Privacy Policy

Seata is operated by Associated Advertising & Promotions Pty Ltd T/as AA&P Events & PR(ABN 13 085 798 750) (AA&P, We, Us). This statement explains how Seata handles personal information. It supplements, and should be read together with, the full AA&P Privacy Policy.

Our commitment

We are committed to complying with the Privacy Act 1988 (Cth) (the Act) and the Australian Privacy Principles (APPs), including the changes introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth). While AA&P has historically qualified as a small business under the Act, We have elected to comply with the Act and the APPs as a matter of good practice.

What Seata does

Seata helps guests at conferences and events find their allocated table. An event organiser uploads a seating list and floor plan; guests then search for their own name at a private lookup page to see their table.

What personal information does Seata hold?

For each event, Seata holds the seating information provided by the event organiser. This is typically each guest's first name, last name, table number and, where the organiser chooses to include them, organisation and the name of the person they are attending with. Seata does not collect payment details or government identifiers, and guests are never required to create an account.

When a guest searches for their table, Seata records the number of times each guest's table has been displayed, so the event organiser can see how the service was used. Event organisers may also upload an event banner image, which is displayed to guests.

Event organiser accounts

Event organisers may create a Seata account to manage their events in one place. For an account holder We hold their email address and a securely hashed password (We never store the password itself), and We send single-use codes by email for two-factor sign-in. An organiser may invite colleagues to help manage an event; to do this We hold the invited email addresses and the record of who has access.

If an organiser chooses to connect their own EventsAir account, We store the API credentials they provide so seating can be imported from EventsAir at their direction. The secret part of those credentials is encrypted before it is stored, is never displayed again, and is used only to read that organiser's own seating and table allocations from EventsAir. Seata only ever reads from EventsAir; it never changes anything there.

For the guest seating information in an event, the event organiser decides what is collected and why, and AA&P handles it on the organiser's behalf to provide the lookup service. Each organiser's events, seating and EventsAir connection are kept separate from those of other organisers.

How is it collected?

Seating information is provided to Us by the event organiser, who is responsible for having collected it appropriately from their guests (for example through event registration). Guests provide their name directly when they search for their table.

How do We use it?

Personal information in Seata is used only to operate the table lookup service for the relevant event: matching a guest's search to their seating allocation, displaying their table on the floor plan, and reporting usage to the event organiser. We do not use Seata data for marketing, and We will never sell personal information.

Who can see it?

A guest searching the lookup page sees only their own name and table. The lookup never displays the full guest list, and searching requires the event's private link. The event organiser, and any colleague they have granted access to that event, can access the event's seating list and usage report. AA&P staff may access event data where needed to support the service.

Where is it stored?

Seata data is stored in a cloud database located in Australia (Sydney region) with Our hosting and infrastructure providers. Uploaded images (floor plans and banners) are stored with Our cloud file storage provider and are re-encoded on upload so that hidden photo metadata (such as location data) is removed. Emails sent by Seata (for example, sign-in codes, or when an organiser asks for their event details) are delivered through Our email service provider. Where an organiser connects EventsAir, seating is retrieved from EventsAir at that organiser's direction. These providers may have limited access to information where needed to provide their services, and We take reasonable steps to ensure they protect it.

Cookies

Seata uses a small number of functional cookies only: a sign-in cookie so event organisers stay signed in to manage their event, and a short-lived cookie on the lookup page used to protect the service from misuse. Seata does not use advertising or tracking cookies, and does not use cookies to identify guests.

Security

Seata is served over HTTPS. Each event's lookup page and management access are protected by private, unguessable links, and searches are rate limited. Administrative actions on each event are logged. No security system is 100% secure and We cannot guarantee that unauthorised access will never occur; if a data breach occurs We will comply with the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

Retention and deletion

Seating information is held for the duration of the event it relates to. Event organisers can permanently delete an event and all of its data (seating list, floor plan, banner and usage report) at any time through the management page, and We encourage them to do so once the event has concluded. Account holders can also delete their Seata account at any time from their account page, which removes their sign-in details and any stored EventsAir connection.

Access, correction and deletion requests

You may request access to, correction of, or deletion of personal information We hold about you. Guests should first contact their event organiser, who controls the seating list for their event. You can also contact Us directly using the details below. We will acknowledge requests within 14 days and respond within 30 days, and We will not charge a fee. The circumstances in which access may be declined, and your rights under the GDPR where it applies, are set out in the full AA&P Privacy Policy.

Contacting Us and complaints

For any privacy enquiry, request or complaint, contact: The Privacy and Data Protection Officer, AA&P, GPO Box 4475, Darwin NT 0801, or by email at natalie@associatedadvertising.com.au. Complaints must be made in writing. If you are not satisfied with Our response, you may refer your complaint to the Office of the Australian Information Commissioner at oaic.gov.au or by calling 1300 363 992.

Last updated: August 2026