Effective from date: 1 September 2024

1. Introduction

Welcome to The Badge Scanner, a lead capture and retrieval application intended for use by exhibitors and sponsors at events, owned by Conference Badges Ltd, operating from 10 Ashway Centre, Kingston, Surrey, KT2 6HH, in the United Kingdom (‘The Company’ / ‘We’ / ‘Us’). You can contact our Data Controller by email at enquiry@badge-scanner.com or by writing to The Data Controller at the address above.

Your privacy is of utmost importance to us. This Privacy Policy outlines the type of information we collect via the app, how we use it, and the measures we take to protect your data.

2. What information do we collect?

When you use The Badge Scanner, we may collect the following information via the app:

• Your name and email address, which may be stored on your device.
• Login activity, which may be stored on the Company’s servers for the purposes of reporting, monitoring, analysing use of the app and resolving queries.
• Photos and audio recordings made using and within The Badge Scanner app.

The Badge Scanner does not use photos or audio recordings made using other apps on your device.

The app does not record or transmit your location data.

3. Data Usage

We use the data the app collects:

• To allow users to access the application and website.
• To allow reporting, monitoring and resolving of queries.
• To store a copy of any data captured by the user when using the app for the purpose of reporting the lead data that the user has captured.
• To understand how the app is used in order to help its future development.

The Company has a legitimate interest in using your data in these ways to deliver and develop the functionality of the app.

4. How long we keep your information

We may store your basic information such as name and email address and the events you have been involved with until you ask us to delete them.

We may delete the lead capture information you capture using The Badge Scanner no less than 14 days after the event at which it was captured has taken place. However, we may retain this data for a longer period to allow exhibitors or the organiser to continue to access reports and analyse how the app is used, to help its further development and improve future services.

5. Third-Party Access for Technical Delivery

To ensure the smooth operation, development, and problem resolution of The Badge Scanner app and website, certain third parties involved in the technical delivery of the app or the events at which it is employed, such as application developers, may have access to the data. These third parties are bound by strict confidentiality agreements and are only granted access to the data for the specific purpose of assisting with the technical aspects of the app and website.

6. Data Sharing

We may share your name, email address and company name with:

• Your Company Administrator. This is the main contact within your organisation who we have been informed by the Event Organiser is managing your organisation’s involvement at the event.
• The Event Organiser or their agents. The Event Organiser is the person, people or organisations responsible for organising the event at which you are using the app.
• The app developers.
• Parties employed by The Event Organiser for data processing for the event, such as web hosting, cloud storage service or email service providers who require some or all of the data to be transmitted via their servers in order to perform their function.

These parties shall only use this data for the purposes of aiding the success of the exhibitor in using the app, such as resolving issues, assisting with metrics to measure how successful the event has been for lead capture, and understanding how the app is used to aid its future development. They may not use them for any other purpose including marketing purposes.

7. Data Protection

We are committed to ensuring the security of your data. We have implemented robust security measures to prevent unauthorised access, alteration, or disclosure of your data.

Data from this app is transmitted in encrypted form to our server.

8. GDPR Compliance

We are committed to ensuring that your privacy is protected and that your personal data is handled in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679.

Data Storage and Transfers: Your personal data is stored securely within the UK or EU geographic area, and we take appropriate measures to ensure that your data remains protected at all times. Data is only transferred outside of this area when shared with Event Organisers or exhibitors who are collecting data via The Badge Scanner for the purposes of the event.

Your Rights: Under the GDPR, you have the right to access, correct, or delete your personal data. You also have the right to restrict the processing of your data or object to its use in certain situations. If you wish to exercise any of these rights, please contact us using the details provided below.

Data Protection Officer: If you have any concerns or queries about how your data is being processed or handled, please reach out to our Data Protection Officer at enquiry@badge-scanner.com. We will respond promptly to any inquiries and take appropriate action as required by law.

Data Retention: We will only retain your personal data for as long as necessary to fulfill the purposes for which it was collected or as required by law. Upon the conclusion of an event, or upon your request, we will delete or anonymize your data in accordance with our data retention policy.

9. Third-Party Disclosure

The Company will not sell user data to third parties.

10. User Rights

You have the right to access, modify, or delete your personal data at any time. If you wish to exercise these rights, please contact us directly.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at enquiry@badge-scanner.com