Producer Terms of Service

Last updated: September 28, 2026

These terms are an agreement between Affinity Wedding Expos LLC ("we," "us") and the business that creates a producer account on WedScan or ExpoCapture ("you"). By checking the box at sign-up, you confirm you can bind your business to these terms. Our Privacy Policy is part of these terms.

1. The service

The platform lets you set up shows, import attendee registrations from your ticketing system, invite vendors, run check-in, badges and raffles, and let vendors scan attendees to capture leads. We may add, change or remove features over time, but we will not remove a core feature from a show you have already paid for.

2. Your account

• Keep login details confidential. You are responsible for everything done under your account, including by staff users you add.
• Give us accurate business and billing information and keep it current.
• Tell us right away at info@wedscan.app if you suspect unauthorized access.
• You must be a business, not a consumer, to open a producer account.

3. Fees and payment

• Setting up a show is free. A per-show fee (currently $299, unless a different price or promo code applies to your account) is due when you take the show live.
• Payment is processed by Stripe. Fees do not include taxes, which you are responsible for.
• Refunds: Refundable if you cancel 7 or more days before the show date. Cancellation must be requested in writing — we do not accept cancellations submitted through the app.
• We may change prices for future shows with at least 30 days' notice. Price changes never affect a show you have already paid for.

4. Attendee data: your responsibilities

You control the attendee data you bring into the platform. We handle it for you, on your instructions, as described in our Privacy Policy. You agree that you have a lawful right to collect attendee information and share it with us and your vendors, that you will only import data about real attendees of your show, and that you will respond to attendee requests to access or delete their data (we will help).

5. Required certifications (initial each)

The three certifications below are conditions of using the platform. You must initial each one at sign-up. They apply to every show you run on the platform. If any of them stops being true, you must stop syncing attendees for the affected show and tell us at info@wedscan.app within 5 business days.

5.1 Attendee disclosure

For every show, you will give attendees the following notice, or wording with the same meaning:

By letting a vendor scan your badge, you authorize [Your Show or Company Name] and [WedScan / ExpoCapture] to share your name, email address, phone number, and wedding date with that vendor, and you consent to be contacted by them — by email, phone or text, through [WedScan / ExpoCapture] or their own marketing channels.

On ExpoCapture, "wedding date" may be left out. The notice must reach every attendee before their badge or ticket can be scanned, in at least one of these ways:

• Printed on the attendee badge
• Printed on a card or insert handed out with the badge
• Included in the ticket purchase terms, which the buyer must accept before completing the purchase

5.2 Privacy policy

You certify that your business has a written privacy policy, published on a public web page. It discloses that attendee information is shared with vendors and exhibitors at your show and with service providers such as us. You will give us the link to that policy at sign-up and keep it current in your account settings.

5.3 Sharing questions at ticket purchase

The attendee disclosure in 5.1 covers sharing with each vendor an attendee chooses to let scan their badge; the attendee controls the badge, so each scan is their consent to that vendor. The questions below cover sharing that happens without a scan, such as a Leads List of all attendees. You certify that your ticket purchase form asks two separate questions:

1. Whether the buyer agrees to share their phone number
2. Whether the buyer agrees to share their email address and all other registration information

Neither answer may be pre-checked. You may make either, both, or neither question required to buy a ticket. You will map each question to the matching consent field in your show's ticketing settings, and never mark an attendee as agreeing unless they answered yes. You will keep records of these answers and give them to us on request.

6. Vendors

You choose which vendors to invite and what they can see. Vendors must accept our Vendor Terms of Use before accessing attendee data. You agree to remove a vendor's access if you learn it is misusing attendee data, and to tell us about it.

7. Email sent through the platform

You are responsible for the content of emails you send to vendors and attendees. Every email must comply with the CAN-SPAM Act and similar laws: honest subject lines, your business name and address, and a working unsubscribe link (we add one automatically). You may not use the platform to send email to people who are not attendees or vendors of your shows. We may pause sending if bounce or complaint rates put our email service at risk.

8. Acceptable use

You may not:

• Sell, rent or give attendee data to anyone other than vendors of the same show
• Use the platform for anything illegal, deceptive or harassing
• Upload malware, or try to access other accounts or our systems without permission
• Copy, reverse engineer or resell the platform, or use it to build a competing product
• Store sensitive data in the platform, such as Social Security numbers, financial account numbers or health information

9. Ownership

You own your data, including attendee, vendor and show information. You give us permission to host, process and display it only to provide the service to you and your vendors, and to create anonymized, aggregated statistics that do not identify you or any individual. We own the platform, software, WedScan and ExpoCapture brands, and everything we build. Feedback you give us may be used freely.

10. Support access

To troubleshoot problems, our team may view your account as you would see it. We do this only to provide support or keep the service secure, and we keep access to the minimum needed.

11. Availability

We work to keep the platform available, especially on show days, but we do not guarantee uninterrupted service. Have a backup plan for check-in, such as a printed attendee list. Scheduled maintenance will be announced in advance when possible and will avoid your live show dates.

12. Ending the agreement and your data

• You may close your account at any time by emailing info@wedscan.app. Fees already paid are handled under section 3.
• We may suspend or close your account if you break these terms, fail to pay, or put attendees or our systems at risk. Where reasonable, we will warn you first and give you a chance to fix the problem.
• After closing, you have 30 days to export your data. We then delete it under our Privacy Policy, except records we must keep by law.

13. Warranties and liability

• The platform is provided "as is." We do not promise any number of leads, sales or bookings.
• Neither side is liable for indirect, incidental or consequential damages, including lost profits.
• Our total liability under these terms is limited to the fees you paid us in the 12 months before the claim.
• These limits do not apply where the law does not allow them.

14. Indemnity

You agree to defend and indemnify us against third-party claims arising from your attendee data collection, your emails, your vendors' access that you authorized, or your violation of these terms or the law.

15. Changes to these terms

We may update these terms. For material changes, we will email you at least 30 days in advance. Continuing to use the platform after the change takes effect means you accept the new terms.

16. General

The laws of the State of Washington govern these terms. Disputes follow the mediation and arbitration process in our Website Terms & Conditions, in Washington. If part of these terms is unenforceable, the rest still applies. These terms, the Privacy Policy, and any written order form are the entire agreement between us.