ExpoSynapse is the intelligent layer for events: an AI concierge and audience-intelligence layer that event organisers embed on their own event websites. This notice explains what personal data we process, why, the legal basis for it, how long we keep it, and the rights you have under the UK and EU General Data Protection Regulation (GDPR).

We have written this in plain language. If anything is unclear, email us at concierge@exposynapse.com and we will explain.

Who is responsible for your data

For data you give us directly — for example, the work email you submit to start a free trial — ExpoSynapse is the data controller.

For data collected through the concierge widget on an organiser's event website — visitor conversations and behavioural signals — the event organiser who deployed the widget is the controller and decides why that data is used. ExpoSynapse acts as the organiser's data processor, processing it on their instructions and under a data processing agreement. If you are an event visitor and want your data removed, you can contact us and we will route your request to the relevant organiser, or action it directly where we are able.

You can reach our data contact at concierge@exposynapse.com.

What we collect, why, and on what legal basis

1. Trial and account data

When you start a free trial we collect your work email address and the company domain it belongs to, and the event URL you ask us to index. We use this to create your trial, set up your concierge, and contact you about your account.

• Legal basis: performance of a contract (providing the trial you requested), and our legitimate interest in operating and securing the service.

2. Concierge conversation data

When an event visitor uses the ExpoSynapse concierge embedded on an organiser's website, we process the messages they send and the answers we return, any registration details they choose to provide (such as name, business email, company, role, and interests), and the resulting lead score and structured demand signals. This lets the concierge answer questions, recommend relevant exhibitors and sessions, build an itinerary, and pre-fill registration.

• Legal basis: for the organiser, performance of the visitor's request and the organiser's legitimate interest in serving and registering their audience; where the organiser relies on consent, that consent is collected by the organiser. ExpoSynapse processes this data only on the organiser's documented instructions.

3. Pseudonymous behavioural signals

To recognise returning visitors and tailor the first screen, the widget stores a pseudonymous identifier and basic interaction signals (such as which recommendations were shown and which actions were taken). These signals are not used to identify you by name unless you provide registration details. We do not sell this data, and we do not use it for cross-site advertising.

• Legal basis: legitimate interest in providing a coherent, personalised experience, balanced against the visitor's interests; subject to the organiser's cookie and consent settings on their own site.

4. Audience model and insight reports

We aggregate the structured demand from concierge conversations into an audience model and into grounded insight reports for the organiser. These describe the audience in aggregate. The organiser owns the audience model derived from their event. We do not combine one organiser's audience data with another's.

• Legal basis: the organiser's legitimate interest in understanding and serving their audience; ExpoSynapse processes it on their behalf.

5. Technical and security data

Like any web service, our infrastructure logs technical data such as IP address, browser type, and timestamps, used to operate, secure, and debug the service and to prevent abuse.

• Legal basis: legitimate interest in security and reliability.

How we use processors and where data is held

We run ExpoSynapse on Amazon Web Services (AWS) and use a small number of sub-processors to deliver the service:

• AWS — hosting, storage, and the knowledge base that grounds the concierge.
• Amazon SES — sending transactional email (for example, trial confirmation and account messages).
• Large language model providers — generating the concierge's answers. Conversation content is sent to these providers solely to produce a response and is not used by us to train models for unrelated purposes.

Our primary processing region is the EU (Ireland). Where a sub-processor processes data outside the UK or EEA, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or the EU Standard Contractual Clauses.

How long we keep data

• Trial and account data — for the life of your account and a reasonable period afterwards to meet legal and accounting obligations.
• Concierge conversations and registration data — for the retention period set by the organiser; we delete or return it on the organiser's instruction or on termination of their agreement with us.
• Pseudonymous signals — kept only as long as needed to recognise returning visitors, then expired.

Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased ("the right to be forgotten");
• restrict or object to certain processing;
• data portability; and
• withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, email concierge@exposynapse.com. Where ExpoSynapse acts as a processor for an event organiser, we will forward your request to that organiser and assist them in responding. You also have the right to lodge a complaint with your data protection authority — in the UK, the Information Commissioner's Office (ICO).

Marketing email and unsubscribing

If we send you account or marketing email, every message includes an unsubscribe link, and you can opt out at any time at exposynapse.com/unsubscribe. Unsubscribing adds your address to our suppression list so we stop emailing you; we honour it immediately.

Cookies and local storage

The concierge widget uses local storage and a pseudonymous identifier to recognise returning visitors and remember conversation context. It does not use third-party advertising cookies. The organiser's own website controls any additional cookie and consent banners.

Children

ExpoSynapse is a business-to-business service intended for event professionals and event attendees. It is not directed at children, and we do not knowingly collect data from anyone under 16.

Changes to this notice

We may update this notice as the service evolves. When we make a material change we will update the date at the top of this page. The current version always lives at exposynapse.com/privacy.

Contact

Questions about privacy or your data? Email concierge@exposynapse.com.