Who we are and what this covers
AdmitMe is run by Artefact Group Pty Ltd (ACN 661 296 715), an Australian company based in Brisbane. In this policy “we” means Artefact Group operating AdmitMe. We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
This policy covers admitme.io, your AdmitMe account at account.admitme.io, the ticketing and organiser console at go.admitme.io and organisers’ shop pages on admitme.io addresses, and the Scan and Verify apps used at the gate.
Our role depends on whose information it is:
- Organisers and visitors to our sites. For organisers who use AdmitMe, and for people who visit our sites or contact us, we decide how the information is handled.
- People at an organiser’s event. For ticket holders, exhibitors, contractors, staff and other people at an event, the organiser decides what to collect and how it is used. We hold and process that information for the organiser. If you have a question about an event, ask the organiser first; we will help them answer.
Information you give us
- Your account. Your name, email address and organisation name when you start a trial, how you sign in (an email link, Google or a password), the team members you invite, the details you add during setup, and help or upgrade requests you send from your account.
- Contact and support forms. Your name, email address, organisation and message. The forms on this site are sent to our team by email through Artefact Group’s mail service.
- Signing up. To keep automated sign-ups out we run a Cloudflare Turnstile check and count sign-ups per connection and per email address. For that count we keep only a one-way hash of the address, never the address itself.
- Payments. Card and bank details go straight to Stripe, our payment processor. AdmitMe never sees or stores a card number. We keep your plan, subscription status and invoices.
Tickets and event information
When you buy or are issued a ticket, the event’s ticketing collects your name and email address, and anything else the organiser asks for, such as a phone number, a business name, a stand number, an ABN or a vehicle registration. The organiser chooses these questions. We also record check-ins at the gate. This information is kept on our servers in Sydney.
Licences, compliance documents and plate photos
Some events ask you to provide proof, and some organisers switch on extra checks.
- Licences and cards. For example a driver licence, white card, first aid certificate, working with children check or trade licence, photographed or uploaded against your ticket.
- Business documents. For exhibitors, suppliers and stallholders: public liability insurance, certificates of currency, food licences and vehicle registrations.
- Vehicle plates. At a gate that checks vehicles, a supervisor photographs a vehicle’s number plate to check it against the registration given on the ticket. Supervisors are told to photograph the plate, not the people in the vehicle.
These files are kept in private storage in Sydney. Every upload and download goes through a link that works once for a short time (15 minutes to upload, 10 minutes to download). They can be seen by the person who provided them and by the organiser’s team, including the supervisors the organiser authorises. They are never published.
Reading documents with AI. Where the organiser uses it, the image of a document or plate is sent to Anthropic’s Claude AI model, which reads the printed details: the name, number, expiry date and issuer, and for business documents the insurer, policy number, cover amount and insured party. For a plate it reads the plate number and state. The result is saved with the document so a person can check it, and anything expired is flagged. Our monitoring of that service records how it ran, not the plate. Anthropic processes this under its commercial terms, which do not allow it to train its models on what we send.
A plate check records the plate, the result and how many tickets matched it, not the names on those tickets.
On-site checks on your phone
Some events, often construction sites and inductions, ask you to sign in on your own phone with a selfie, a check for safety gear (a hard hat, hi-vis or safety glasses) or a location check.
- Your selfie and face print stay on your phone. The face match and the safety gear check run on the phone itself. Neither the selfie nor the face print is sent to us.
- The models that do this are downloaded to your phone from a public content network (jsDelivr).
- Your location is used only if the event uses a location check. It is sent with the sign-in so the distance from the site can be checked again on our side.
- The results (passed or not, and the distance) are recorded against your sign-in. If the event also asks for a licence, that photo is uploaded and handled as described above.
Emails and text messages
We send account, ticket and service emails through Mailjet. Organisers can switch on a text message and email when you check in: texts are sent through Twilio, and those emails and our form messages through Resend, by way of Artefact Group’s mail service.
Cookies and website analytics
We use PostHog, run on our own servers in Sydney, to understand how our sites are used and to fix problems. It records page views, clicks and form submissions (not what you type), errors and session replays. In replays every form field is hidden and email addresses and phone numbers are blanked out. Ticket QR codes, on-site selfies and document images are never recorded, and ticket and order numbers are removed from page addresses before anything is sent. When an organiser is signed in to the organiser console, their sessions are linked to their name and email address.
We also use Google Analytics, which receives page views and named actions but never your name, what a button said or a ticket number. A cookie and your browser’s local storage keep one visitor id across AdmitMe’s sites, so a visit from this site into a shop or your account counts as one visit. We do not use advertising pixels. You can block or clear cookies in your browser.
How we use information
- to run your account, your events, ticketing and check-in;
- to check licences, documents and plates when an organiser uses those checks;
- to bill for plans and add-ons, and to answer support and upgrade requests;
- to keep the service secure and stop abuse; and
- to understand how the product is used, so we can improve it.
We do not sell personal information. We do not use ticket holders’ details to market our own products to them.
Who we share it with
The organiser of an event can see the information collected for that event. We also use these service providers to run AdmitMe:
| Provider | What for | Where |
|---|---|---|
| Google (Firebase and Google Cloud) | Sign-in, the account database, the services behind your account, web hosting, Google Analytics | United States, with some services in Sydney |
| DigitalOcean | Ticketing and the organiser console, private file storage, analytics, check-in | Sydney |
| Anthropic | Reading documents and plates | United States |
| Stripe | Payments | United States and elsewhere |
| Mailjet | Account, ticket and service emails | European Union |
| Resend | Form messages and check-in emails | United States |
| Twilio | Check-in text messages | United States |
| Cloudflare | The sign-up security check and network protection | Global |
| jsDelivr | Model files for on-device checks | Global |
We may also disclose information where the law requires it.
Information sent overseas
As the table shows, some information is stored or processed outside Australia, mainly in the United States and the European Union. Your account database is held in the United States. Ticketing, event files and analytics are held in Sydney. We choose providers that protect personal information to a standard comparable to the Australian Privacy Principles.
How long we keep it
- Accounts are kept while your account is open. When a sign-in is deleted, that person’s user record is deleted with it.
- Sign-up requests are deleted automatically after 30 days.
- Licences, documents and plate photos are kept until the organiser deletes them. There is no automatic deletion yet. Ask the organiser, or us, to delete yours.
- Billing records are kept for as long as tax law requires.
- Analytics are kept in our analytics system; ask us if you would like your recordings deleted.
Access, correction and deletion
You can ask for the personal information we hold about you, and ask us to correct it or delete it, using our support form. For an event, the organiser can usually change your details directly, so you can ask them as well. We may ask you to confirm who you are, and we will reply within a reasonable time, usually 30 days.
Children
AdmitMe is used by organisers, not children. Where an event sells tickets for children, a parent, guardian or the organiser provides the details.
Security
Information travels over encrypted connections. Files are in private storage reached only through short-lived links, and only members of an organiser’s team can open an event’s records. The key AdmitMe itself uses to reach an organiser’s ticketing is kept on our servers and never sent to a browser.
Changes to this policy
When this policy changes we update the date at the top. Where a change materially affects how we handle your information, we will tell organisers in their account.
Questions and complaints
For any privacy question, request or complaint, use our support form or contact form. We will look into it and reply. If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.