Effective Date: January 1st, 2025
Expotools Rental Inc. and its affiliates (“Expotools,” “we,” “us,” or “our”)
We provide badge printing, registration, attendee networking, session attendance scanning, lead retrieval, access control, and related services to trade-show organizers, as well as order-fulfillment services directly to exhibitors and other attendees. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our services.
Expotools acts in two distinct capacities:
As data controller: When we collect and process personal information directly from exhibitors or other customers for order fulfillment, account creation, payment processing, and our own business purposes.
As data processor / service provider: When we process attendee registration data, badge information, scan/attendance records, lead-retrieval data, and related information on behalf of event organizers (the data controllers). In these cases, the organizer’s own privacy policy and terms govern the primary collection and use of the data. Our processing is strictly limited to the organizer’s documented instructions under our Data Processing Agreement with them.
If you are an attendee whose data was provided by an organizer, please contact the event organizer directly to exercise your rights or for questions about how your personal information is used. This Policy applies to Expotools’ own processing activities in both roles.
Our goal is to provide clear information so you understand our practices and can make informed choices. If you have any questions, please contact us at privacy@expotools.biz.
We collect information in two main ways: (1) directly from you or your device when you use our services or create an Expotools Account, and (2) from or on behalf of event organizers or from the services themselves.
Categories of information include:
For attendee data processed on behalf of organizers, we collect only what the organizer instructs us to collect and process.
We use the information we collect to provide, maintain, protect, and improve our services and the events themselves. Specific uses include:
Legal bases for processing (where applicable under GDPR or equivalent laws):
When acting as processor, our legal basis is the organizer’s instructions and our contract with them.
Many of our services (particularly lead retrieval) allow you to share information with others. When you scan your badge or otherwise consent at an exhibitor booth, we share your contact and attendance information with that exhibitor.
We do not sell personal information in the traditional sense. We share personal information only in the following circumstances:
We may combine information from different sources but will not associate a cookie or anonymous identifier with sensitive categories (e.g., race, religion, health) without consent.
Expotools operates globally and may process or store personal information on servers located outside the country where you live, including in the United States. When we transfer personal data from the EEA, UK, or other jurisdictions that require adequate safeguards, we rely on appropriate transfer mechanisms such as the EU Standard Contractual Clauses, the EU-US Data Privacy Framework (where certified), or other legally recognized safeguards.
Transparency and choice: You may review, update, or request deletion of certain information associated with your Expotools Account. Contact us at privacy@expotools.biz.
Data subject rights (to the extent applicable under GDPR, CCPA, or similar laws):
When we act as processor, we will direct you to the organizer (controller) for most rights exercises, but we will assist the organizer as required.
We will respond to verified requests within the timeframes required by law (generally 30 days, extendable where permitted). We may not be able to fulfill every request if it would impair our ability to provide services or comply with legal obligations.
We only send marketing or promotional emails to attendees when specifically instructed to do so by the event organizer (the data controller). Every such email includes a prominent unsubscribe link that allows you to opt out of future marketing emails from Expotools for that event with a single click.
Once you unsubscribe, we will honor your request promptly (normally within 10 business days) and will not send you further marketing communications. Note that this opt-out does not apply to transactional or service-related emails (e.g., order confirmations, event updates required for the services we provide).
We use cookies, pixel tags, and similar technologies to operate our services, analyze usage, and improve your experience. You can manage cookie preferences through your browser settings; however, disabling certain cookies may prevent you from using some features. Where required by law, we obtain consent for non-essential cookies.
We retain personal information only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, or resolve disputes. Data that is no longer required for normal financial, tax, or normal business record keeping is queued for deletion after 18 months, unless the event organizer (when acting as controller) requests a different retention period. Upon request, we will delete or, at our option, anonymize, data earlier where legally permitted.
We use reasonable administrative, technical, and physical safeguards, including encryption (SSL/TLS), to protect personal information. No system is completely secure; we cannot guarantee absolute security. We require our vendors and employees to maintain confidentiality.
Our services are not directed to children under the age of 13 (or 16 where applicable under local law). We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete it.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the new policy with an updated effective date and, where appropriate, by email or other prominent notice. Your continued use of our services after changes constitutes acceptance of the updated policy.
For any privacy questions, requests, or complaints, please contact us at: privacy@expotools.biz
We will review and respond to formal complaints and work with appropriate regulatory authorities (including data protection authorities) as needed.
This Privacy Policy applies to all services offered by Expotools Inc. and its affiliates, except where separate privacy policies are provided for specific services that do not incorporate this Policy.