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LEADSLIGHTNING DATA RETENTION POLICY

Effective date: May 25, 2018

The following is Bartizan’s data retention policy in regards to all attendee lists and attendee data that are submitted to Bartizan to facilitate lead retrieval by exhibitors using iLeads and session tracking by show organizers using iSessions as well as exhibitors and show organizers accounts

This Data Retention Policy should be read together with our Cookies and Privacy Policies.

A. DATA RETENTION OF ATTENDEE DATA

1. Bartizan Connects has been hired by the show organizer to act as the data processor at the direction of the Show Organizer, who is acting as the data controller and is the owner of the data being processed by Bartizan. The Show Organizer may be a registration contractor, association, or other organization that is collecting data for itself and its exhibitors.

2. Some show organizers send Bartizan an attendee list in an excel file. This attendee list is then uploaded to LeadsLightning. In order to make sure there are no issues, we keep the attendee list for 1 month after the show ends. After a month, that file is deleted. If the Show Organizer requests it, the data can be deleted earlier. Please see below. Please note that a certain number of show organizers with an API interface with Bartizan will have their attendee data uploaded to LeadsLightning without the use of an excel file. In this case, there is no attendee list to delete. Also shows that have all the attendee information encoded in the badge barcode, may choose not to send an attendee list and there will not be any excel file to delete.

3. Once the attendee list is uploaded to LeadsLightning, it becomes registration data that exhibitors for the specific show will have access to if the exhibitor scans the corresponding barcode of the specific attendee or type the attendee badge ID. The registration data is stored on LeadsLightning for 6 months. The data is deleted from LeadsLightning the first January or July after the 6 months has passed from the last day of the event. This data can be deleted earlier if the show organizer requests it. Please see below.

4. The leads data collected by exhibitors is retained and made available until the first January after 24 months has passed from the last day of the event. The exhibitor account for this event and all its leads data will be deleted in the first week of the first January after the 24 months has passed. The data can be deleted earlier if the show organizer or the exhibitor who owns the account requests it. However, the leads data collected by exhibitors is guaranteed to be available to them for a minimum of 90 days.

5. The entire event data including all exhibiting companies accounts and all its leads data, show organizer accounts, event settings and configuration will be deleted in the first week of the first January after the 24 months has passed. The event data can be deleted earlier if the show organizer requests it. However, an event can’t be deleted earlier than 90 days from the last day of the event. If a show organizer requests in writing that Bartizan keep the data longer than 24 months, Bartizan will keep the data for an additional 12 months. Nothing in this provision will prevent an individual exhibitor or attendee from requesting that their data be deleted earlier.

6. If the Show Organizer requests that the attendee list, the registration data or the leads data collected by exhibitors be deleted earlier than the time frame above, the Show Organizer must send a request to privacy@bartizan.com which states the show name, location and the show dates and if they want the attendee list, the registration data and/or the leads data collected by exhibitors or the Show Organizer account to be deleted. If the Show Organizer wants to delete a specific attendee data, the request must include the attendee name and badge number as well. All data will be deleted within 48 hours of verifying the request.

7. If an Exhibitor requests that their account and all the leads data be deleted earlier than the first week of the first January after 24 months after the last date of the event, then the exhibitor must send an email at privacy@bartizan.com with the following information, Event name, location and dates, exhibiting company name and the email address of the account holder. All data will be deleted within 48 hours of verifying the request.

8. If an attendee requests that their information be deleted, they must send an email to privacy@bartizan.com with the following information: Event name, location and dates, Attendee name, attendee email and attendee badge ID and if he/she would like to be removed from the entire event data or provide an exhibiting company name to be removed from. All data will be deleted within 48 hours of verifying the request.

B. ATTENDEE RIGHTS IN REGARD TO THEIR DATA

1. Each attendee has the right of access to their data. The right of access allows each attendee to see how their data is being used and processed by Bartizan. If the attendee requests this information, Bartizan will provide it to them within 5 business days.

2. Each attendee has the right of erasure. The right of erasure allows each attendee to request that their data be deleted from the Show Organizer, the exhibitor and/or Bartizan’s system. If the attendee requests this, Bartizan will delete this attendee data. Bartizan will also contact the show organizer and exhibitor to do the same, if the attendee has not already contacted them.

3. If, for any reason, the Show Organizer, the exhibitor or Bartizan have reason to believe that the attendee data has been compromised or breached, the affected attendees must all be informed within 72 hours of the breach. If Bartizan’s data is breached, Bartizan will notify the attendee, show organizer and exhibitor. As per Bartizan’s End-User License Agreement, if the show organizer or exhibitor has a data breach, they must notify the attendee.