Your information, handled clearly.

This notice is issued by SMIQ Ltd, trading as XpoBay, registered at Intershore Chambers, Road Town, Tortola, British Virgin Islands.

For the public XpoBay website, sales enquiries, demo requests and our direct business relationships, XpoBay decides why and how personal information is used.

This notice applies when you:

• visit the XpoBay website;
• request a demonstration, contact us or communicate directly with XpoBay;
• represent a customer, prospective customer, supplier or business partner; or
• use an XpoBay Workspace or Event Dashboard provided for an exhibition or trade event.

When an organiser or other customer uses XpoBay for its event, that organisation normally decides why participant information is collected and how it is used. XpoBay processes that information on its instructions. The organiser's own privacy notice may therefore provide additional information that applies to you.

The information we collect depends on how you interact with XpoBay. It may include:

• Contact and organisation details, such as your name, work email address, company, job title, website and country or region.
• Enquiry and demonstration information, including the subject of your enquiry, the problems you want to simplify and our communications with you.
• Account and event information supplied by an organiser, customer or authorised integration, such as account details, event responsibilities, stand or session details, User Types, User Categories and access permissions.
• Information submitted through XpoBay, including forms, files, checklist activity, profile information, support requests and other event-related content.
• Technical and security information, such as IP address, browser or device information, login and access records, request data and security logs.

XpoBay is not designed for customers to submit special-category or highly sensitive personal information unless this has been expressly agreed in writing and appropriate safeguards are in place.

We use personal information to:

• respond to enquiries and arrange consultations or demonstrations;
• prepare proposals and take steps requested before entering into a contract;
• provide, administer, support and secure XpoBay services;
• create and manage accounts, permissions and event access;
• diagnose problems, prevent abuse and maintain service reliability;
• manage customer, supplier and partner relationships;
• improve our services using appropriate operational information; and
• comply with legal obligations and establish, exercise or defend legal rights.

Where applicable law requires a legal basis, we rely on one or more of the following: performance of a contract or steps requested before a contract, our legitimate interests in operating and protecting our business and services, compliance with legal obligations, and consent where consent is required.

For information processed through an organiser's XpoBay event, the organiser or customer is normally responsible for deciding what information is required, who can see it, how long it is retained and whether selected information is shared with authorised users, suppliers, integrations, feeds or event websites.

XpoBay processes that information to provide and support the service in accordance with the customer's instructions and agreement. Requests concerning event data should usually be made to the relevant organiser first. XpoBay will assist the organiser where required.

We may share personal information with:

• the relevant organiser or customer and its authorised users;
• service providers that support hosting, email delivery, security, support and other operational functions;
• professional advisers, auditors and insurers where necessary;
• regulators, courts, law-enforcement bodies or other authorities where required; and
• a buyer, investor or successor in connection with a genuine business transaction, subject to appropriate confidentiality and data-protection safeguards.

We do not sell personal information.

XpoBay supports international events, and personal information may be processed in countries other than the country where it was collected. Where data-protection law requires safeguards for an international transfer, we use appropriate contractual or other recognised transfer measures.

Customers may contact us for current information about relevant hosting locations, subprocessors and contractual transfer safeguards.

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, to provide the service, meet contractual requirements, resolve disputes, maintain security records or comply with law.

Event and platform data is retained and deleted according to the customer agreement, the organiser's instructions and any applicable legal requirements.

We use appropriate technical and organisational measures designed to protect personal information against accidental loss, misuse, unauthorised access, alteration and disclosure. No internet service can guarantee absolute security, but we review and improve safeguards in line with risk and service development.

The XpoBay website uses optional analytics technologies to help us understand how visitors use the site and improve its content and performance. These include Google Analytics 4 and, for customer videos, Wistia analytics. Optional analytics are enabled only if you choose Accept. If you choose Reject, Google Analytics is not loaded and Wistia remains in Privacy Mode, which disables session and cookie tracking and anonymises viewing data.

We store a first-party preference cookie so we can remember your choice for up to six months. We do not currently use advertising or remarketing cookies, and Google advertising storage, Google Signals and advertising personalisation are disabled. You can change your choice at any time using the Cookie settings link in the website footer.

Submitting a contact or demo request allows us to respond to that request. We do not use that submission to add you to unrelated marketing communications unless we have another lawful basis or you have separately agreed. You can opt out of marketing communications at any time.

Depending on the law that applies and the circumstances, you may have rights to:

• request access to your personal information;
• correct inaccurate or incomplete information;
• request deletion or restriction of processing;
• object to certain processing, including direct marketing;
• receive certain information in a portable format;
• withdraw consent where processing relies on consent; and
• complain to an applicable data-protection authority.

These rights are not absolute and may be subject to legal exceptions. We may need to verify your identity before responding. Where your request concerns information controlled by an organiser, we may refer the request to that organiser or work with it to respond.

The XpoBay website and services are designed for business and event-related use and are not directed to children. An organiser using XpoBay for an event involving children is responsible for ensuring that any collection and use of their information is lawful and appropriately explained.