Privacy Policy

Grove builds software that helps managers develop leadership habits and helps HR teams measure employee engagement. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have over your data.

Please read this policy carefully. By using any Grove product, including the Company Engagement Survey, the Grove mobile app, or the Grove web platform, you agree to the practices described here.

1. Who This Policy Covers

This policy applies to three types of people who interact with Grove:

Employees who complete a Company Engagement Survey via a web link. No account is required. We do not ask for your name or email address as part of the survey.

Managers who create an account in the Grove mobile app to complete daily coaching tasks, track team engagement, and earn rewards.

HR Administrators who create a Company Engagement Survey on behalf of their organization and receive an admin token to access aggregated results.

2. What Information We Collect

Company Engagement Survey (No-Login Flow)

When an employee completes a Company Engagement Survey:

We collect survey responses in the form of Likert scale ratings (1 to 5) across a set of engagement questions.
We do not collect your name, email address, or any other identifying information as part of the standard survey flow.
If you voluntarily type text into an open-response field, that text is stored as part of your submission.
We collect the approximate time of submission and a generic session identifier to prevent duplicate submissions. This identifier is not tied to your identity.

When an HR administrator creates a survey:

We collect the administrator's name, work email address, company name, and optionally company size and industry.
We generate a unique survey code for employee distribution and a separate admin token for accessing results. The admin token functions as a credential and should be kept private.

Grove Mobile App (Managers and Employees)

When you create an account in the Grove mobile app, we collect:

Your name and email address.
A hashed version of your password. We never store your password in plain text.
Your streak history and task completion records.
Your garden state, including virtual items you have earned or purchased.
Your points balance and reward history.

Usage Data

We collect lightweight analytics on how people use Grove, including which pages or screens are viewed, which features are used, and when actions occur. We built our own lightweight analytics system. We do not use Google Analytics or any other third-party analytics tracker.

Payments

If you or your organization pays for a Grove subscription, payment is processed by Stripe. Grove never receives or stores your raw credit card number, card verification code, or full bank account details. Stripe's privacy policy governs how your payment information is handled. We retain a record of the transaction amount, date, and Stripe customer identifier for billing and support purposes.

3. How We Use Your Information

We use the information we collect to:

Provide and operate the Grove platform, including surfacing aggregated engagement data to HR administrators and managers.
Deliver coaching tasks, compute streak bonuses, and manage reward balances in the mobile app.
Authenticate your account and keep your session secure.
Send transactional emails, such as survey result notifications or account-related messages. We do not send marketing email without your consent.
Improve the product using aggregated, anonymized usage patterns.
Respond to support requests and troubleshoot issues.
Comply with applicable law.

We do not use your data for advertising. We do not build advertising profiles. We do not sell your data to anyone.

4. Survey Anonymization and the 5-Response Threshold

The anonymization of employee survey responses is a core design principle of Grove, not an afterthought.

Individual survey responses are never disclosed to employers, managers, HR administrators, or anyone else. All results are aggregated before being surfaced. Scores are computed at the team or organization level only.

Grove enforces a minimum threshold of five responses before any data is shown. If fewer than five employees have responded to a survey or to a particular segment, no results are displayed for that group. This threshold exists to prevent individual responses from being inferred, even indirectly.

Even after results are surfaced, the underlying response-level data is never accessible to HR administrators or managers through any product interface. Grove personnel with database access can access raw data for debugging and support purposes, subject to internal access controls described in Section 8.

5. How We Share Your Information

We share your information only in the following circumstances:

Fly.io (Hosting): All Grove data is stored in a PostgreSQL database hosted on Fly.io in the United States. Fly.io processes data on our behalf as a data processor and is subject to appropriate data processing terms.

Stripe (Payments): Payment transactions are processed by Stripe. We share only what Stripe needs to complete a transaction, such as billing email and transaction amount.

Legal Requirements: We may disclose information if required to do so by law, regulation, court order, or valid legal process, or if we believe in good faith that disclosure is necessary to protect the safety of any person or to prevent fraud or abuse of Grove or its users.

Business Transfers: If Grove is acquired or undergoes a similar transaction, your information may be transferred as part of that transaction. We will notify affected users before that transfer occurs and before your information becomes subject to a different privacy policy.

We do not share your information with advertisers, data brokers, or any other third parties for commercial purposes.

6. Data Retention

Survey responses from the Company Engagement Survey are retained for as long as the associated survey is active and for a reasonable period afterward to allow HR administrators to access historical results. If an HR administrator requests deletion, we will delete the aggregated results and underlying anonymized responses within 30 days.

App account data is retained for as long as your account is active. If you request account deletion, we will delete your personal information within 30 days, except where we are required to retain certain records for legal or financial compliance purposes.

Usage analytics are retained in aggregated form and are not tied to individual accounts after 90 days.

7. Your Rights

All Users

You may contact us at hello@groveleaders.com to request a copy of the personal information we hold about you, request correction of inaccurate information, request deletion of your personal information, or ask questions about how your data is used. We will respond to all requests within 30 days.

California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect about you and how it is used and shared, request deletion of your personal information, and not be discriminated against for exercising any of these rights. Grove does not sell personal information. To exercise your California privacy rights, contact us at hello@groveleaders.com with the subject line "California Privacy Request."

Users in the European Union and EEA (GDPR)

Grove is based in the United States. If you are located in the European Union, European Economic Area, or United Kingdom, your personal data is transferred to and processed in the United States. We process your data on the following legal bases:

Contract performance: When you create an account or your employer deploys Grove, we process your data to deliver the services you or your organization have requested.
Legitimate interests: We process lightweight usage analytics to maintain, improve, and secure the platform.
Legal obligation: Where we are required to retain records for compliance purposes.

You have the right to access, correct, restrict, port, or erase your personal data, and to object to processing based on legitimate interests. To exercise any of these rights, contact us at hello@groveleaders.com. If you believe your rights have not been respected, you have the right to lodge a complaint with your local data protection authority.

Note on employee survey users in the EU: Because no identifying information is collected from employees who complete the Company Engagement Survey, and because responses are anonymized before aggregation, it may not be possible to identify and retrieve or delete a specific individual's survey response. If you have a question about your data rights, please contact us and we will assist to the extent possible.

8. Security

We take reasonable measures to protect your information:

All data transmitted between your browser or app and Grove servers is encrypted using TLS (transport layer security).
Passwords are hashed using a modern, slow hashing algorithm before storage. We never store passwords in plain text.
Data is hosted on Fly.io in the United States, which provides physical and infrastructure-level security controls.
Access to production data is limited to Grove personnel who need it for support, debugging, or operations purposes.
The admin token issued to HR administrators is the primary credential for accessing survey results. It should be treated like a password.

No security system is perfect. We cannot guarantee that unauthorized access, data breaches, or failures will never occur. If we become aware of a breach that affects your personal information, we will notify affected users in accordance with applicable law.

9. Cookies and Tracking

Grove uses session cookies to keep you logged in while you use the app. These cookies expire when you close your session or log out.

We do not use advertising cookies. We do not use cross-site tracking cookies. We do not integrate with Facebook Pixel, Google Tag Manager, or similar advertising or behavioral tracking technologies. Our lightweight internal analytics system does not use persistent tracking cookies.

10. Children

Grove is intended for use by working adults in professional settings. We do not knowingly collect personal information from anyone under the age of 13. If we learn that we have inadvertently collected information from a child under 13, we will delete it promptly. If you believe a child has submitted information to Grove, please contact us at hello@groveleaders.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify users by email or in-app notice. Continued use of Grove after a policy update constitutes your acceptance of the revised terms.

12. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us:

Grove
Email: hello@groveleaders.com

We aim to respond to all privacy-related inquiries within 5 business days.