Privacy Policy

Last updated: June 2026

Event-Crew Australia ("we", "us", "our") operates registration.expert. This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and your rights in relation to it. We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Information We Collect

We collect information in three ways:

Information you provide directly

  • Account details: name, email address, affiliation, and password.
  • Conference data: conference name, dates, tracks, session schedules, and branding assets you upload.
  • Paper submissions: title, abstract, author list (names, emails, affiliations), and uploaded PDF files.
  • Registration data: ticket purchases, dietary requirements, and payment information (processed by Stripe — we do not store card numbers).
  • Review content: scores, written reviews, and conflict-of-interest declarations.
  • Support communications: emails or messages you send us.

Information collected automatically

  • Server logs: IP address, browser type, pages visited, and timestamps.
  • Analytics: aggregated usage data collected via Umami, a privacy-respecting analytics tool that does not use cookies or fingerprint individual users.

Information from third parties

  • OAuth sign-in: if you sign in with Google, LinkedIn, or ORCID, we receive your name, email address, and profile identifier from that provider.
  • Payment processing: Stripe provides us with transaction status and a masked card summary. We do not receive or store full card details.

2. How We Use Your Information

  • To create and manage your account and conference tenants.
  • To process paper submissions, reviewer assignments, and peer review workflows.
  • To collect and remit conference registration fees via Stripe.
  • To send transactional emails: account verification, submission confirmations, review invitations, decisions, and payment receipts.
  • To generate badges, certificates, and proceedings documents.
  • To monitor service health, investigate security incidents, and prevent abuse.
  • To comply with legal obligations.

We do not sell your personal information. We do not use your data for behavioural advertising.

3. How We Share Your Information

We share data only with the sub-processors necessary to operate the Service:

  • Neon — managed PostgreSQL database hosting (data stored in AWS ap-southeast-2).
  • Cloudflare R2 — object storage for uploaded PDFs and assets.
  • Stripe — payment processing. Governed by Stripe's Privacy Policy.
  • Resend — transactional email delivery.
  • Umami — cookieless, self-hosted analytics for marketing pages only.

Conference Organisers can see registration data, submission content, and review scores for their own conference. Reviewers can see the papers assigned to them but not other reviewers' identities in double-blind mode. Attendees see only their own registration details.

We may disclose information if required by law, court order, or to protect the rights and safety of users or the public.

4. Data Retention

  • Active account data is retained for as long as your account exists.
  • On account deletion, conference data is retained for 90 days to allow export, then permanently deleted.
  • Paper PDFs in object storage are deleted immediately on withdrawal or account deletion.
  • Server logs are retained for 30 days.
  • Financial records (invoices, transaction logs) are retained for 7 years as required by Australian tax law.

5. Security

We use industry-standard measures to protect your data: TLS encryption in transit, encrypted storage at rest, role-based access controls, and regular security reviews. No system is perfectly secure; if you discover a vulnerability please report it to security@registration.expert.

6. Cookies

We use a single session cookie to keep you signed in. We do not use tracking or advertising cookies. Our analytics tool (Umami) is cookieless.

7. Your Rights

Under the Australian Privacy Principles you have the right to:

  • Access — request a copy of the personal information we hold about you.
  • Correction — ask us to correct inaccurate or incomplete information.
  • Deletion — request deletion of your account and associated personal data (subject to legal retention requirements).
  • Portability — export your conference data in CSV or PDF format from within the platform.
  • Complaints — lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you believe we have mishandled your data.

To exercise any of these rights, email us at privacy@registration.expert. We will respond within 30 days.

8. International Transfers

Your data is stored in Australia (AWS ap-southeast-2 via Neon and Cloudflare). Transactional emails are processed by Resend, which may route through servers in the United States. We ensure any international transfers comply with Australian Privacy Principle 8.

9. Children

The Service is not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has created an account, contact us and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or in-app notice at least 14 days before the change takes effect.

11. Contact

Privacy questions or requests: privacy@registration.expert
Event-Crew Australia
New South Wales, Australia