Privacy Policy
Last updated 14 October 2026
This policy explains what personal information The GroundsKeepers (ABN 30 628 235 080) collects through this website, our client portal and our staff app, why we collect it, who we share it with, and how you can see or correct it. We aim to handle personal information in line with the Australian Privacy Principles.
What this policy covers
- Our website at tgks.com.au, including the online estimate form.
- The client portal, where our clients see their visits, reports and documents.
- The staff app, which our team uses to run jobs, rosters and records.
What we collect
If you ask for an estimate
Your name, phone number, email address, the property address, the type of property, the services and how often you want them, the estimate the form showed you, and any notes you add. If you email us a work request, we keep that email.
If you are a client
- Contact details for your organisation and the people we deal with.
- Your site details, our visit schedule, notes on the work done and recommendations.
- Before and after photos of the work at your site.
- Email addresses you add to receive visit reminders, and any requests, photos or documents you send us through the portal.
- Invoices and payments, which we keep in our accounting system.
If you work with us
- Your name, contact details, job title and employment type.
- Your rosters, the jobs and sites you are assigned to, time away, and training records.
- Records you create on the job: visit notes, photos, machine fault reports and chemical spray records, which we are required to keep.
- Sign-in records: the time, the device and browser type, your IP address, and an approximate location worked out from that IP address. If your device allows it, we also record its location at sign-in. Your browser asks your permission first, and you can say no without losing access.
- When you record a spray job, your device's location (with your permission) so we can look up the weather conditions at the site.
Everyone
- If something goes wrong in the app or website, we record the page address, the browser type and the error message so we can fix it.
- We count clicks on our "Get an Estimate" buttons. These counts contain no personal information.
Cookies and similar technology
We do not use advertising, tracking or analytics cookies. We only use what the site needs to work: a cookie that keeps you signed in to the client portal, a cookie that protects our forms from misuse, and your browser's temporary session storage, which puts you back where you were if your connection drops. These are removed when you sign out or close your browser. In the staff app, a visit note you have started but not yet saved is also kept on your own device for up to three days, so a dropped connection doesn't lose it.
How we use it
- To prepare estimates and quotes, and to schedule, carry out and report on our work.
- To send visit reminders, reports, invoices and service emails you have asked for.
- To run our business: rosters, payroll, accounts and record-keeping, including records we must keep by law.
- To keep accounts secure, for example by spotting sign-ins from unexpected places.
- To fix faults and improve our website and apps.
We do not sell personal information, and we do not use it for advertising.
Who we share it with
We share personal information only with service providers that help us run the business, and only as far as they need it:
| Provider | What for |
|---|---|
| Our IT and hosting provider | Runs the servers this website and our apps operate on. |
| Google (Gmail) | Sends our emails, such as reminders, reports and password resets. |
| Microsoft (OneDrive) | Stores backup copies of our records. |
| Intuit (QuickBooks) | Our accounting system for invoices, payments and payroll. |
| Anthropic (Claude) | AI features in the staff app: describing job photos, drafting visit report summaries and reading chemical labels. The photos and notes involved are sent to Anthropic for processing. |
| ipwho.is | Works out the approximate location of an IP address used to sign in. |
| Open-Meteo | Weather lookups for a suburb or a site location. No names are sent. |
| YouTube | Only if you choose to play a video on our home page. |
| jsDelivr | Delivers some of the code our pages use. Like any website, it sees your IP address. |
Some of these providers store or process information outside Australia, including in the United States. We may also disclose information where the law requires it.
How long we keep it
- Sign-in records: 90 days.
- Error reports: 30 days.
- Estimate requests, client records, job records and accounts: for as long as we need them to provide our services, and for as long as the law requires us to keep business, tax and chemical-use records.
- Backups are replaced on a rolling basis.
How we protect it
Our website and apps only use encrypted (HTTPS) connections. Passwords are stored in a scrambled form that cannot be read back. Each person's access is limited to what their role needs, and important changes are recorded in an audit log.
Seeing or correcting your information
You can ask to see the personal information we hold about you, or ask us to correct it. Contact us using the details below, and we will respond within 30 days. If we can't give you access, we will tell you why.
Complaints
If you have a concern about how we have handled your personal information, please contact us first so we can put it right. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
Changes to this policy
We will update this page if what we collect or how we use it changes, and change the date at the top.
Contact us
The GroundsKeepers
Email: admin@thegroundskeepers.com.au
Phone: 0452 249 133
South-East Queensland, Australia