Privacy Policy
Last updated: September 28, 2026
WedScan (wedscan.app) and ExpoCapture (expocapture.app) are lead-capture platforms for wedding shows and expos, operated by Affinity Wedding Expos LLC ("we," "us," "our"). This policy explains what personal information we hold about show producers, vendors and exhibitors, show attendees, and website visitors, where it comes from, who can see it, and the choices you have. Mailing address: 4227 S Meridian, Suite D-402, Puyallup, WA 98373. Privacy questions: info@wedscan.app.
1. Our role with your information
- Producers and vendors: You create an account with us, so we decide how your account information is used. We are its "controller."
- Attendees: The show producer collects your registration through its ticketing provider and uses our platform to run the show. For that registration data we act on the producer's behalf, as a "service provider" or "processor." The producer's own privacy policy also applies to you.
- Vendors who scan your badge: When a vendor scans your badge or ticket at a show, that vendor receives your contact details and becomes responsible for how it uses them.
2. Information we collect
| Who | What we hold | Where it comes from |
|---|---|---|
| Show producers | Company name, contact name, mobile and office phone, billing address, logo, login email and password (stored encrypted), ticketing API key, show details, payment records (card details are held by Stripe, not us) | You, at sign-up and in your account settings |
| Vendors and exhibitors | Business name, contact name, email, phone, website, service categories, booth and table details, badge names, check-in status, unavailable dates, optional email-marketing API key | The producer who invites you, and you when you sign in |
| Attendees | Name, email, phone, ticket type and order number, badge code, check-in and scan times, wedding date and role (WedScan only), your sharing choices (including a record of the exact wording you agreed to and when), other answers from your registration form, raffle entries and wins, VIP bag pickup | The producer's ticketing provider (currently TicketSpice), and activity at the show |
| Leads (attendee + vendor) | Which vendors scanned your badge, when, and any note, rating (hot, warm, cold) or follow-up status a vendor adds | The vendor, at and after the show |
| Email activity | Messages sent through the platform, delivery status, bounces, spam complaints and unsubscribes | Our email provider |
| Website visitors | Information you send through contact forms or email; basic server logs kept by our hosting provider | You and our host |
We do not collect precise location, and we do not use advertising or analytics trackers.
3. How we use information
- Run the platform: accounts, show setup, attendee check-in, badges, scanning, raffles and lead lists
- Show each vendor the leads it collected, and let it export them or send follow-up emails
- Send service emails such as sign-in codes, show updates and receipts
- Process payments through Stripe
- Provide support, including viewing an account with the owner's permission to fix a problem
- Keep the service secure, prevent abuse and enforce our terms
- Improve the platform using aggregated information that does not identify individuals
- Meet legal, tax and accounting requirements
We do not sell personal information, and we do not use attendee data to market our own products to attendees.
4. Who can see attendee information
| Who | What they can see |
|---|---|
| The show producer | All registration, check-in and lead information for its own shows |
| A vendor who scanned your badge | Your name, email, wedding date and role (WedScan), and that vendor's own notes about you. Your phone number only if you agreed in writing to share it |
| Vendors a producer shares a "Leads List" with | The fields the producer chooses, only if you agreed at ticket purchase to share your information. Your phone number appears only if you also agreed to share it |
| Our team | Only as needed to operate and support the service |
Scanning your badge shares your contact details with that vendor. Only let a vendor scan your badge if you want them to contact you. Once a vendor exports your information or adds it to its own email tool, that vendor's privacy practices apply.
5. Service providers we use
| Provider | Purpose |
|---|---|
| Vercel | Website and application hosting, file storage |
| Neon | Database hosting |
| Postmark | Sending email and tracking delivery |
| Stripe | Payment processing |
| TicketSpice (Webconnex) | Producer's ticketing system; source of attendee registrations |
| MailerLite | Only when a vendor chooses to connect its own account; sends that vendor's consented leads to it |
We may also share information when required by law, to protect the rights or safety of people or our company, or with a buyer if our business is sold. A buyer must continue to protect your information as this policy describes.
6. Cookies
We use only cookies needed to keep you signed in and to remember which account or vendor profile you are viewing. We do not use advertising or cross-site tracking cookies. Blocking cookies will prevent you from signing in.
7. Email and unsubscribing
Every marketing or follow-up email sent through the platform includes an unsubscribe link. Unsubscribing from a show's emails stops further emails for that show. To stop all email sent through our platform, email info@wedscan.app and we will add you to our global block list. Service messages, such as sign-in codes, cannot be turned off while you have an account.
8. How long we keep information
- Producer and vendor accounts: While the account is active, and afterward, for as long as we choose to keep it for our own business, tax or legal purposes.
- Attendee and lead data: Until the producer deletes the show, or 24 months after the show date, whichever comes first.
- Badge assignments: Cleared automatically 48 hours after a show ends.
- Email suppression records: Kept so we keep honoring your unsubscribe.
We cannot delete copies a vendor or producer has already exported. Contact them directly to delete those.
9. Security
We use encrypted connections, store passwords only in hashed form, and limit staff access to what is needed. No system is completely secure. If a breach affects your personal information, we will notify affected account holders by email within 72 hours of confirming it, notify producers so they can inform their attendees, and report it to authorities as the law requires.
10. Your rights and choices
You can ask us to:
- Tell you what personal information we hold about you and how we use it
- Correct inaccurate information
- Delete your information, subject to legal exceptions
- Give you a copy in a common, machine-readable format
- Stop using your information for marketing
Attendees can review and correct their information, and change their sharing choices, at any time using the link in their post-show connections email. For anything else, email info@wedscan.app. We may need to confirm your identity first. Attendees: because producers control show registrations, we may forward your request to the producer and help them respond. We will not discriminate against you for making a request.
11. Children
The platform is not intended for anyone under 18. We do not knowingly collect information from children. If you believe a child's information is in our system, email us and we will delete it.
12. California residents
California residents have the rights in section 10 under the CCPA and CPRA, including the right to know the categories of personal information collected, the sources, the purposes, and the categories of recipients, all listed above. We do not sell or "share" personal information for cross-context behavioral advertising.
13. Visitors outside the United States
Our servers and service providers are in the United States. If you use the platform from elsewhere, your information will be transferred to and processed in the United States. Where the GDPR or UK GDPR applies, we rely on contract performance, legitimate interests or consent as our legal basis, and you may also complain to your local data protection authority.
14. Changes to this policy
We will post changes here and update the date at the top. For significant changes, we will also email producers and vendors with active accounts.
15. Contact us
Affinity Wedding Expos LLC, 4227 S Meridian, Suite D-402, Puyallup, WA 98373, info@wedscan.app (or info@expocapture.app).