SL Crew Privacy Policy

Effective date: October 4, 2026

This policy explains what information the SL Crew app collects, why, who can see it, and the choices you have. SL Crew is the crew and staff app of Seven Lakes Golf Club. It comes as an Android app (shown on your phone as "Seven Lakes Crew", package com.golf7lakes.crew) and as a web app at crew.golf7lakes.com. Both work the same way and use the same account, and this policy covers both.

Who we are: Seven Lakes Golf Club, 124 E. Devonshire Avenue, West End, NC 27376. Questions or requests: admin@golf7lakes.com.

The short version

• SL Crew is an internal work tool for the club's golf course crew and staff. It is not open to the public, and it is not meant for children.
• It records the things you need to do your job: who you are, when you clock in and out, the tasks you check off, the issues, notes and photos you add, and, only while you are clocked in and only if you agree, your phone's location.
• Your supervisors and the club's app administrators can see this information. Other crew members cannot see your hours, your location, or your contact details.
• We do not sell your information. The app has no ads and no third-party analytics or tracking tools.
• Location history is deleted automatically after 14 days.

What we collect and why

1. Your account and sign-in

• Your name, initials, job title, and role (for example, crew member or supervisor). The club sets these up when it adds you. They show who did what and decide which screens you can use.
• Your 4-digit PIN. You sign in with your first name and a PIN. Your PIN is never stored as typed. We keep only a scrambled ("hashed") version that cannot be turned back into your PIN. Admins can reset a PIN but cannot see it.
• Email and password (optional). If you choose to sign in with an email and password, we store that email and a hashed version of the password.
• Sign-in security data. To block people from guessing PINs, the app counts failed sign-in attempts per person and per internet (IP) address, and it may lock sign-in for a short time. A random sign-in token keeps you signed in. We store only a hashed copy of it. Crew sign-ins last up to 14 days and admin sign-ins last up to 12 hours.

2. Contact and profile details

• Phone number, email, home address, and an emergency contact (name and phone). These are optional. They are entered by you on your Profile or by the club. The club uses them to reach you and, in an emergency, to reach your emergency contact.
• Profile photo (optional) and your display preferences (such as light or dark theme).

3. Time clock and payroll

• Clock-in and clock-out times, lunch breaks, and total hours. These are used to run payroll.
• Your work schedule and days off, set by supervisors.
• Changes to time records. If a supervisor corrects a time entry, the app keeps a record of who changed what and why. If you forget to clock out, the app may clock you out automatically and flag that entry for review.
• Each week the app can produce a payroll report (PDF and spreadsheet) with each person's name and hours. Your supervisor approves it, and then it is emailed to the club's payroll contact.

4. Work activity

• Task check-offs: which task, who did it, and when. This includes how long a job took, and who gets credit when people share a job.
• Issues and notes you report, such as a broken sprinkler head or a washout, and whether they were fixed.
• Safety checklist sign-offs, equipment notes and service records, and water and irrigation readings that you enter.
• Supervisor spot checks of finished tasks.

5. Photos

• Photos you take or choose in the app, attached to a task, an issue (before and after), a piece of equipment, or your profile. The app makes them smaller on your phone before uploading them. We get only the photos you choose to add. The app does not browse your photo library.
• The camera is also used to scan QR codes and barcodes on equipment and job sheets. That scanning happens on your phone. Camera images from scanning are not uploaded.

6. Location (GPS)

Location is the most sensitive thing SL Crew collects, so here is exactly how it works:

• It is off until you agree. The first time you clock in, the app explains location sharing and asks for your agreement. Your phone also asks for its own permission. If you say no, you can still use the app, including the time clock.
• It runs only while you are clocked in. Sharing starts when you clock in and stops when you clock out. That includes automatic clock-outs and signing out. It also pauses during a lunch break you start in the app. It never runs when you are off the clock, and admins cannot turn it on for you.
• You can turn it off during any shift with "Share my location this shift."
• Web app: location is shared only while the app is open on your screen.
• Android app: location keeps working while you are clocked in, even if your screen is locked or the app is closed. While that happens, a "clocked in" notification is always shown on your phone, with a Clock out button. The Android app does not ask for "Allow all the time" (background) location permission. If your phone restarts while you are clocked in, the app shows a "Tap to resume" notification. It does not restart sharing on its own.
• What is recorded: your position (latitude and longitude), how accurate it is, and the time. The app uses precise GPS when you are moving. When you are standing still, it may use a rougher, battery-saving fix from Wi-Fi or cell towers. On Android, positions come from Google Play services' location service on your phone.

Why we use location: - To show supervisors where crew members are on the course map during the shift, for coordinating work and for safety. - For on-course features, such as marking where an issue, sprinkler head, drain, or other course item is. - For map calibration. Admins stand at points such as a tee or green and save that GPS point so the course map lines up correctly. Those calibration points describe places on the course, not people. - If the club turns it on, leaving-the-course detection. If you stay off the course well past your lunch allowance while clocked in, the app may clock you out automatically. It sets the time back to when you were last on the course and flags the entry so a supervisor can review it. The app can also point out when someone has stayed in one place for a while.

How long location is kept: your latest position is removed when you clock out. Your location history is automatically deleted after 14 days. Locations saved on purpose for course items, such as where a sprinkler head is, are kept as part of the course records.

7. Device and browser information

• When you accept the in-app privacy notice or change your location setting, we record the date, the notice version, and your browser or device description (the "user agent," which names the phone model, operating system, and browser). This is how we keep a record that you were told about and agreed to location sharing.
• Our hosting provider handles your IP address to deliver the app, and we use it briefly to block repeated wrong PINs. We do not use it to find your location.
• The app saves a few things on your phone so it works with weak signal: your sign-in, your theme setting, and a queue of actions (such as check-offs) waiting to be sent. The Android app does not allow these to be backed up to your Google account.

8. Notifications

• The Android app shows an on-phone notification while you are clocked in, as described above. It asks for notification permission for this.
• SL Crew does not currently send push notifications from a server and does not use a push-messaging service. If we add this later, we will update this policy.

9. Par 3 mini-game

• SL Crew includes an optional Par 3 mini-game for fun, available to Early Access testers. When you play, the app saves each shot result (for example, "green," "bunker," or "ace") with your name and the time. Admins can see simple totals per person. Nothing about the game affects your pay or your work record.

Who can see your information

• Supervisors and the club's app administrators (such as the owner, the superintendent, and designated crew leads) can see the information described above, including hours, location while you are clocked in, contact details, and work records. Admin access is set role by role, and admins see only what their role allows.
• Other crew members can see shared work information, such as which tasks are done and the initials of the person who did them, issues reported on the course, and photos attached to them. They cannot see your hours, your location, or your contact details.
• The club's payroll contact receives the weekly hours report.
• We do not sell your information, rent it, or share it with advertisers or data brokers. We do not use it for advertising.
• We may share information if the law requires it, or to protect the safety of people or property.

Service providers we use

We use a small number of companies to run the app. They handle data only to provide their service to us:

The app also gets course weather from Open-Meteo and aerial map images from NC OneMap (the State of North Carolina). Our server makes those requests and sends only the course's location. None of your personal information is sent to them.

SL Crew has no advertising and uses no third-party analytics, crash-reporting, or tracking tools.

How long we keep information

• Location history: deleted automatically after 14 days. Your latest position is removed at clock-out.
• Time clock and payroll records: kept as employment and payroll records for as long as the law requires and the club needs them for payroll and business purposes.
• Task, issue, equipment, and safety records: kept as course maintenance history until the club removes them.
• Photos: kept with the task, issue, or equipment they belong to until that item or photo is removed.
• Privacy notice and location consent records: kept as proof that notice was given.
• When you leave the club, your account is turned off and you can no longer sign in. Your work and payroll history stays as part of the club's records.
• Backups: our database provider keeps rolling backups for up to 30 days. The club may also keep backup copies to guard against data loss. Backups are protected and are used only to restore the app.

Your choices and rights

• Location: you choose whether to agree to location sharing, and you can turn it off during any shift. You can also turn off location permission for the app in your phone's settings.
• Photos and optional details: adding photos, a profile photo, or contact details is up to you.
• See or correct your information: you can see your own hours and profile in the app. Ask your supervisor to correct anything that is wrong.
• Ask us to delete your information: email admin@golf7lakes.com or ask your supervisor. We will delete or anonymize your information. The exception is records we must keep by law or for legitimate business purposes, such as time and payroll records. If we have to keep something, we will tell you what and why. We will verify your identity before acting on a request.

Security

• All connections to the app use encryption (HTTPS). The Android app refuses unencrypted connections.
• PINs, passwords, and sign-in tokens are stored only in hashed form.
• Repeated wrong PINs lock sign-in for a short time.
• Admin screens are checked on the server, so only authorized people can use them.
• The app is hidden from search engines.

No system is perfectly secure, but we take reasonable steps to protect your information. If you think your PIN has been seen by someone else, tell your supervisor so it can be reset.

Children

SL Crew is for the club's working staff only. It is not directed to children under 13, and we do not knowingly collect information from children under 13.

Changes to this policy

If we change what the app collects or how we use it, we will update this page and the effective date. For important changes, especially anything about location, the app will show you an updated notice and ask you to confirm again before you continue.

Contact us

Seven Lakes Golf Club 124 E. Devonshire Avenue West End, NC 27376 Email: admin@golf7lakes.com