Privacy policy

1. Introduction

ExpoBooth.ai Ltd (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information in compliance with UK GDPR and the Data Protection Act 2018. Where we provide services to clients in the European Union or process EU personal data, we also aim to follow applicable EU GDPR requirements.

This Privacy Policy also explains, at a high level, how we use AI-assisted workflows and the transparency measures we apply in line with the EU AI Act’s transparency expectations for certain AI-generated or AI-assisted content.

 

2. Who We Are

ExpoBooth.ai Ltd is a company incorporated in England & Wales (Company Number: 16906022) with its registered office at Bartle House, 9 Oxford Court, Manchester, M2 3WQ, United Kingdom.

We provide AI-assisted exhibition and trade show booth design and visualisation services to event agencies, stand builders, and exhibitors.

 

3. What Data We Collect

We may collect and process the following data:

• Contact Information: Name, email address, phone number, company name, job title.
• Account Data: Login credentials, order history, usage logs, authentication events.
• Project Content (Client Materials): Files, images, brand assets, sketches, moodboards, CAD files, floorplans, PDFs, and other content uploaded or shared for design and visualisation purposes.
• Prompts and Instructions: Text instructions, prompts, and other inputs submitted through the Services.
• Outputs and Deliverables: Generated images, renders, videos, walkthroughs, and related files.
• Payment Information: Billing address, transaction details (processed via secure third-party providers). We do not store full payment card details.
• Technical Data: IP address, browser type, device information, cookie identifiers, and usage statistics.
• Support and Communications: Messages sent to us (e.g., email correspondence, support tickets) and any information you choose to provide.
• Generation Logs / Audit Trail: Workflow settings, timestamps, input references, output references, user/account identifiers, and credit usage.

 

4. How We Use Your Data

We use your data to:

• Provide, operate, and improve our Services.
• Create and deliver design concepts and visualisations.
• Process prompts, Client Materials and other inputs to generate Outputs.
• Communicate with you about orders, support requests, and service updates.
• Process payments and manage accounts.
• Maintain security, prevent fraud, and troubleshoot issues.
• Maintain operational records (including generation logs) for billing, support, dispute resolution, and compliance transparency.
• Comply with legal obligations.

 

5. Legal Bases for Processing (UK GDPR / EU GDPR)

Where required, we rely on one or more of the following legal bases:

• Contract: To provide the Services you request.
• Legitimate interests: To operate and improve our business, keep our Services secure, prevent misuse, and communicate with business customers.
• Consent: For certain marketing communications and non-essential cookies (where applicable).
• Legal obligation: To comply with applicable laws.

 

6. Client Materials: ownership and licence to process

You retain ownership of your Client Materials. By uploading or sharing Client Materials through the Services, you grant us a limited, non-exclusive, worldwide, royalty-free licence to host, store, copy, process, transmit, and display those Client Materials only to the extent necessary to provide, maintain, and improve the Services, to generate Outputs, and to meet our legal and compliance obligations.

 

7. AI-Assisted Workflows and EU AI Act Transparency

 

7.1 AI-assisted content

Our Services use a combination of AI systems and human expertise to generate and/or enhance concept renders, images, videos, and other visualisations.

 

7.2 Third-party AI processing and service providers (including OpenAI)

Our workflow may involve processing Client Materials, prompts, uploaded files and/or generated Outputs through selected third-party providers, such as:

• AI model/API providers
• Cloud hosting and infrastructure providers (including hosted workflow tooling)
• File storage and content delivery providers
• Payment processors
• Analytics providers
• Customer support and communications tools

We use OpenAI’s APIs to support certain AI processing within our Services. Depending on the workflow, this may involve sending limited portions of Client Materials and/or related content to OpenAI for processing in order to generate or enhance Outputs.

For more information about how OpenAI handles data submitted via its API services, please review OpenAI’s data usage guidance here: OpenAI – Your data.

 

7.3 No training on client data

We do not use Client Materials, prompts, project files, or Outputs to train our own AI models unless we have your explicit written permission.

 

7.4 Transparency notices

In line with transparency expectations under the EU AI Act (including Article 50 requirements for certain AI-generated or AI-manipulated content), where appropriate or legally required, we will apply notices such as “AI-Assisted Concept Visualisation”:

• Within the client dashboard
• On downloads (including PDFs)
• Within exported files (including metadata)
• Within proposals or other deliverables

 

7.5 People in visualisations

Some Outputs may include people or crowds that are fully generated and not based on any real-world likeness. These are included for illustrative purposes only.

 

7.6 Concept-only limitation

Outputs are concept visuals intended for ideation, visualisation and presentation. They are not technical construction documents, engineering advice, venue approval drawings, health and safety documentation, or build-ready specifications.

 

7.7 Your responsibilities

If you publish or distribute Outputs, you are responsible for ensuring your use complies with any applicable laws and transparency obligations in your jurisdiction and for your use case.

 

8. Data Sharing & Disclosure

• We do not sell your personal data.
• We may share data with trusted service providers (as described above) under appropriate confidentiality and data protection terms.
• We may disclose information if required by law, or to protect our rights, users, or the public.

 

9. Data Security

We use industry-standard security measures to protect your data from unauthorised access, alteration, or loss. However, no online service can be guaranteed 100% secure.

 

10. Data Retention

We retain personal data only as long as necessary for the purposes described in this policy. In general, we apply the following retention approach (unless a longer period is required by law or needed to resolve disputes):

• Account data: retained for as long as your account is active, and for a reasonable period after closure to allow account recovery, security investigations, and recordkeeping.
• Billing and payment records: retained for the period required by applicable tax and accounting laws.
• Project files (Client Materials and Outputs): retained for as long as needed to provide the Services and support your projects, and for a reasonable period afterwards for re-delivery, support, and dispute resolution.
• Support communications: retained for as long as needed to handle your request and maintain support history.
• Generation logs / audit trail: retained for billing, support, security, abuse prevention, dispute resolution, and compliance transparency.

You may request deletion of certain data where applicable (see Your Rights), and we will assess and action requests in line with legal requirements.

 

11. International Transfers

Your data may be processed outside the UK/EEA. Where this occurs, we use appropriate safeguards (for example, the UK International Data Transfer Agreement and/or EU Standard Contractual Clauses, as applicable).

 

12. Your Rights

Depending on your location and applicable law, you may have the right to:

• Access your data
• Correct or update inaccurate data
• Request deletion (where applicable)
• Object to or restrict processing
• Data portability
• Withdraw consent (where processing is based on consent)
• Lodge a complaint with the ICO (UK) or your local supervisory authority (EU)

To exercise your rights, contact us at hello@expobooth.ai

 

13. Cookies & Tracking

Our website uses cookies and similar technologies for functionality, analytics, and improvement. You can adjust your preferences via your browser settings and (where available) our cookie controls.

 

14. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on our website and will take effect when posted.

 

15. Contact

For questions or requests regarding this policy, contact:

• Email: hello@expobooth.ai
• Post: Bartle House, 9 Oxford Court, Manchester, M2 3WQ, United Kingdom