VenueScan Pty Ltd (“VenueScan”, “we”, “us” or “our”) provides sign-in terminals, ID scanners and software that venues use to manage patron entry. This Privacy Policy explains how we collect, use, store and protect personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth).
We handle different information depending on who you are. Choose the section that applies to you:
The sections from How we protect your information onwards apply to everyone.
VenueScan stores and processes information on behalf of venues to help them meet their regulatory and operational requirements. The venue's own privacy policy explains how it handles your information.
Depending on the venue and how you use our products, this may include your:
VenueScan never collects or stores raw images of your ID. Some venues choose not to collect optional information, such as your date of birth or the portrait from your ID. We enforce strict retention periods for information that is not required by law. For more information, see our data collection reference.
Venues can use VenueScan to store lists of banned, flagged and self-excluded patrons, so their staff and scanners can act on them at the door. A venue may add people to these lists who have never used VenueScan. Each record can include a name, date of birth, start and end dates, the type of self-exclusion, and the venue's reason for a ban or flag.
When you sign in or are scanned, your name and date of birth are checked against the venue's lists. A match can show a warning or refuse entry, and venue staff always make the final decision. Each venue's lists belong to that venue and are never shared with other venues.
Bans, flags and self-exclusions are deleted 1 year after they expire. Bans and flags with no end date are kept until the venue removes them.
We store patron records securely in Australia and delete them automatically at the end of their retention period. We do not use, sell or disclose patron information for our own purposes. Our systems are restricted so that our staff cannot access patron records. When we provide support, we see only technical information such as device status and error logs.
This section covers personal information about our venue customers and the staff who use the VenueScan dashboard.
Providing and supporting VenueScan, keeping accounts secure, billing and tax invoices, and contacting you about your account, service changes and outages. We may also tell you about new products and services we offer. You can opt out of these at any time by using the unsubscribe link in the email or contacting us.
We use analytics tools, including Google Analytics and Microsoft Clarity, to understand how people use our website and improve it. These tools use cookies and collect information about your device, browser, approximate location and how you interact with the site. This information is processed by Google and Microsoft in the United States.
When you contact us through our website, we collect your name, email address, venue name and anything else you tell us in your enquiry.
We use this to respond to your enquiry and, if your venue becomes a customer, to set up and manage your account. We may also link your enquiry to your website activity to help us understand what you were interested in.
When you apply for a role, we collect the information you send us, such as your CV and contact details, and information we gather during the recruitment process, such as interview notes and feedback from your referees.
We use this to assess your application and to contact you about the role. We keep it for as long as we need it for recruitment, and you can ask us to delete it at any time.
We collect the business contact details of people at the companies we work with, such as integration partners and suppliers. This includes names, work email addresses, phone numbers, job titles, and our communications with them. We use this to manage our business relationship, such as building and supporting integrations, placing orders and keeping in touch.
We store information securely and restrict access to it. See our Security page for details.
Patron records and venue data are stored in Sydney, Australia.
Some other information, such as dashboard sign-in, billing, emails and website analytics, is handled by service providers in the United States and Europe. See our sub-processors list for every provider that handles patron data, and where they are located.
You can ask to access or correct the personal information we hold about you. We may need to verify your identity first. If you are a patron, your records belong to the venue, so please contact the venue directly. If you contact us instead, we will pass your request to the venue and help them respond.
If you have a complaint about how we have handled your personal information, contact us using the details below. We will acknowledge your complaint and aim to respond within 30 days.
If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au or by calling 1300 363 992.
We may update this Privacy Policy from time to time. The current version will always be available on our website.
If you have any questions, concerns or complaints about this Privacy Policy or our handling of your personal information, please contact us at privacy@venuescan.com.au.