Privacy Policy for FollowUpExpo

Effective Date: April 18, 2026

Introduction

Welcome to FollowUpExpo ("we", "us", or "our"), the AI-powered business card scanner built for trade show sales teams. FollowUpExpo helps exhibitors at events like Canton Fair, CES, and MWC scan business cards, export contacts to Excel or CRM, and send personalized follow-up emails — all in seconds.

Your privacy matters to us. This policy explains what data we collect, how we use it, and your rights as a user of followupexpo.com.

Information We Collect

1. Account Information

• What We Collect: Your name, email address, and any other information you provide when creating an account or signing in.
• Purpose: To manage your account, authenticate your sessions, and provide customer support.

2. Business Card Images

• What We Collect: Photos or scans of business cards you upload for OCR processing.
• Purpose: To extract structured contact data (name, title, company, email, phone, website, address) using our AI OCR engine.
• Retention: Card images are deleted immediately after extraction is complete. We do not store, archive, or use original card images for any other purpose.

3. Extracted Contact Data

• What We Collect: The structured contact fields extracted from scanned business cards — name, job title, company, email address, phone number, website, and mailing address.
• Purpose: To display your scan results, enable Excel/CSV export, and pre-fill the follow-up email generator.
• Note: This data belongs to you. We do not sell or share it with third parties.

4. Follow-Up Email Content

• What We Collect: Inputs you provide to the AI follow-up email generator, including event name, meeting notes, sender details, and any custom instructions.
• Purpose: To generate a personalized follow-up email via our AI model. Inputs are processed transiently and not stored after generation.

5. Usage Information

• What We Collect: Information about how you interact with FollowUpExpo — features accessed, scan frequency, export actions, and usage patterns.
• Purpose: To improve our services, fix issues, and understand how trade show teams use the product.

6. Device and Technical Information

• What We Collect: Device type, operating system, browser type, IP address, and referring URL.
• Purpose: To optimize the experience across devices (desktop, iPhone, Android) and diagnose technical issues.

7. Cookies and Local Storage

• What We Collect: Session cookies for authentication; local storage to remember sender details (name, role, company, product) across sessions in the follow-up email generator.
• Purpose: To keep you signed in, personalize your experience, and reduce repetitive data entry.

8. Payment and Billing Information

• What We Collect: Payment details required for paid plan subscriptions or credit purchases, processed via our third-party payment provider.
• Purpose: To process transactions and manage your subscription. We do not store raw card numbers on our servers — payment data is handled by PCI-compliant processors.

How We Use Your Data

We use the data we collect to:

• Provide and operate the FollowUpExpo service (card scanning, contact export, AI email generation)
• Process payments and manage subscriptions
• Send transactional emails (receipts, account notifications)
• Improve our AI OCR accuracy and email generation quality
• Detect and prevent fraud or abuse
• Comply with legal obligations

We do not use your scanned contact data to build marketing lists, retarget third parties, or train public AI models without your explicit consent.

Data Storage and Security

We store data on secure, encrypted servers. Security measures include:

• HTTPS encryption for all data in transit
• Encrypted storage for contact and account data at rest
• Immediate deletion of uploaded card images after OCR processing
• Access controls limiting who can view your data internally

No method of internet transmission is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security.

GDPR and International Users

FollowUpExpo is designed with GDPR compliance in mind:

• Business card images are deleted immediately after extraction — no original images are retained
• You can request access to, correction of, or deletion of your personal data at any time
• We do not transfer personal data to third countries without appropriate safeguards
• You have the right to withdraw consent and request data portability

For GDPR inquiries, contact us at [email protected].

Information Sharing and Disclosure

We do not sell or trade your personal information. We may share data only in these limited circumstances:

• Service Providers: Trusted third-party vendors who help us operate the platform (e.g., cloud hosting, payment processing, email delivery), bound by confidentiality agreements
• Legal Requirements: When required by law, court order, or government authority
• Safety: To protect the rights, property, or safety of FollowUpExpo, our users, or others
• Business Transfer: In connection with a merger, acquisition, or sale of assets, with appropriate notice to affected users

Data Retention

| Data Type | Retention Period | |---|---| | Card images | Deleted immediately after OCR extraction | | Extracted contacts | Retained until you delete them or close your account | | Account information | Retained while your account is active | | Usage logs | Up to 12 months | | Payment records | As required by applicable law (typically 7 years) |

Your Rights

You have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Ask us to correct inaccurate or incomplete data
• Deletion: Request deletion of your personal data ("right to be forgotten")
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing of your data for certain purposes
• Withdraw Consent: Opt out of non-essential data processing at any time

To exercise any of these rights, contact us at [email protected].

Children's Privacy

FollowUpExpo is intended for business professionals and is not directed at children under the age of 16. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this privacy policy from time to time. When we do, we will revise the "Effective Date" at the top of this page. For material changes, we will notify you by email or via a notice on the platform. Continued use of FollowUpExpo after changes are posted constitutes your acceptance of the updated policy.

Contact Us

If you have any questions or concerns about this privacy policy or our data practices, please contact us:

FollowUpExpo
Website: followupexpo.com
Email: [email protected]