DATA RETENTION POLICY

Below outlines Fairplicity Inc.'s ("FP") data retention policy concerning attendee lists and data within the fpLeads.io ("fpLeads Portal"). This policy governs the storage of attendee data utilized by exhibitors using fpLeads for lead retrieval and session tracking by show organizers through fpSessions, along with data associated with exhibitor and show organizer accounts.

Please familiarize yourself with this Data Retention Policy in conjunction with our Cookies and Privacy Policies for comprehensive understanding.

A. DATA RETENTION OF ATTENDEE DATA

1. Data Processor Role. FP has been hired by the show organizer to act as the data processor at the direction of the Show Organizer, who serves as the data controller and holds ownership over the data processed by FP. The Show Organizer may be a registration contractor, association, or other organization that is collecting data for itself and its exhibitors.
2. Retention Period for Attendee Lists. Some show organizers send FP an attendee list in an excel or csv file. This attendee list is then uploaded to fpLeads Portal. 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. Upon the Show Organizer's request, data deletion can occur earlier. Please see below. Please note that a certain number of show organizers with an API interface with FP will have their attendee data uploaded to fpLeads Portal without the use of an excel or csv 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 or csv file to delete.
3. Retention of Registration Data. Once the attendee list is uploaded to fpLeads Portal, 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 stored on fpLeads Portal is deleted from the fpLeads Portal the first January or July after 6 months has passed from the event’s last day, unless early deletion is requested by the show organizer. Please see below.
4. Retention of Exhibitor Leads Data. Retention of Exhibitor Leads Data. Leads data collected by exhibitors remains accessible until the first January after 24 months has passed from the event’s last day, ensuring sufficient time for post-event follow-ups and ROI analysis. 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. Show organizers or the exhibitors who own the accounts can request early deletion of their accounts and data, with a guaranteed minimum retention period of 90 days post-event.
5. Event Data Deletion. Complete 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 24 months has passed from the event’s last day, unless early deletion is requested by the show organizer. However, an event can’t be deleted earlier than 90 days from the last day of the event. Upon receiving a written request from a show organizer to extend data retention beyond the standard 24-month period, FP will accommodate by retaining the data for an additional 12 months. Nothing in this provision prevents an individual exhibitor or attendee from requesting earlier deletion of their respective data.
6. Show Organizer Data Deletion Requests. Show Organizers can request attendee list, registration data and/or exhibitors leads data deletion sooner than the time frame stated above by emailing privacy@fairplicity.com and providing the show name, location and the show dates and whether they are requesting the attendee list, the registration data, the leads data collected by exhibitors and/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’s name and badge number as well. Upon verification, all data will be deleted within 48 hours.
7. Exhibitor Account Deletion. Exhibitors can request early deletion of their accounts and associated leads data by emailing privacy@fairplicity.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. Attendee Deletion Request. An Attendee can request that his/her information be deleted, by sending an email to privacy@fairplicity.com with the following information: Event name, location and dates, attendee name, attendee email and attendee badge ID for the event 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 verification.

B. ATTENDEE RIGHTS REGARDING THEIR DATA

1. Right of Access. Each attendee has the right to access their data and see how it is being used and processed by FP. FP will provide this information within 5 business days upon request.
2. Right of Erasure. Each attendee has the right to request that their data be deleted from the Show Organizer, the exhibitor and/or FP’s systems. Upon request, FP will delete the attendee data and contact the show organizer and exhibitor to do the same if the attendee has not already contacted them to ensure comprehensive data removal.
3. Data Breach Notification. In the event that the Show Organizer, the exhibitor, or FP have reason to suspect a compromise or breach of attendee data, all affected attendees shall all be promptly notified within 72 hours. Should FP's data be compromised or breached, FP will notify both affected attendees and relevant show organizers and exhibitors without delay. As per FP’s fpLeads and fpSessions End-User License Agreement as well as fpLeads Portal terms of use, if the show organizer or exhibitor has a data breach, immediate notification to the affected attendees is required.

C. CHANGES TO OUR DATA RETENTION POLICY

We may change this Data Retention Policy from time to time. If we make changes, we will notify you by revising the date at the bottom of this policy and in some cases by adding notices on our homepage.