, unused features, or service interruptions due to your actions or circumstances beyond our reasonable control.

6.7 Late Payments. If your payment method fails, we reserve the right to suspend access until payment is received. Outstanding balances may accrue interest at 1.5% per month or the maximum rate permitted by law, whichever is lower.

7. Acceptable Use Policy

7.1 Permitted Use. You may use the Services solely for your internal business operations related to golf course or club financial management, subject to these Terms.

7.2 Prohibited Activities. You agree not to:

• Use the Services in violation of any applicable law or regulation;
• Upload data that infringes or misappropriates any third party's intellectual property or privacy rights;
• Attempt to gain unauthorized access to the Services, other accounts, or connected systems through hacking or any other means;
• Interfere with or disrupt the integrity or performance of the Services or connected networks;
• Reverse engineer, decompile, or attempt to derive the source code of the Services;
• Copy, modify, or distribute any portion of the Services without our express written consent;
• Use any robot, spider, scraper, or other automated means to access the Services;
• Use the Services on behalf of a direct competitor of GroundsLedger without our prior written consent; or
• Remove or alter any copyright, trademark, or proprietary rights notices.

8. Intellectual Property Rights

8.1 GroundsLedger Property. The Services, including all software, technology, algorithms, AI models, user interfaces, designs, and documentation, are owned by GroundsLedger or its licensors and protected by intellectual property laws. Except for the limited license expressly granted herein, GroundsLedger does not grant you any right, title, or interest in or to the Services.

8.2 License to Use. Subject to compliance with these Terms and payment of applicable fees, GroundsLedger grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services during your Subscription solely for your internal business purposes.

8.3 Feedback. If you provide GroundsLedger with suggestions or other feedback regarding the Services, you hereby assign to GroundsLedger all rights in such feedback and agree that GroundsLedger may use it without restriction or obligation to you.

8.4 Aggregate Data. GroundsLedger owns all Aggregate Data and any insights, analyses, models, or derivative works created from Aggregate Data.

9. Confidentiality

Each party agrees to keep confidential all Confidential Information of the other party and not to use or disclose such information except as necessary to perform its obligations or exercise its rights under these Terms, or as required by law. Confidentiality obligations do not apply to information that is publicly known through no breach by the Receiving Party, was rightfully known prior to receipt, is rightfully obtained from a third party without restriction, or is independently developed without use of the Disclosing Party's Confidential Information.

10. Third-Party Services and Links

The Services may integrate with or link to third-party websites, services, or products. We do not control and are not responsible for the content, privacy practices, or performance of third-party services. Your use of third-party services is subject to their respective terms and policies. If you integrate third-party services with GroundsLedger, you represent that you have the right to share data between those services and GroundsLedger and assume all associated risks.

11. Disclaimer of Warranties

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTY OF ANY KIND. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, GROUNDSLEDGER EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

GROUNDSLEDGER DOES NOT WARRANT THAT THE SERVICES WILL MEET YOUR REQUIREMENTS, BE AVAILABLE AT ANY PARTICULAR TIME OR LOCATION, BE UNINTERRUPTED, SECURE, OR ERROR-FREE, OR THAT ANY DEFECTS WILL BE CORRECTED.

AI-powered features, including budget recommendations and benchmarks, are provided for informational purposes only and do not constitute professional financial, accounting, legal, or tax advice. You are solely responsible for independently verifying any AI-generated recommendations before relying on them for financial decisions.

PESTICIDE, FERTILIZER, AND AGRONOMIC INFORMATION. Product information displayed in the Services — including but not limited to active ingredients, EPA registration numbers, resistance-management classifications (FRAC/HRAC/IRAC), application rates, re-entry intervals, tank-mix calculations, packaging data, and any information extracted or suggested by AI from labels, invoices, or other documents — is provided solely as a record-keeping convenience and MAY BE INCOMPLETE, OUTDATED, OR INACCURATE. THE MANUFACTURER'S PRODUCT LABEL IS THE SOLE AUTHORITATIVE SOURCE AND IT IS A VIOLATION OF FEDERAL LAW TO USE ANY PESTICIDE IN A MANNER INCONSISTENT WITH ITS LABELING. You are solely responsible for reading and following the current product label; verifying all rates, mixing instructions, re-entry and pre-harvest intervals, and personal protective equipment requirements; maintaining applicable applicator licensing; and complying with all federal, state, and local regulations. GROUNDSLEDGER SHALL HAVE NO LIABILITY FOR ANY MISAPPLICATION, PROPERTY OR TURF DAMAGE, PERSONAL INJURY, ENVIRONMENTAL HARM, OR REGULATORY VIOLATION ARISING FROM RELIANCE ON INFORMATION DISPLAYED IN THE SERVICES.

12. Limitation of Liability

12.1 TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL GROUNDSLEDGER OR ITS DIRECTORS, EMPLOYEES, AGENTS, PARTNERS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS, EVEN IF GROUNDSLEDGER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

12.2 GROUNDSLEDGER'S TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU TO GROUNDSLEDGER IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE CLAIM; OR (B) ONE HUNDRED U.S. DOLLARS ($100.00).

12.3 The parties acknowledge that these limitations reflect a reasonable and fair allocation of risk and are an essential basis of the bargain. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by applicable law.

13. Indemnification

You agree to indemnify, defend, and hold harmless GroundsLedger and its officers, directors, employees, agents, and licensors from and against any and all claims, liabilities, damages, losses, costs, and fees (including reasonable attorneys' fees) arising out of or relating to: (a) your violation of these Terms; (b) your use of the Services in a manner not authorized herein; (c) Customer Data, including any claim that it infringes any third-party rights; (d) your violation of any applicable law; or (e) your negligence or willful misconduct.

14. Force Majeure

Neither party shall be liable for any failure or delay in performance to the extent caused by circumstances beyond that party's reasonable control, including acts of God, natural disasters, epidemic or pandemic, acts of war, civil unrest, government action, internet or telecommunications failures, or power outages, provided the affected party uses commercially reasonable efforts to resume performance as soon as practicable.

15. Term and Termination

15.1 Term. These Terms commence on the Effective Date and continue until your Account is terminated by you or by GroundsLedger.

15.2 Termination by You. You may terminate your Account at any time by canceling your Subscription through Account settings or by contacting us. Termination takes effect at the end of your then-current billing period. No refunds will be provided for unused portions of a prepaid period.

15.3 Termination by GroundsLedger.GroundsLedger may suspend or terminate your Account immediately if: (a) you materially breach these Terms and fail to cure such breach within 30 days of written notice; (b) you become insolvent or subject to bankruptcy proceedings; or (c) required by law. We may also terminate for convenience upon 30 days' written notice.

15.4 Effect of Termination. Upon termination: (a) all licenses terminate immediately; (b) you must cease all use of the Services; (c) GroundsLedger will make Customer Data available for export for 30 days following termination, after which we may delete it. Sections 2, 4.3 (as to Aggregate Data already collected), 8, 9, 11, 12, 13, 16, and 17 survive termination.

16. Changes to These Terms

We reserve the right to modify these Terms at any time. If we make material changes, we will notify you by email to the address associated with your Account and/or by posting a notice within the Services. Your continued use of the Services after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Services and cancel your Subscription.

17. Dispute Resolution

17.1 Informal Resolution. Before filing any claim against GroundsLedger, you agree to first contact us and attempt to resolve the dispute informally within 30 days.

17.2 Binding Arbitration. Except for claims for injunctive or equitable relief, any unresolved dispute shall be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, conducted in English in the United States. Judgment on the arbitration award may be entered in any court of competent jurisdiction.

17.3 Class Action Waiver. YOU AND GROUNDSLEDGER AGREE THAT EACH MAY BRING CLAIMS ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING.

17.4 Governing Law. These Terms are governed by the laws of the United States and the state in which GroundsLedger is incorporated, without regard to conflict of law principles.

18. General Provisions

18.1 Entire Agreement. These Terms, together with the Privacy Policy and any other agreements expressly incorporated by reference, constitute the entire agreement between you and GroundsLedger with respect to the Services.

18.2 Severability. If any provision of these Terms is held invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

18.3 Waiver.GroundsLedger's failure to enforce any right or provision shall not be deemed a waiver of such right or provision.

18.4 Assignment. You may not assign or transfer these Terms without our prior written consent. GroundsLedger may assign these Terms without restriction.

18.5 No Third-Party Beneficiaries. These Terms are for the benefit of the parties only and are not intended to confer any rights or remedies on any third party.

18.6 Export Compliance. You agree to comply with all applicable U.S. and foreign export control laws and regulations in connection with your use of the Services.

19. Founding Access Bonus & Account Identity

19.1 Founding Access Bonus. The first 50 accounts that subscribe to the GroundsLedger Budget Intelligence plan on annual billing(“Founding Access” accounts) receive full feature access to the Complete plan at the Budget Intelligence subscription price (“Founding Access Bonus”). The Founding Access Bonus applies only to Budget Intelligence subscriptions billed annually — monthly Budget Intelligence subscriptions are not eligible, regardless of when the account was created. The Founding Access Bonus is a feature-access benefit, not a discounted or fixed price — the subscription price remains the then-current annual Budget Intelligence rate. The bonus is locked in for the life of the Account, subject to the conditions in this Section 19.

19.2 Tied to Club Account. The Founding Access Bonus is tied to the Course Account (the club or facility), not to any individual user, superintendent, employee, or staff member. The bonus remains with the Account regardless of staff turnover, changes in course management personnel, or changes in club ownership, provided the Account remains active and in good standing.

19.3 Non-Transferable. The Founding Access Bonus may not be transferred, assigned, or applied to a different course, facility, or Account. If the individual who originally registered the Account leaves the club and joins or registers a new course, the new course Account is not eligible for the Founding Access Bonus. The bonus applies only to the specific Course Account for which it was originally granted.

19.4 Continuous Annual Subscription Required. The Founding Access Bonus is contingent upon maintaining an active, continuous annual Budget Intelligence subscription. If a Founding Access account cancels its subscription, switches to monthly billing, or lets its subscription lapse, the Account will receive standard Budget Intelligence features at the then-current price from that point forward and will not be re-enrolled in the Founding Access Bonus — including if the account later switches back to annual billing.

19.5 Club Ownership Changes. In the event of a change in ownership of the golf club or facility associated with a Founding Access account, the bonus transfers to the new owner along with the Account, provided the Account remains active without interruption. The new owner assumes all rights and obligations associated with the Account under these Terms.

19.6 Single Course Per Account. The Founding Access Bonus applies to one Course Account only. Additional courses under common ownership must establish separate Accounts and are subject to standard pricing, unless they independently qualify for the bonus.

19.7 Availability. The Founding Access Bonus is available only while fewer than 50 accounts have subscribed to annual Budget Intelligence and received it. GroundsLedger does not publish a live count of remaining spots; availability is determined at the time an annual subscription is created. Once 50 accounts have received the bonus, new Budget Intelligence subscriptions — annual or monthly — receive standard Budget Intelligence features, and the Complete plan remains separately available for purchase.

19.8 Account Identity — Club Name and Registered Details. The club name, course slug (URL identifier), and other registered Account identity fields are considered permanent identifiers tied to the Course Account and any Founding Access Bonus record. To maintain the integrity of Account ownership, subscription history, and bonus eligibility, changes to these fields require written authorization through GroundsLedger support at support@groundsledger.com. Users may not change the registered club name or Account identifier through the self-service settings panel.

19.9 Account Transfer. If the superintendent or primary account manager responsible for a Course Account changes, the outgoing user should contact GroundsLedger at support@groundsledger.com to initiate an account transfer. GroundsLedger will update the primary contact, transfer ownership permissions, and update billing contact information as needed. Account transfers do not affect an existing Founding Access Bonus, provided the Account remains active. GroundsLedger aims to complete transfer requests within two (2) business days.

20. Contact Information

If you have questions about these Terms or the Services, please contact us at: