Privacy Policy

Last updated 7 November 2026

Ceres Farm is committed to protecting the privacy of everyone we deal with, including our team members, customers, suppliers and visitors, and to complying with the Privacy Act 1988 (Cth).

In this policy, “we” and “us” means Gray Australia Pty Ltd (ACN 135 315 669) as trustee for the Gray Family Trust (ABN 32 122 790 919), of Kununurra, Western Australia. We trade as Ceres Farm and as Pink Diamond Group, our labour-hire business.

This policy covers our whole business. Most information is kept on our website and in Hive (hive.ceresfarm.com.au), the app our team uses to run the farm, which also holds our farm visitor register. We also use Xero for payroll, Microsoft 365 for email and files, Safe Ag Systems for safety records, WhatsApp for rosters and team messages, and paper files for some records, such as signed PALM forms.

Go to the part that applies to you:

• 1. Website visitors and job applicants
• 2. Farm visitors
• 3. Our team, contractors and suppliers
• 4. Auditors
• 5. For everyone: storage, sharing, security and your rights

1. Website visitors and job applicants

Our forms. When you use our contact, produce enquiry or employment forms, we receive what you enter: your name, email address, subject or job type, and message. Job applicants also attach a CV and tell us whether they are an Australian citizen or permanent resident, a Working Holiday Maker or other. Working Holiday Makers also confirm they have their own transport and can work the whole season. We use this to reply to you and to consider your application. Please leave anything we do not need out of your CV, such as health details, your tax file number or copies of your passport.

Our website host, Netlify, receives each form and keeps a copy, including any CV, and may record technical details such as your internet (IP) address. The form is then emailed to us and kept in our Microsoft 365 email.

Analytics. Two tools show us how our website is used, so we can improve it. They record things like the pages you visit, how long you stay, your approximate region, and your device and browser type. They do not tell us your name.

• Google Analytics uses cookies (small files saved in your browser) to count visits and see which pages, buttons and links are used. It records that a form was sent, but not what you typed. Detailed visit data is deleted after no more than 14 months. You can opt out with the Google Analytics opt-out add-on. See Google’s privacy policy.
• Microsoft Clarity uses cookies to record clicks, scrolling and taps, and makes heat maps and short replays of how people move around a page. It masks what you type into form boxes. Microsoft keeps most replays for 30 days and a small sample for up to 9 months. See Microsoft’s privacy statement.

Our pages also load their fonts from Google, which receives your IP address. You can block or delete cookies in your browser settings, and the website still works without them.

How long we keep it. Enquiries are kept for as long as we need to deal with them. Job applications are kept for the current season and the next, in case a suitable job comes up, and we then aim to delete them.

2. Farm visitors

The visitor register. Please register when you arrive, usually by scanning the QR code on our farm sign. If you forget, our office may add your visit for you. The form asks for:

• whether your visit was arranged, who with, and its purpose
• your full name, organisation and phone number, and how many people are with you
• your arrival date and time, and how long you expect to stay
• whether you have been on another farm in the last 7 days and, if so, what you will do with your vehicle
• your agreement to our Visitor Rules and to stay with a Ceres Farm representative.

Hive also records which QR code you used and when you sent the form. It does not ask for photos, ID or a signature, and it does not track your location.

Why we collect it. For safety, biosecurity and emergencies. It tells us who is on the farm, so we can account for everyone in an emergency, and it helps keep weeds, pests and diseases off the farm. Our food-safety certification also requires us to keep a visitor log.

Who can see it. Our office team can see the visitor register. On the day of your visit, your name, organisation, phone number and group size appear on an “All on farm” roll-call list for our office and HR teams and the team members who look after emergencies, such as fire wardens and first aiders. Certification auditors may see visit records for the dates they are auditing, without phone numbers.

How long we keep it. Visitor records are kept for at least two years, as our food-safety certification requires. We are choosing when to delete them after that, and will add it here. Entries from our earlier paper visitor sheets (2023 to 2026) have been copied into Hive, and we also keep photos of those sheets, which show names, companies, times and signatures.

The Emergency page and suggestion form. Hive’s public Emergency page shows phone numbers, the muster point and what to do. It does not collect any details. Our suggestion form lets anyone send us feedback or an idea. Your name and contact details are optional, and Hive does not record who sent it. Only our directors read suggestions.

Technical details. If a Hive page has a problem, it may save a short error report: the screen, the error, your device and browser type, the app version and, if you are logged in, who you are. It does not include anything you typed into a form. Error reports are deleted after 90 days.

3. Our team, contractors and suppliers

What Hive holds. Hive is for the Ceres Farm team, the Pink Diamond Group team, and approved contractors and suppliers. Depending on your role, it may hold:

• Your profile: name and preferred name, work or private email and phone, job title, who you report to, roles such as first aider, employee number, language and any photo you add.
• Private details: date of birth, nationality, addresses, Unique Student Identifier (USI) and emergency contacts. Please let your emergency contacts know you have given us their details.
• Employment records: your contract and pay, timesheets, and starting checks such as your type of worker, visa type and expiry, a note that your ID and work rights were checked, which kind of super fund you chose, and any accommodation needs.
• Signing records: when you sign a contract in Hive, we record your name, address, signature, the time, your device and your internet (IP) address, so the signature can be relied on.
• How you use Hive: login details, when you last used Hive, anything you post on the noticeboard, and error reports.
• Your birthday: for Ceres Farm team members, the day and month (not the year) shows on the team calendar.
• Work location: if you use “Start work” or “Finish work”, Hive checks your phone’s location at that moment (or, if you turn on automatic Start work, when you open Hive in the morning). It keeps only whether you were on site or off site, not where you were.

Where it comes from. Mostly from you, for example when you sign your contract or update “My details”. Some comes from our office team, your timesheet checkers and the checks we make, such as confirming your work rights with the Department of Home Affairs (VEVO). For Pink Diamond Group workers, the host business sends us your timesheets and, for PALM workers, welfare checks.

Why we hold it. To employ you or work with you: contracts, right-to-work checks, pay, timesheets, accommodation, safety and emergencies. Also to meet our legal and certification duties, including under the Pacific Australia Labour Mobility (PALM) scheme.

Tax file number, bank and super. Hive does not hold your tax file number, bank details or super account details, only whether you have a tax file number and which kind of super fund you chose. These details are kept in Xero, our payroll system. We use them only as tax and super laws allow, for example to pay you and your super fund and to report to the Australian Taxation Office (ATO).

Who can see it. Each person sees only what their role needs, and Hive’s database checks this for every record.

• You can see your own details, timesheets and files (except files marked HR only, such as your signed contract), and update many of your own details. Ask us for a copy of anything else.
• Other team logins, including contractors and suppliers but not auditors, see the team list: names, job titles, who you report to, photos, roles and work contact details, and when each person last used Hive. Private phone numbers and emails are not shown.
• Your timesheet checkers see your timesheets. Our office team (directors and business administrators) sees timesheets and starting checks.
• Only our HR team can see private details and HR-only files, such as ID and medical forms, and Hive records who opens an HR-only file in the app. Contracts and pay rates are seen only by our directors and HR team.

Health information is sensitive. We ask for it only when we need it, for example to keep you safe at work, and with your consent unless the law requires it. It is kept as an HR-only file. If you tell us about a medical condition when you start, we let our directors and HR manager know so they can keep you safe. Otherwise we share it only if you agree, if the law requires or allows it, or if someone needs it to keep you safe, such as emergency services or a doctor.

PALM workers. If you work with us under the PALM scheme, the scheme’s privacy rules also apply. We share your information with the Department of Employment and Workplace Relations and the Department of Home Affairs where the scheme or the law requires, for example for arrival, departure and incident reports. Welfare checks may note health matters you raise, and we use them only to support your welfare. You can ask to see the scheme records we keep about you.

How long we keep it. Time and wages records and other employment records are kept for at least seven years, as workplace laws and the PALM scheme require. We plan to delete details we no longer need after you leave, such as your address and emergency contacts, and are choosing how long after.

Copies on your phone. So Hive works out of phone range, your phone keeps a copy of the lists you last viewed. It is hidden after two days and cleared when you log out. Anything waiting to send, such as a Start work tap, stays on your phone until it sends, even after you log out. Please keep your phone locked with a PIN, fingerprint or face.

4. Auditors

Auditors for our certifications, such as Freshcare, HARPS, SEDEX and myBMP, get a time-limited, read-only Hive login. We hold your name, email, organisation, the standards and dates you are auditing, and your access period.

Your login works only during your access period and only on an office laptop we have approved. You see only the records for your audit. For security, Hive records each login and each page, list and file you open or download, and only our directors can read that record.

5. For everyone

Customers and suppliers. We keep the names and work contact details of the people we deal with, and our records of orders, invoices and emails, so we can do business with you.

Accidents and incidents. If someone is hurt, or there is a near miss, at work or on the farm, we record what happened, who was involved and any injury or treatment, to meet our work health and safety duties. We share these records only as the law requires or allows, for example with our insurer or WorkSafe.

Where we store information

Hive’s records, files and logins are stored in Sydney, Australia, with our database provider Supabase. Our email and files are kept in Microsoft 365. Emails we send to your personal address are also held by your own email provider.

Some services we use store or process information overseas, mainly in the United States and Europe:

• Netlify, our website host: website form submissions and CVs. We understand these are stored in the United States.
• Google (United States and elsewhere): website analytics, fonts, and some online forms we use.
• Microsoft: Clarity’s website recordings are stored in Microsoft’s cloud, likely in the United States, and some Microsoft 365 services, such as sign-in security, may process information outside Australia.
• Supabase: Hive’s records are stored in Sydney, but Supabase keeps its technical logs (which can include your IP address) in the European Union, may run some Hive functions and cache files elsewhere, and its support team may see data if we ask for help.
• Cloudflare, which delivers Hive’s screens through its worldwide network, sees your IP address and the page you ask for.
• Xero, our payroll system, may process data in Australia, New Zealand and the United States.
• WhatsApp (United States), which we use for rosters and team group messages.
• DocuSign, which holds some contracts signed before Hive and may store them outside Australia.

Who we share information with

We do not sell personal information. We share it only as needed, for example with:

• the companies that run our systems for us, listed above
• the ATO and super funds, as tax and super laws require
• a host business where a Pink Diamond Group worker is placed, for the details the placement needs
• auditors for our certifications, who see only the records relevant to their audit
• our professional advisers, such as our accountant, and our insurers, for example for a workers compensation claim
• emergency services or doctors if someone is hurt or unwell
• government agencies where the law requires or allows it, such as the Department of Home Affairs and the Department of Employment and Workplace Relations.

How we protect information

We take reasonable steps to protect your information. In Hive:

• Logins are by invitation only, and passwords are stored scrambled so no one can read them.
• Office and HR logins also need a six-digit code from an authenticator app, and office logins work only on devices a director has approved.
• Hive logs you out automatically after a period without use.
• Information is encrypted on its way between your device and Hive.
• Hive has no advertising, analytics or tracking tools.

No system is perfectly secure. Please keep your login and phone safe, and tell us straight away if you think someone else has used your login.

If there is a data breach

If we suspect a data breach, we will act quickly to contain it and aim to finish assessing it within 30 days. If it may involve PALM scheme information, we will tell the Department of Employment and Workplace Relations in writing by the next business day. If the breach is likely to cause serious harm, we will tell the people affected and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

How long we keep information

We aim to keep information only as long as we need it or the law requires. The main periods are in each part above. Some records, such as visitor records and suggestions, do not have an end date yet. We will add them here when we set them.

Decisions about you

Hive does not make decisions about you on its own, but it helps with one. When you tap Start work or Finish work, or Hive starts your day for you because you turned on automatic Start work, it uses your phone’s location and the time to record your start or finish and mark it “on site” or “off site”. This goes on your timesheet, and a person always checks it and decides whether to approve your hours.

Our employment form will not send unless Working Holiday Makers confirm they have their own transport and can work the whole season. A person reads every application we receive, and people in our team decide who we hire.

Seeing and correcting your information

You can ask to see the personal information we hold about you, and ask us to correct it or delete it. It is free to ask. We may need to check who you are first, and if the law requires us to keep something we will tell you. We will reply within 30 days.

Complaints

If you are unhappy with how we have handled your information, please contact us first. We will look into it and reply in writing within 30 days. If you are not satisfied with our reply, you can complain to the OAIC at oaic.gov.au. The Australian Information Commissioner can investigate privacy complaints and can award compensation.

Links to other websites

Our website links to other organisations’ websites, such as news outlets and industry bodies. We are not responsible for their privacy practices, so please read their policies.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed. If a change affects how we handle your information in Hive, we will let you know.

Contact us

For privacy questions, requests or complaints:

• Email: info@ceresfarm.com.au
• Phone: +61 (8) 9168 1613
• Post: PO Box 1088, Kununurra WA 6743

See also our Terms of Service.