Who We Are and What This Policy Covers

B2B Tradeshow provides badge scanning and lead capture services for exhibitors at expos in Johannesburg, Durban and Cape Town. This policy applies to personal information processed through this website, through the contact enquiry form, and through related scanner hire and phone app services where we act as operator or service provider.

In many cases, exhibitors decide what visitor information is collected at a stand and how that information is used after the event. In those cases, the exhibitor remains responsible for that lead information, while we process it on their instructions only where needed to provide the service.

Information We Collect

We collect personal information that is reasonably necessary for enquiries, service setup, event support and lawful business administration. The information collected depends on how you interact with us.

Contact details submitted through the enquiry form, such as name, company, role, email address and contact number.
Event service information, such as city, show dates, stand requirements, number of users and scanner or app preferences.
Lead capture content entered by exhibitors, including lead tags such as hot, warm or cold, typed notes and voice notes.
Technical and usage information needed for support, security, troubleshooting and service delivery.

We do not intentionally collect more information than is required for these purposes.

How We Use Personal Information

Personal information is used to respond to enquiries, prepare service arrangements, provide scanner hire, enable use of the phone app, support CRM sync and manage post-show data handling. We may also use information to comply with legal obligations, resolve service issues and maintain accurate internal records.

Where lead capture data is processed on behalf of an exhibitor, we use that data only to deliver the agreed service. We do not use exhibitor lead data for our own direct marketing and we do not sell personal information.

To answer contact requests submitted on the website.
To set up teams, devices, access permissions and data export processes.
To provide technical support before, during and after an expo.
To protect the service against misuse, unauthorised access or data loss.

Lawful Basis and POPIA Compliance

We process personal information in accordance with the conditions for lawful processing under POPIA, where relevant. Depending on the context, processing may be based on consent, the conclusion or performance of a contract, compliance with legal duties, or legitimate business interests that do not override data subject rights.

When an exhibitor uses our scanner rental service or phone app to capture visitor details, that exhibitor is generally responsible for ensuring that visitors are informed as required and that information is used for a lawful purpose. We assist with secure handling and controlled transfer of the captured data.

Sharing, Storage and Security

We limit access to personal information to authorised personnel and service providers who need it for service delivery, support or lawful administration. Information may be stored electronically and protected by reasonable technical and organisational safeguards appropriate to the nature of the data.

Access controls for authorised users only.
Account and device management measures for scanners and app users.
Operational procedures for handling exports, returns and support requests.
Steps to reduce risk during connectivity problems, device loss or power cuts.

We may share information where required by law, where necessary to protect rights or safety, or where a contracted operator helps us provide the service under confidentiality and data handling duties.

Retention and Your Rights

We keep personal information only for as long as reasonably necessary for the purpose it was collected, for support and record-keeping, or as required by law. Retention periods may differ depending on whether the information relates to a website enquiry, service setup, event operations or lead data controlled by an exhibitor.

Under POPIA, you may have the right to ask for access to personal information, request correction or deletion where appropriate, object to certain processing, or withdraw consent where consent is the basis for processing. Requests can be submitted through the enquiry form on our contact page. We may need to verify identity before acting on a request.

If you believe your information has been handled unlawfully, you may also raise the matter with the relevant South African regulator in accordance with applicable law.