How your information is handled

Information the portal collects

• Team advisor and youth member contact information provided during registration.
• The team advisor's required police check report and receipt submitted securely in Cycle 1. GRFS provides the volunteer letter and sponsors the police check cost.
• Program form answers, project plans, progress records, cycle questions and cycle submissions.
• Administrative review decisions, private replies, announcements and account access information.

Why GRFS uses this information

• To review registrations and confirm program eligibility.
• To deliver the program, support teams and track required milestones.
• To review cycle work, provide feedback and recognize societal impact.
• To support participant safeguarding and protect the security and integrity of the portal.

Who can access it

Authorized GRFS administrators can access program records needed to operate and review the program. Participating teams can access their own workspace. GRFS does not make team portal submissions public through this website.

Youth information and consent

Teams and team advisors must provide accurate information and complete the required waiver and consent process. Every participant must complete the mandatory photo and video consent checkbox before the team can continue.

Retention and questions

Program records are retained only as long as reasonably needed for program administration, reporting, safeguarding and legal obligations. Contact GRFS Program Support to ask about access, correction or privacy concerns.