1. Introduction
Welcome to Scan (“we”, “us”, “our”). Scan is an event registration and exhibitor scanning platform used at trade shows and conferences. This Privacy Policy explains how we collect, use, store, and share personal information when you register for an event, use the Scan mobile application, or visit our website.
2. Who this policy applies to
- Event attendees who register and receive a unique UUID (often shown as a QR code).
- Company / exhibitor staff who log into the mobile app to scan attendee UUIDs.
- Administrators who manage companies, registrations, and scanned leads through the admin dashboard.
3. Information we collect
Depending on how you use Scan, we may collect:
- Identity and contact details: name, email, phone number.
- Professional details: position, job title / company name, sector, country, city, and optional message.
- Gender or similar demographic fields when provided during registration.
- A unique attendee identifier (UUID) used for QR scanning.
- Year of registration for the relevant event season.
- Company staff account details: name, phone number, and login credentials (passwords are stored hashed).
- Scan activity: which company scanned an attendee, which staff member performed the scan, optional note, and timestamp.
- Technical data such as IP address and basic server logs when you use our APIs or website.
4. How we use your information
- To create and manage event registrations.
- To allow authorized exhibitor companies to scan attendee UUIDs and save visitor profiles to their company list.
- To show each company only the attendees it has scanned.
- To let administrators oversee registrations, companies, and scan activity.
- To export scanned attendee lists (for example Excel) for legitimate event follow-up by the scanning company.
- To operate, secure, and improve the Scan platform.
5. Sharing of information
When an exhibitor staff member scans your UUID, your registration profile is linked to that company so they can contact you about products or services related to the event. We do not sell attendee lists to the public. Data may be shared with:
- The exhibitor company that scanned your UUID.
- Event organizers and platform administrators.
- Service providers who host or support the platform (under confidentiality obligations).
- Authorities when required by applicable law.
6. Data retention
Registration and scan records are retained for the duration of the related event programs and for a reasonable period afterward for analytics, support, and legitimate business records, unless a longer period is required by law or the event organizer.
7. Security
We use access controls (including authenticated company and admin accounts), hashed passwords, and server-side protections. No method of transmission or storage is 100% secure; please protect your login credentials.
8. Your choices and rights
Subject to applicable law, you may request access, correction, or deletion of your personal data by contacting the event organizer or us using the contact details on this website. Company staff may request account changes through their administrator.
9. Children’s privacy
Scan is intended for professional event use. We do not knowingly collect personal information from children under 16.
10. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date on this page will reflect the latest revision. Continued use of Scan after changes means you accept the updated policy.
11. Contact
For privacy questions, contact us using the email or phone published on the Scan website or provided by the event organizer.