Privacy Policy

1. Who We Are

ScanDeck LLC is a New York limited liability company. ScanDeck provides event software that helps organizers and exhibitors set up events, import attendee lists, print badges, check people in, scan badges as leads, and export event data.

For privacy questions, contact us at:

• Email: privacy@scandeckapp.com (or info@scandeckapp.com)
• Mailing address: ScanDeck LLC, 418 Broadway STE 11563, Albany, NY 12207

2. Two Kinds of Users

This Service has two types of users with different privacy relationships:

• Organizers and Exhibitors: businesses and individuals who sign up for ScanDeck to run events, manage vendors, or scan leads. We are the data controller for account information.

• Attendees: people whose information is imported by an organizer, entered at check-in, printed on a badge, or captured by an exhibitor using ScanDeck. ScanDeck acts as a data processor on behalf of the organizer or exhibitor for Attendee information; the organizer or exhibitor is the data controller.

If you are an Attendee whose information was imported, checked in, printed, or captured at an event and you have privacy questions or requests, please contact the organizer or exhibitor responsible for that event. ScanDeck will assist them in responding to such requests but cannot independently delete or modify Attendee data without their instruction, except where required by law or necessary to protect the Service.

3. Information We Collect

3.1 Information Exhibitors Provide to Us

When you create an Exhibitor account or use the Service, we collect:

• Account information: name, email address, company name, phone number, billing address. Login is by email magic-link by default; if you choose to set an optional password in Account Settings, we store only a salted hash, never the plaintext value.
• Payment information: paid purchases are processed by Stripe. We receive payment status, billing contact details, card brand, last four digits, postal code, and Stripe identifiers. We do not store full card numbers or card security codes on our servers.
• Event information: event names, dates, locations, pricing tier, activation code status, vendor setup, badge configuration, attendee import settings, and other configuration you set up for an event.
• Communications: messages you send to support, feedback, and any optional surveys you complete.

3.2 Information Exhibitors Capture Using the Service (Attendee Data)

When an Exhibitor uses ScanDeck at an event, the Service may capture or allow the Exhibitor to enter information about Attendees, including:

• Name, job title, employer/organization
• Email address, phone number
• Mailing address
• Registration source data imported from Eventbrite, RegFox exports, or CSV files, including mapped custom fields selected by the organizer
• Photographs of business cards or badges
• QR code, badge token, or ticket code data
• Check-in status, walk-in entries, badge print status, attendee role or type, and badge template fields
• Event schedule rows used for printed badge backs, full-page badge layouts, or inserts
• Notes the Exhibitor takes about the conversation
• Tags, categories, or rankings the Exhibitor assigns

The Exhibitor controls what is captured. ScanDeck stores this data on behalf of the Exhibitor.

3.3 Information Collected Automatically

When you use the Service, we automatically collect:

• Device information: device model, operating system, app version, language, time zone.
• Usage information: features used, pages viewed, session duration, errors encountered.
• Network information: IP address, general geographic location (city/region level) derived from IP.
• Identifiers: advertising identifiers (only with your permission on iOS/Android), session tokens, cookies on the website.
• Device permissions: camera access for QR scanning, local network or Bluetooth access when pairing supported printers, and local storage for offline queues.

3.4 Information From Third Parties

• Stripe: payment status, billing contact details, card brand, last four digits, postal code, checkout session identifiers, and related purchase metadata.
• Eventbrite: if you connect Eventbrite, attendee and event information made available through the Eventbrite integration.
• RegFox and other registration exports: if you import a file, we process the attendee fields contained in that file according to your mapping choices.
• Slack (if you install the optional Slack integration): your Slack workspace and channel identifiers, the bot access token (encrypted at rest with a key held only by ScanDeck), the granted scopes, and the email address of the person who installed the integration. We never request user-level Slack tokens.

3.5 Demo Experience

You can try ScanDeck without signing up at demo.scandeckapp.com. Activity inside the demo, including any names, badges, or notes you enter, is intentionally sandboxed in your browser session and is not written to our database, audit log, or any backup. Demo data disappears when you close the tab.

3.6 ScanDeck Connect (Attendee Networking)

ScanDeck Connect is an optional attendee app that an organizer can enable for an event. The organizer is the data controller and ScanDeck processes the information on their behalf. Attendees take part only after reading an in app notice and agreeing to it; the notice is shown again when it changes.

• What we process: the attendee's name and the registration details the organizer already holds, the fields the attendee chooses to share (such as job title, company, email, phone, LinkedIn, city and state), an optional profile photo, the connections made when two attendees scan each other's badges, private notes and tags, block lists, the verification code sent to the attendee's registration email when they join, and a technical scan log that stores a hashed badge token, the scan result and a hashed IP address.
• Who sees what: an attendee's card is shown only to people they have connected with, and the photo only while that connection is active. The organizer sees totals (people joined, connections made, scan results) and whether a registered attendee has joined; never who connected with whom, and never the card contents. ScanDeck Connect is separate from booth lead scanning, and nothing in it is shared with exhibitors or sponsors.
• Attendee controls: change what is shared, pause, remove a connection, block someone, download connections as a CSV, or delete the profile, all from inside the app. Removing or blocking applies to both sides immediately.
• Retention: when the event closes, attendees with at least one connection receive their connections by email as a CSV. Profiles, connections, photos, blocks and sessions are deleted 30 days after the event closes. The technical scan log, which contains no card contents, is deleted within 90 days. Emailed exports are outside our control once delivered.

4. How We Use Information

We use information to:

• Provide, maintain, and improve the Service.
• Authenticate and secure user accounts.
• Process payments and manage subscriptions.
• Communicate with Exhibitors about their accounts and the Service.
• Detect, prevent, and respond to fraud, abuse, and security incidents.
• Comply with legal obligations.
• Develop new features and aggregated analytics.

We do not sell personal information.

We do not use Attendee data captured by Exhibitors to market to those Attendees ourselves.

5. Legal Bases for Processing (EEA/UK Users)

If you are in the European Economic Area or United Kingdom, we process personal data on the following legal bases:

• Contract: to provide the Service you signed up for, process purchases, send activation codes, authenticate users, and provide support.
• Legitimate interests: to improve and secure the Service, prevent fraud, debug errors, maintain audit logs, and operate our business in a way that does not override your privacy rights.
• Consent: for marketing communications, optional analytics cookies, and certain device permissions. You may withdraw consent at any time.
• Legal obligation: to comply with tax, accounting, consumer protection, security, and other applicable legal requirements.

For Attendee data processed on behalf of an organizer or exhibitor, the organizer or exhibitor determines the lawful basis for collection and use. ScanDeck processes that Attendee data under the organizer's or exhibitor's instructions.

5.1 Data Processing Terms

For customers subject to GDPR or UK GDPR, ScanDeck can provide data processing terms on request. Those terms describe the subject matter, duration, nature, and purpose of processing; the types of personal data and data subjects; confidentiality, security, sub-processor, assistance, deletion, and audit obligations; and the transfer safeguards used where required.

6. How We Share Information

We share information only as described below.

Service providers and integrations we use:

• Cloudflare, Inc.: application hosting, edge compute (Workers), database (D1), key-value store, static site delivery (Pages), and DDoS/WAF. United States.
• Stripe, Inc.: payment processing for Single Event, Event Pack, Annual Unlimited, and custom purchases. United States.
• Postmark (Wildbit, LLC): transactional email delivery (magic-link sign-in, lead-capture digests, account notifications). United States.
• Functional Software, Inc. (Sentry): error and performance monitoring of the application. We send error fingerprints, route names, and limited request metadata; we do not intentionally send Attendee data. United States.
• Slack Technologies, LLC: only if you install the optional Slack integration on your account or an event. ScanDeck sends alert messages (e.g. “new lead captured”) to the Slack channel you authorize. United States.
• Google LLC (Google Analytics 4): used only on the marketing website (scandeckapp.com and its subpages) for aggregated visit metrics, and only after a visitor accepts analytics (see Section 12). We enable IP anonymization. The application (app.scandeckapp.com) and demo (demo.scandeckapp.com) do not use Google Analytics. United States.

Provider roles depend on the information and processing involved. For personal information processed on ScanDeck's behalf, the applicable data processing terms govern our instructions and the provider's confidentiality, security, assistance, deletion and transfer obligations. This does not mean that every provider processes all information solely on our instructions.

Some providers also process service, network, security or transaction information for purposes described in their own terms and privacy notices. For example, Cloudflare's service terms describe Network Data used to provide, maintain, develop and improve its services, and its privacy policy distinguishes that processing from customer content and Customer Logs processed on customer instructions. The applicable data and purposes depend on the service and data flow; these terms do not establish that every ScanDeck request enters an independently used identifiable dataset. We update this list when the providers or integrations described here change.

Other ways we share:

• Between Exhibitor users on the same account: if your Exhibitor account has multiple team members, your contributions are visible to your teammates.
• Legal and safety: when required by law, subpoena, or court order, or to protect rights, property, or safety.
• Business transfers: if ScanDeck LLC is acquired, merged, or its assets are transferred, information may transfer with the transaction. We will notify you and provide choices where applicable.
• With your direction: where you instruct us to share data with a third-party integration (e.g., your CRM, or your Slack workspace as described above).

We do not sell your personal information for monetary value.

For purposes of the California Consumer Privacy Act ("CCPA"), we may "share" personal information with analytics providers (specifically, Google Analytics on the marketing website) in a way that constitutes "sharing" under that law. You can opt out under "Your Rights" below or by enabling your browser's “Do Not Track” / “Global Privacy Control” signal, which we honor on the marketing website.

7. International Data Transfers

ScanDeck is based in the United States. If you use the Service from outside the U.S., your information may be transferred to and processed in the U.S. and other countries that may have different data protection rules than your country.

For transfers of personal data from the EEA or UK to the U.S., we rely on appropriate safeguards such as the current Standard Contractual Clauses, UK transfer terms, adequacy decisions, or other lawful transfer mechanisms where required. We also consider supplementary safeguards such as encryption in transit, access controls, and data minimization.

8. Data Retention

We retain personal information for as long as needed to provide the Service and as required by law.

• Exhibitor account information: retained while needed to provide your account. When we fulfill a verified deletion request, we delete or appropriately anonymize personal information within the agreed scope unless a specific legal obligation or justified exception applies. Any retained information is limited to what is necessary for the documented purpose, with restricted access and a retention period or review date. Account closure alone is not confirmation that all associated data has been deleted.
• Attendee data captured by Exhibitors during a live event: retained according to the Exhibitor's instructions, subject to applicable law and justified retention. Deletion requests must account for controller authority, shared records and applicable legal holds. ScanDeck will assist with deletion or export requests submitted through the controller.
• Event archiving and retained information: ending an event and archiving it are separate actions. Archiving creates an export that can contain Attendee, lead, vendor and activity information. It removes the event's live lead records and scan records linked to those leads, but does not itself remove the Attendee roster, vendor records or vendor PIN hashes, or audit history. Those records remain subject to separate retention and deletion processes. Archived history includes activity totals, event and account identifiers, the archiving operator's email address, and vendor names and codes; it is not an anonymous dataset. Database controls restrict ordinary changes to archived history; this is not a guarantee that the records can never be changed or deleted. Archiving does not itself erase downloaded or emailed exports, provider records, or backup and recovery copies. Contact us using the deletion instructions in Section 10 for requests covering associated information.
• ScanDeck Connect: see Section 3.6. Profiles, connections, photos, blocks and sessions are deleted 30 days after the event closes; the technical scan log within 90 days.
• Payment and related financial records: retained as required for tax, accounting, dispute, and fraud prevention purposes, typically 7 years where applicable. This applies to the specific necessary records, not automatically to the entire account profile, credentials or unrelated attendee data.
• Logs and analytics: retention varies by record type, purpose and service. Relevant criteria include the period needed to investigate errors or security incidents, evaluate service performance, resolve disputes and meet applicable legal obligations, together with the relevant provider's retention settings and deletion process. There is no single automatic 24 month expiry covering every log, analytics record or provider copy. Contact us for the applicable period or criteria for information covered by your request.
• Deletion request evidence: our retention standard is 24 months after final closure for the minimum information needed to document verification, actions and justified exceptions, subject to necessity and applicable legal requirements. This is not a universal legal minimum or a reason to keep a copy of the deleted profile. Disposal requires a review of applicable holds and remaining copies and an authorized manual action; the standard is not an automatic deletion timer or a claim that every historical copy expires on the same date. Pending requests remain subject to their original receipt date and applicable deadline, not an extension based on this evidence retention period.

Providers and recovery copies: removing a live record does not immediately erase every provider or recovery copy. Remaining retention depends on the relevant provider process, copy type, applicable expiry and any justified exception. An accepted provider request or unknown expiry is not proof of completed deletion. Our response to a deletion request will distinguish verified completed actions, justified remaining retention and unresolved work; a completed account action alone does not close unresolved provider or recovery work.

9. Security

We use industry-standard administrative, technical, and physical safeguards to protect information, including:

• Encryption in transit (TLS) and at rest where supported.
• Access controls and least-privilege principles.
• Regular security reviews and patching.
• Audit logging of administrative actions.

No system is perfectly secure. If we discover a breach affecting your personal information, we will notify you and applicable regulators as required by law. Where we act as a processor, we will notify the relevant organizer or exhibitor without undue delay after becoming aware of a personal data breach so they can meet their own notification obligations.

10. Your Rights and Choices

For account and personal data deletion instructions, visit Account and data deletion.

Depending on where you live, you may have rights regarding your personal information:

• Access: request a copy of your information.
• Correction: request that we fix inaccurate information.
• Deletion: request that we delete your information, subject to legal limits.
• Portability: receive your information in a portable format.
• Restriction or objection: ask us to limit certain processing.
• Withdraw consent: where processing is based on consent.
• Opt out of "sale" or "sharing" (CCPA): ScanDeck does not sell personal information. You may opt out of "sharing" with analytics providers by rejecting analytics in the cookie banner, using the Cookie settings link in the footer, sending a Global Privacy Control signal, or emailing privacy@scandeckapp.com.
• Non-discrimination: we will not discriminate against you for exercising your rights.

To exercise these rights, email privacy@scandeckapp.com. We will respond within the time required by applicable law. GDPR and UK GDPR requests are typically handled within 30 days unless an extension is permitted by law; California requests are handled within the timelines required by CCPA/CPRA.

If you are an Attendee whose information was captured by an Exhibitor, please contact the Exhibitor directly. We will help facilitate your request through the Exhibitor.

EU/UK Users

You may lodge a complaint with your local data protection authority.

California Users (CCPA/CPRA)

We collected the categories of personal information described in Section 3 in the past 12 months for the purposes described in Section 4, and shared the categories described in Section 6.

11. Children's Privacy

The Service is not directed to children under 13 (or under 16 in the EEA/UK), and we do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us and we will delete it.

12. Cookies and Tracking

The marketing website (scandeckapp.com) uses cookies and similar technologies for purposes such as security and remembering your preferences. For analytics on the marketing pages (home, pricing, contact, and other public pages), we use Google Analytics 4 with IP anonymization enabled to measure aggregated visitor traffic; for example, how many people visit a page and which pages are most viewed.

Analytics is consent-based for visitors. When you first visit the marketing website you are shown a cookie banner with a clear choice to accept or reject analytics. The Google Analytics script does not load and no analytics cookies are set until you choose to accept. If you reject (or ignore the banner), Google Analytics is not loaded and we do not collect analytics events from your visit. Non-analytics, strictly necessary technologies (for example, security) may still operate.

We record your choice in your browser's local storage (a small value that includes your decision, a version, and a timestamp) so that the banner does not reappear on every page. This value stays on your device and is not itself used to profile you.

Changing or withdrawing consent. You can change your choice at any time using the "Cookie settings" link in the footer of any marketing page, which reopens the consent controls so you can accept or reject analytics. You can also clear the stored choice by clearing your browser's site data. In addition, you may opt out of Google Analytics with the Google Analytics opt-out browser add-on, or send a Global Privacy Control (GPC) signal, which we honor on the marketing site.

The analytics events we collect are designed to be non-identifying: we track generic interactions (such as page views and clicks on calls-to-action or outbound links) and take steps to avoid sending personal information; for example, we do not include email addresses in event data. We do not use session replay or screen recording, and we do not run advertising pixels or third-party ad trackers.

We do not run Google Analytics, advertising pixels, or third-party trackers on the application (app.scandeckapp.com), the account portal (account.scandeckapp.com), or the demo (demo.scandeckapp.com). The mobile application uses local storage and device identifiers in lieu of browser cookies; you can manage device permissions in your device settings.

13. Apple and Google Requirements

If you use the iOS app or TestFlight build, App Tracking Transparency rules apply: we will only track you across other companies' apps and websites with your permission.

If you use the Android app, we comply with Google Play Data Safety disclosures, which can be reviewed in the Play Store listing. The app uses camera access for QR scanning and may use local network or Bluetooth permissions for supported printer workflows.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify Exhibitors by email or in-app notice and update the "Last updated" date above. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

15. Contact Us

ScanDeck LLC
418 Broadway STE 11563
Albany, NY 12207
United States

Email: privacy@scandeckapp.com (or info@scandeckapp.com)