Terms & Conditions – Exhibitor Lead Capture Pro

Last updated: 08 August 2025

Table of Contents

1. Background
2. Agreed Terms
     2.1 Definitions
     2.2 Licence Acceptance
     2.3 Licence
     2.4 External Interfaces
     2.5 Services
     2.6 Fees & Payment
     2.7 Exhibitor Account
     2.8 Intellectual‑Property Rights
     2.9 Restrictions
     2.10 Confidentiality & Publicity
     2.11 Data‑Protection
     2.12 Warranties
     2.13 Term & Termination
     2.14 Limitation of Liability
     2.15 General
3. ExpoPlatform Code of Conduct Statement

1. Background 

ExpoPlatform Ltd. (the “Provider”) licenses its mobile application (the “App”) to exhibitors who wish to capture and manage leads at an Event staged by an organiser that has separately contracted with the Provider for use of the Smart Event platform. These Terms set out the conditions on which the Provider supplies the Lead Capture Feature (defined below) to the contracting “Exhibitor”.

The Provider does not sell the App or its documentation; it only licenses their use. The Provider remains the owner of all intellectual‑property rights therein.

2. Agreed Terms

2.1 Definitions 

• Account – the Provider‑provisioned account that enables the Exhibitor’s authorised staff to access the Lead Capture Feature.
• App – the Smart Event mobile application supplied by the Provider for the Event.
• Customer Data – data (including personal data) scanned, typed or otherwise entered by the Exhibitor or its staff while using the Lead Capture Feature.
• Data‑Protection Legislation – the UK GDPR, EU GDPR and any successor or local implementing laws.
• Event – the specific exhibition or trade‑show at which the Exhibitor participates and for which the App is deployed.
• Lead Capture Feature – the functionality within the App that enables an Exhibitor to scan visitor badges/QR codes, view enriched attendee profiles and export lead information.
• Licence Fee – the price payable by the Exhibitor for use of the Lead Capture Feature, as set out in the order form or in‑App purchase flow.
• Permitted User – an employee or representative of the Exhibitor authorised to use the Account for the Event.

2.2 Licence Acceptance

By signing the order form or completing an online purchase, the Exhibitor accepts these Terms for itself and (if applicable) on behalf of its company that will use the Lead Capture Feature.

2.3 Final Sale and No Refunds

The Buyer acknowledges and agrees that all sales are final. No refunds, exchanges, or cancellations will be issued under any circumstances. The Buyer accepts the purchased goods/services in their current condition and waives any rights to request a refund.

2.4 Licence

(a) The Provider grants the Exhibitor a non‑exclusive, non‑transferable, revocable, limited licence for the Term to:

1. download and run the App solely to access the Lead Capture Feature at the Event; and
2. export Customer Data strictly for the Exhibitor’s own internal sales and marketing purposes.

(b) The licence is contingent on timely payment of the Licence Fee 

2.5 External Interfaces

Where the Exhibitor chooses to integrate the Lead Capture Feature with an external CRM, marketing‑automation or registration system, the Exhibitor represents that it has the necessary rights and will indemnify the Provider against third‑party claims arising from such integration 

2.6 Services

The Provider will:

• enable the Lead Capture Feature in the App for the Exhibitor;
• provide user help‑guides and online FAQs; and
• offer email support during the Event’s published opening hours.

2.7 Fees & Payment

(a) All Licence Fees are invoiced immediately upon order (or charged instantly if purchased online) and are payable within 14 days unless otherwise stated. Late payments incur interest at 8 % p.a. above the Bank of England base rate .
(b) Fees exclude any value‑added tax (VAT) or equivalent.
(c) The Provider may suspend the Account if any undisputed sum is overdue by more than 30 days.

2.8 Exhibitor Account

The Exhibitor must:

• restrict Account access to Permitted Users;
• ensure device security; and
• notify the Provider immediately of any unauthorised use 

2.9 Intellectual‑Property Rights

All IP in the App and Lead Capture Feature remains vested in the Provider. The Exhibitor obtains no rights except the limited licence above

2.10 Restrictions

Except to the limited extent allowed by applicable law, the Exhibitor shall not 

• copy, modify, reverse‑engineer or create derivative works of the App;
• sublicense, rent or lend the Lead Capture Feature;
• use it to provide services to a third party; or
• scan or collect data in a manner that breaches Event rules or data‑protection law.

2.11 Confidentiality & Publicity

2.11.1. The Parties agree to keep confidential the existence and contents of this Agreement, the Confidential Information as well as any information of whatever nature concerning the business, finances, assets, liabilities, dealings, transactions, know-how, customers, suppliers, processes or affairs of the other Party and the Parties agree not to disclose or otherwise make available the same to a third party without the prior written consent of the other Party.

2.11.2. The obligations of confidentiality in clause 2.10.1 shall continue in force for a period of three (3) years from the Effective Date and shall not be affected by the expiry of termination of this Agreement.

.2.11.3. The obligations set out in clause 10 shall not apply to Confidential Information or any other information that the receiving Party can demonstrate:

• is or has become publicly known other than through breach of clause 10; or
• was in the possession of the receiving Party prior to disclosure by the other Party; or
• was received by the receiving Party from an independent third party who has full right of disclosure; or
• was required to be disclosed by a governmental authority, provided that the Party subject to such requirement to disclose gives the other prompt written notice of the requirement.

2.11.4. All media releases, public announcements and public disclosures by the Parties relating to this Agreement or its subject matter, including promotional or marketing material, shall be coordinated between them and mutually approved in writing prior to release.

2.12 Data‑Protection

(a) Roles. For Customer Data, the Exhibitor acts as controller and the Provider as processor. For App analytics, the Provider is the controller (see Privacy Policy).
(b) Each party will comply with Data‑Protection Legislation and the Data Processing Addendum in Appendix I of the enterprise terms (which forms part of these Terms).
(c) The Exhibitor warrants it has a lawful basis to process and export visitor data it captures. The Provider will process such data only to provide the Lead Capture Feature and support.
(d) The Exhibitor authorises the Provider’s current sub‑processors listed in the Privacy Policy and any replacements notified at least 60 days in advance 

2.13 Warranties

The Provider warrants that the Lead Capture Feature will perform substantially in accordance with its published description during the Event; if not, the Provider will use reasonable efforts to correct material defects.. All other warranties (including fitness for a particular purpose) are excluded to the fullest extent permitted by law.

2.14 Term & Termination

(a) The licence commences on the order date and ends 30 days after the Event closes unless renewed by mutual agreement.
(b) Either party may terminate for material breach that is uncured after 14 days’ notice or for insolvency events
(c) On termination or expiry the Exhibitor must delete the App and any SDK keys; the Provider will disable the Account and delete or return Customer Data on written request.

2.15 Limitation of Liability

(a) Neither party is liable for indirect or consequential loss, including loss of profit, business, data or reputation 
(b) The Provider’s total aggregate liability under these Terms is capped at 100 % of the Licence Fee paid by the Exhibitor.
(c) Nothing limits liability for death, personal injury or fraud.

2.16 General

Clauses 16.1 – 16.12 of the enterprise terms apply mutatis mutandis, including governing law (England & Wales) and arbitration.. The Exhibitor may not assign these Terms without the Provider’s written consent.

3. ExpoPlatform Code of Conduct Statement

The Exhibitor acknowledges and agrees to comply with the Provider’s Client Code of Conduct (enterprise clause 4.2.16) 

Appendix A – Data‑Processing Details