THE GROW SOCIETY

PRIVACY POLICY

Last updated: 12 August 2026

1. Our Commitment to Privacy

The Grow Society respects the privacy of the people, families, children, schools, volunteers, staff and community organisations who interact with us.

This Privacy Policy explains how The Grow Society collects, holds, uses, discloses and protects personal information through our websites, mobile applications, programs, events and digital services.

We intend to manage personal information consistently with applicable Australian privacy legislation, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where applicable.

Because our services involve children and educational activities, we aim to apply privacy practices that prioritise children's safety, wellbeing and best interests.

2. What this Policy Covers

This Policy applies to information collected through:

  • The Grow Society website;

  • The Grow Society mobile application;

  • School Program Portals;

  • Family Portals;

  • Volunteer Portals;

  • staff and administrator portals;

  • Garden Club Session Tracker;

  • Garden Club programs;

  • Family Garden Planner;

  • Planting Planner;

  • Compost Helper;

  • postcode-based planting calendars;

  • organisation-wide impact tracking;

  • event registrations;

  • community events;

  • volunteer registrations;

  • surveys and feedback forms;

  • digital resource downloads;

  • online purchases;

  • challenges;

  • newsletters;

  • contact forms; and

  • other Grow Society digital or physical programs.

It also applies to relevant features currently under development that may be introduced in future.

3. Information We May Collect

Depending on how you interact with Grow Society, we may collect:

Account Information

  • name;

  • email address;

  • telephone number;

  • account username;

  • account role;

  • school or organisation;

  • login and authentication information;

  • account preferences; and

  • permissions.

School and Program Information

We may collect:

  • school name;

  • program details;

  • Garden Club information;

  • participant numbers;

  • attendance;

  • session information;

  • activities completed;

  • volunteer participation;

  • teacher or coordinator information;

  • program outcomes; and

  • impact information.

Family Information

Family accounts may provide information including:

  • parent or guardian name;

  • contact details;

  • general location or postcode;

  • gardening preferences;

  • garden characteristics;

  • plants selected;

  • planting activities;

  • challenge participation; and

  • relevant account preferences.

Volunteer Information

We may collect:

  • name;

  • contact details;

  • availability;

  • volunteer activity;

  • programs attended;

  • volunteer hours;

  • role information;

  • relevant qualifications or checks where required;

  • training information; and

  • emergency or safety information where reasonably necessary.

Event Information

We may collect:

  • registration information;

  • attendance;

  • participant numbers;

  • contact details;

  • event preferences;

  • feedback; and

  • survey responses.

4. Information About Children

Grow Society programs may involve children.

Information relating to children may include:

  • first name or participant identifier where required;

  • school;

  • program participation;

  • attendance;

  • activities completed;

  • educational outcomes;

  • feedback;

  • photographs or videos where appropriate consent exists; and

  • other information reasonably required to administer or evaluate a program.

We aim to minimise the amount of identifiable information collected about children.

Where identifiable information is unnecessary, we may use participant numbers, aggregated statistics or de-identified information instead.

5. Children's Privacy

When designing services likely to be accessed by children, Grow Society aims to:

  • prioritise children's best interests;

  • collect only information reasonably necessary for the service;

  • provide age-appropriate explanations where appropriate;

  • avoid unnecessary tracking;

  • avoid unnecessary collection of precise location information;

  • provide appropriate parental, guardian or school involvement;

  • implement privacy-protective default settings where appropriate;

  • protect children's information from unauthorised access;

  • provide mechanisms for appropriate access, correction or deletion requests; and

  • avoid using children's personal information for behavioural or targeted advertising.

Grow Society does not intend to sell children's personal information.

We do not intend to use children's personal information to build advertising profiles.

6. Parent, Guardian and School Involvement

Depending on the feature and age of the child, participation may require involvement or consent from:

  • a parent;

  • guardian;

  • school;

  • teacher;

  • authorised school representative; or

  • another responsible adult.

Where a school administers participation, the school may manage relevant permissions in accordance with its own policies and legal obligations.

7. Photographs and Videos of Children

We recognise that images of children require particular care.

Identifiable photographs or videos of children will not automatically be used publicly simply because they have been uploaded to an internal program portal.

Appropriate consent or another lawful basis must exist before identifiable images are used.

Where consent only covers internal program documentation, images will not be used for unrelated public marketing.

Parents, guardians or authorised schools may contact Grow Society regarding the use of an identifiable child's image.

8. Postcode and Location Information

The Planting Planner may request a postcode so that we can provide locally relevant:

  • planting calendars;

  • seasonal recommendations;

  • climate information; and

  • gardening reminders.

A postcode generally provides an approximate geographic area rather than a precise home location.

We will aim to avoid collecting precise geolocation where it is not necessary.

If future app functionality requires precise device location, users will be informed and appropriate permission will be requested before that functionality is activated.

9. Gardening Information

When using our gardening tools, we may collect information about:

  • garden size;

  • garden type;

  • selected plants;

  • planting dates;

  • gardening goals;

  • compost systems;

  • compost activity;

  • garden progress; and

  • other information entered into the relevant tool.

This information may be used to provide personalised gardening functionality and improve Grow Society services.

10. Impact Data

Grow Society may collect program information to measure our social, educational and environmental impact.

Measures may include:

  • number of children engaged;

  • families engaged;

  • schools participating;

  • Garden Club sessions;

  • volunteers;

  • volunteer hours;

  • plants grown;

  • produce harvested;

  • compost created;

  • waste diverted;

  • garden beds restored;

  • events delivered;

  • event participants;

  • businesses engaged; and

  • other program outcomes.

Where practical, organisation-wide reporting will use aggregated or de-identified information.

11. Why We Collect Information

We may use information to:

  • provide Grow Society programs;

  • operate the Platform;

  • create and administer accounts;

  • manage school programs;

  • manage volunteers;

  • administer Garden Clubs;

  • track attendance;

  • provide planting recommendations;

  • generate planting calendars;

  • provide compost recommendations;

  • personalise gardening tools;

  • send requested reminders;

  • administer events;

  • process registrations;

  • provide digital resources;

  • process purchases;

  • deliver digital products;

  • provide customer support;

  • obtain feedback;

  • evaluate programs;

  • calculate impact;

  • improve services;

  • maintain safety;

  • prevent misuse;

  • comply with legal requirements; and

  • operate Grow Society.

12. Funding, Grants and Impact Reporting

Grow Society may use aggregated and de-identified program information for:

  • grant applications;

  • grant acquittals;

  • funding reports;

  • sponsorship reports;

  • annual reports;

  • impact reports;

  • government reporting;

  • partner reporting;

  • research and evaluation; and

  • public impact communications.

For example, we may report that:

"420 children participated in Grow Society programs this year."

We would generally prefer this type of aggregated reporting rather than identifying individual children.

Identifiable participant information will not be included in external funding reports unless there is an appropriate reason, authority and legal basis to do so.

13. Feedback Forms

Following events or programs, we may invite participants, parents, volunteers, schools or other stakeholders to provide feedback.

Feedback may be used to:

  • evaluate programs;

  • identify improvements;

  • demonstrate outcomes;

  • develop future programs;

  • prepare funding applications;

  • prepare impact reports; and

  • communicate program outcomes.

Where we wish to publicly attribute a testimonial to an identifiable person, additional permission may be sought where appropriate.

14. Purchases and Payments

If you purchase products through Grow Society, we may collect information necessary to process the transaction.

Payment card information may be processed by third-party payment providers rather than stored directly by Grow Society.

Depending on the purchase, information may include:

  • customer name;

  • email;

  • billing information;

  • delivery address;

  • products ordered;

  • transaction details; and

  • download records.

15. Digital Downloads

When users access digital resources, we may record information including:

  • account;

  • resource downloaded;

  • purchase status;

  • download date; and

  • transaction information.

This assists us with product delivery, customer support and administration.

16. Notifications

If enabled, the Grow Society app may send:

  • planting reminders;

  • seasonal reminders;

  • program reminders;

  • event notifications;

  • challenge notifications;

  • volunteer communications; and

  • other service-related notifications.

Users may manage device notification permissions through their device settings and, where available, their Grow Society account settings.

17. Communications and Marketing

With appropriate permission or where otherwise permitted by law, we may send information about:

  • Grow Society programs;

  • resources;

  • events;

  • gardening activities;

  • community initiatives;

  • products;

  • fundraising;

  • volunteering opportunities; and

  • organisational updates.

Users may unsubscribe from marketing communications.

Essential account, safety, transaction or service communications may still be sent where necessary.

18. Cookies and Analytics

Our website and app may use cookies, software development kits or similar technologies to:

  • maintain sessions;

  • keep users signed in;

  • remember preferences;

  • understand Platform performance;

  • detect errors;

  • improve security;

  • measure usage; and

  • improve services.

We aim to minimise unnecessary tracking, particularly in child-facing areas.

Additional consent mechanisms may be implemented where required.

19. Automated Features and Artificial Intelligence

Grow Society may use software or automated systems to assist with functions such as:

  • generating planting recommendations;

  • producing calendars;

  • analysing program statistics;

  • preparing impact summaries;

  • generating reports;

  • providing gardening suggestions; and

  • assisting administrative processes.

Automated outputs may contain errors and should be reviewed where important decisions are involved.

We do not intend to use automated systems to make high-impact decisions about children solely on the basis of their personal information.

If Grow Society later introduces automated decision-making that could significantly affect an individual's rights or interests, this Policy will be updated and appropriate safeguards will be introduced.

20. When We May Share Information

We may disclose information where reasonably necessary to:

  • technology service providers;

  • hosting providers;

  • email providers;

  • payment processors;

  • ecommerce providers;

  • IT support providers;

  • analytics providers;

  • schools involved in the relevant program;

  • authorised program partners;

  • professional advisers;

  • insurers;

  • regulators; or

  • government authorities where legally required.

We will seek to limit disclosures to information reasonably necessary for the relevant purpose.

21. We Do Not Sell Personal Information

Grow Society does not intend to sell personal information to data brokers or advertisers.

Children's personal information will not be sold for advertising purposes.

22. Overseas Data Processing

Some technology providers used to operate the Platform may store or process information outside Australia.

Where overseas providers are used, we will take reasonable steps required by applicable privacy law when selecting and managing those providers.

Our list of providers and data-hosting arrangements may change as the Platform develops.

23. Data Security

We take reasonable steps to protect personal information against:

  • loss;

  • misuse;

  • interference;

  • unauthorised access;

  • unauthorised disclosure;

  • alteration; and

  • destruction.

Measures may include:

  • account authentication;

  • role-based permissions;

  • access restrictions;

  • secure hosting;

  • encrypted communications;

  • security monitoring;

  • backups;

  • staff access controls; and

  • other technical and organisational safeguards.

No online system can be guaranteed to be completely secure.

24. Role-Based Access

Grow Society may restrict access to information according to a person's role.

For example:

School users may only access information relevant to their school.

Volunteers may only access information necessary for their authorised activities.

Staff may receive access according to their responsibilities.

Administrators may have broader system access.

Sensitive operational information such as funding reports may be restricted to authorised personnel.

25. Data Retention

We retain personal information only for as long as reasonably necessary for purposes including:

  • providing services;

  • program administration;

  • legal compliance;

  • financial recordkeeping;

  • grant requirements;

  • safeguarding;

  • insurance;

  • dispute resolution; and

  • legitimate organisational recordkeeping.

Information that is no longer required may be securely deleted or de-identified, subject to applicable legal requirements.

26. Access and Correction

You may contact us to request access to personal information we hold about you or to request correction of inaccurate information.

We may need to verify your identity before providing access.

Additional requirements may apply where a request relates to information about a child.

27. Deletion Requests

Users may contact Grow Society to request deletion of personal information.

Where appropriate and legally permitted, we will delete or de-identify information that is no longer required.

Some information may need to be retained for legal, financial, safeguarding, insurance, grant or other legitimate recordkeeping requirements.

Requests relating to children's information will be handled with particular care.

28. Data Breaches

If a data breach occurs, Grow Society will investigate and respond appropriately.

Where applicable, we will comply with relevant Australian data breach notification requirements.

We may notify affected individuals and relevant regulators where legally required.

29. Privacy Complaints

If you have concerns about how your information has been handled, please contact us.

We will investigate privacy complaints and aim to respond within a reasonable period.

Where applicable, individuals may also have the right to contact the Office of the Australian Information Commissioner.

30. Future Platform Features

Grow Society is continuing to develop its digital ecosystem.

Future features may include additional:

  • school tools;

  • family gardening tools;

  • volunteer functionality;

  • staff administration tools;

  • impact dashboards;

  • challenges;

  • community functions;

  • educational resources;

  • ecommerce functions;

  • reporting tools;

  • notifications;

  • integrations; and

  • automated functionality.

Before introducing functionality that materially changes how personal information is handled, we will review the privacy implications and update this Policy where appropriate.

31. Changes to this Privacy Policy

We may update this Privacy Policy to reflect:

  • changes to the Platform;

  • new services;

  • organisational changes;

  • technology changes; or

  • changes in applicable law.

The current version will be made available through the Grow Society website and/or app.

Where a change materially affects how personal information is handled, we will take reasonable steps to notify affected users where appropriate.

32. Contact Us

Privacy enquiries, requests and complaints can be directed to:

The Grow Society
Western Australia, Australia

Email: hello@thegrowsocietyau.com

© The Grow Society. All rights reserved.