The short version
- Relay is a lead capture and conversation notes app for trade shows, customer meetings and other in-person events. It is made by ExpoGenie, Inc.
- The leads your team captures belong to your company. We store and process them for you. We do not sell personal information, we do not show ads, and we do not use your leads to market to the people in them.
- Event organizers never see your leads, notes or voice notes.
- Badge reading and voice note transcription happen on your device. Badge photos and voice audio are not sent to outside AI or transcription vendors.
- We do not use your leads, voice notes or transcripts to train AI models.
- If your badge or card was scanned with Relay, you can ask us not to enrich your details and we will help you reach the company that holds them.
- Relay data is stored in the United States. ExpoGenie is GDPR compliant and supports access, export and erasure requests.
1. Who we are and what this policy covers
Relay is a product of ExpoGenie, Inc. ("ExpoGenie," "we," "us" or "our"), 1900 South Norfolk St, Suite 350, San Mateo, CA 94403, USA.
This Privacy Policy explains what information we collect through Relay, how we use it, who we share it with, how long we keep it, and the choices and rights you have. It applies to:
- the website at relaymeetings.ai;
- the Relay mobile apps and the Relay web app; and
- the emails and notifications Relay sends
(together, "Relay"). The ExpoGenie event management platform is covered by the ExpoGenie Privacy Policy. Your use of Relay is also governed by the Relay Terms of Service.
2. Our role: controller and processor
Relay is a business tool, so who is responsible for a piece of information depends on what it is.
- Your account, billing and website information. ExpoGenie decides how this information is used, so we are its controller.
- Lead data. The information your team captures about the people you meet belongs to your company (the exhibitor or business that holds the Relay account, which we call the "Customer"). The Customer is the controller of lead data. ExpoGenie processes it on the Customer's behalf and on its instructions, as a processor (or "service provider" under US state privacy laws). The event organizer does not own or control the leads you capture.
- Attendee Match registration lists. An event organizer who offers Attendee Match controls its own registration list. We use that list only to perform the lookups described in section 7.
Customers who need a Data Processing Addendum (DPA) can request one at info@expo-genie.com.
3. Information we collect
3.1 Information about Relay users
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Name, work email, company, job title or role, profile photo (optional) | You, a colleague who invites you, or an event organizer whose event your company exhibits at (see 3.4) |
| Sign-in and security information | Sign-in codes or links, session and device identifiers, security logs | Created when you sign in and use Relay |
| Billing details | Plan, billing contact, invoices and payment history. Card details are entered directly with Stripe, Apple Pay or the app store and are not stored by Relay. | You, when you upgrade |
| Usage and device information | App version, device type, operating system, IP address, approximate time zone, features used, crash and error reports | Collected automatically when you use Relay |
| Support and communications | Messages you send us, our replies, your email preferences | You |
3.2 Website visitors and form submissions
When you fill in a form on relaymeetings.ai (for example, to get started, book a demo or receive ROI calculator results) we collect what you enter, such as your name, work email, company, role, message and calculator inputs. Our website host records standard server logs, such as IP address, browser type and pages requested, to deliver and secure the site.
The Relay website does not currently use advertising cookies, tracking pixels or third-party analytics. The site loads fonts from Google Fonts, which means your browser sends your IP address to Google when a page loads. If we add analytics or similar tools, we will update this policy first.
3.3 Information about the people you meet ("lead data")
When you use Relay, you add information about other people. Lead data can include:
- photos of badges and business cards you scan, and the text Relay reads from them (such as name, title, company, email and phone);
- voice notes you record, and their transcripts and summaries;
- notes, tags, ratings, folders and follow-up status you add;
- business contact details added through enrichment (section 6); and
- registration details added through Attendee Match, if your company bought it for an event (section 7).
Your company decides what lead data to collect and is responsible for having a lawful reason to collect it, such as a business conversation at an event. Please do not record sensitive information about people in Relay, such as health, religion, political views, sexual orientation or financial account numbers.
3.4 Information from event organizers
Many companies start using Relay because they exhibit at an event run on ExpoGenie. When an organizer turns Relay on for an event, the exhibitor company's name and its contacts and booth staff (names and work emails) are shared with Relay from the organizer's ExpoGenie event so we can create the company's Relay account and send a welcome email. You can close your account at any time (section 12).
3.5 Information from other sources
- Enrichment providers, who return business contact details for leads (section 6).
- Integrations you connect, such as HubSpot or Salesforce, which may send us account and record identifiers needed to sync leads.
- Payment processors and app stores, which tell us whether a payment succeeded.
3.6 Device permissions
- Camera, to scan badges and business cards. The text is read on your device, and the image is stored with the lead so you can check it later.
- Microphone, to record a voice note when you tap record. The note is transcribed on your device. Relay never records in the background.
- Notifications (optional), for show reminders and account updates.
Relay does not access your location, address book or photo library unless a feature asks you first and you agree. You can change these permissions at any time in your device settings.
4. How we use information
- To provide Relay: create and secure accounts, read badges and cards, transcribe voice notes, organize leads, produce post-show reports, and sync leads to your CRM when you connect one.
- To enrich leads when you or your team ask for it, within your plan's limits (section 6).
- To run Attendee Match for companies that buy it (section 7).
- To communicate with you: welcome emails, sign-in codes, receipts, renewal reminders, service notices, post-show reports and, where allowed, information about Relay plans and features. You can opt out of marketing emails at any time.
- To process payments and manage your plan.
- To keep Relay safe: prevent fraud, abuse and security incidents, and enforce our Terms.
- To improve Relay, using aggregated or de-identified information wherever we can.
- To meet legal obligations and respond to lawful requests.
We do not sell personal information. We do not "share" personal information for cross-context behavioral advertising, we do not show ads in Relay, and we do not use lead data to advertise to the people in it. We do not use your lead data, voice notes or transcripts to train general-purpose AI models.
5. AI features and voice notes
Relay uses artificial intelligence in a few specific places:
- Reading badges and business cards. Relay uses open-source models that run on your device to read the text on a badge or card and recognize fields such as name, company and email. The photo is not sent to an outside AI vendor to do this.
- Transcribing voice notes. Voice notes are transcribed on your device using Wispr Flow's on-device model, which also works offline. Your audio is not sent to Wispr Flow or any other outside transcription service.
- Enrichment. When you enrich a lead, Relay uses Apollo.io and an AI agent to find and confirm business contact details (section 6). Any AI service provider involved works on our behalf, under contracts that limit its use of the data to providing the service to us and do not allow it to use the data to train its models.
AI output can be wrong or incomplete. Please check important details, such as names, emails and commitments, before you rely on them or sync them to your CRM.
Voice notes are designed for you to record your own thoughts after a conversation, not to record the conversation itself. Some places require everyone's consent before a conversation is recorded. If you record anyone other than yourself, you are responsible for getting any consent the law requires first. Relay does not create voiceprints or identify people by their voice.
6. Contact enrichment
When you or your team enrich a lead, Relay sends limited identifiers about that person (such as name, company and email, if known) to a business data provider and receives professional details back, such as job title, company information, work email and work phone. Our enrichment provider today is Apollo.io, and Relay also uses an AI agent to help match the lead to the right business record and confirm the details.
- Enrichment looks only for professional, business-contact information. It never looks for sensitive information.
- Enriched data is provided for your company's internal business use, such as following up with people you met. It may not be used for advertising, credit, employment, insurance or housing decisions, or profiling unrelated to your business relationship.
- Anyone can ask us not to enrich their details (section 13). We keep a do-not-enrich list and check it before every enrichment.
7. Attendee Match
Attendee Match is an optional add-on that an event organizer can offer to exhibitors at its event. Here is how it works:
- The organizer keeps its attendee registration list in a Google Sheet that the organizer creates, owns and controls, and connects it to Relay. The organizer can change or delete that sheet at any time.
- When a company that bought Attendee Match for that event captures a badge, Relay looks up the attendee on the organizer's list using an exact match on first name, last name and company. If there is a match, the organizer's registration fields are added to that lead and labeled "Planner list." Captures that do not match during the event may be checked again against the organizer's updated list after the event.
- Relay does not keep a copy of the organizer's full list. Only the matched details for attendees your team actually captured become part of your lead data.
- Attendee Match data is visible only to companies that bought Attendee Match, and only for the attendees they captured.
- The organizer is responsible for telling its attendees how their registration details may be shared with exhibitors and for having a lawful basis to share them.
8. How information is shared
| With | What and why |
|---|---|
| Your team | Relay works as one account per company. Everyone on your company's account can see the company's leads and folders, so nothing is lost when someone leaves. Account admins can manage users, see billing details (card type and last four digits only) and export data. |
| Event organizers | Never your leads, notes, voice notes or transcripts. If your company uses Relay through an organizer's event, the organizer can see that your company has Relay, whether it bought Attendee Match, and summary counts such as how many leads your company captured at that event. |
| Integrations and AI assistants you connect | When you connect a CRM such as HubSpot or Salesforce, or an AI assistant, we send data to it as you direct. That service's own terms and privacy policy apply to data once it is there. An AI assistant you connect can only reach what you can see in Relay, and you can disconnect it at any time. |
| Service providers | Companies that help us run Relay (section 9), under contracts that require them to protect the information and use it only to provide services to us. |
| Payment processors and app stores | Stripe processes card and Apple Pay payments on the web. Apple handles any purchases made through the App Store under its own terms. |
| Legal and safety | When required by law or legal process, or to protect the rights, safety and security of our users, ExpoGenie or others. |
| Business transfers | If ExpoGenie is involved in a merger, acquisition, financing or sale of assets, information may transfer as part of that transaction, subject to this policy. |
9. Our service providers
These are the main service providers that process personal information to deliver Relay. We may update this list as Relay changes, and Customers can ask us for the current list at any time.
| Provider | Purpose |
|---|---|
| Google Cloud | Application hosting, storage and backups |
| Apollo.io | Contact enrichment |
| AI service providers | The AI agent used for contact enrichment |
| Mandrill by Mailchimp | Transactional email (welcome emails, sign-in codes, receipts, reports) |
| Stripe | Payment processing, including Apple Pay |
| Apple | App distribution and any App Store purchases |
| Google Sheets | Attendee Match lookups against the organizer's own sheet |
| Netlify | Website hosting and website forms |
Badge reading and voice transcription run on your device, so no outside provider receives badge photos or voice audio for those features. CRM and AI assistant services you connect, such as HubSpot or Salesforce, receive data at your direction and are not our service providers.
10. How long we keep information
| Information | How long |
|---|---|
| Voice note audio | 90 days after it is transcribed, then deleted. Deleting a voice note deletes its audio right away. |
| Leads, transcripts, notes, badge and card images | For as long as your company's account is open, unless you delete them sooner. Deleted items are removed from Relay right away and from backups within 30 days. |
| Inactive free accounts | If no one on a free account signs in or captures a lead for 24 months, we may delete the account and its data after giving at least 30 days' notice by email. |
| Closed accounts | When a company closes its account, it has 30 days to export its data. After that we delete the account data within 90 days, including from backups, unless the law requires us to keep something longer. When a paid plan ends without renewing, the account moves to the free plan and data is kept. |
| Billing and transaction records | 7 years, as tax and accounting rules require |
| Website form submissions | As long as needed to respond and follow up, and no more than 3 years after our last contact with you |
| Security and server logs | Up to 12 months |
| Do-not-enrich list | As long as needed to honor the request |
We may keep aggregated, de-identified information that cannot reasonably be linked back to anyone.
11. If you use Relay as part of a company account
When you use Relay as part of a company account, such as your employer's, that company controls the account's leads and folders. People who sign up with your company's email domain may be able to join the account. Admins can add and remove users, change roles and manage billing, and the company keeps the leads you captured if you leave. ExpoGenie support can access an account to help when the company asks, or when needed to keep Relay secure.
12. Your choices and rights
- Access and update: view and edit your profile and your leads in the app.
- Export: your company can export its leads from the web app at any time.
- Delete your account: delete your user account in the app's account settings, or email us. Deleting your user account removes your sign-in and profile. Leads you captured stay with your company unless an admin deletes them. Admins can close the whole company account.
- Emails: turn off optional emails in your settings or use the unsubscribe link. Sign-in, security, billing and service emails will still be sent.
- Permissions: turn camera, microphone and notification access on or off in your device settings.
- Integrations and AI assistants: disconnect them at any time.
Depending on where you live, including the European Economic Area, the United Kingdom, Switzerland, California and other US states with privacy laws, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, to withdraw consent, to opt out of sales, sharing or targeted advertising (we do not do these), to appeal our decision on your request, and not to be discriminated against for using these rights. We treat a browser's Global Privacy Control signal as a valid opt-out request.
To make a request, email info@expo-genie.com. You may use an authorized agent. We will verify your identity before acting on a request and respond within one month, or within the time the applicable law allows. If your request is about lead data held by a Customer, we will pass it to that Customer and help them respond. If you are in the EEA, UK or Switzerland, you also have the right to complain to your local data protection authority.
13. If your information is in Relay because someone met you
If someone scanned your badge or business card or took notes after meeting you, that person's company controls that information and decides how it is used. The quickest way to access, correct or delete it is to contact that company directly. You can also email us at info@expo-genie.com and we will forward your request to the right company and help where we can.
You can ask us not to enrich your information in the future by emailing us with the email address you want covered. We will add it to our do-not-enrich list, which Relay checks before every enrichment, and remove enriched details we added where we can.
14. Legal bases for processing (EEA, UK and Switzerland)
Where the GDPR or similar laws apply, we process account and billing information to perform our contract with you; for our legitimate interests in running, securing and improving Relay and communicating with business users; with your consent where we ask for it (such as notifications or certain marketing emails); and to meet legal obligations. For lead data, ExpoGenie acts as a processor for the Customer, which is responsible for its own legal basis.
15. International transfers
ExpoGenie is based in the United States and Relay data is stored in the United States, and some of our service providers may process data in other countries. We do not currently offer data residency in other regions. When we receive personal information from the EEA, UK or Switzerland, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum.
16. Security
We protect information with encryption in transit and at rest, access controls that limit who at ExpoGenie can reach customer data, and monitoring of our systems. We are GDPR compliant. We do not currently hold SOC 2 or ISO 27001 certification; our Security page explains where we stand. No system is perfectly secure, so please contact us right away if you think your account has been accessed without permission.
If we learn of a security incident affecting personal information, we will investigate, work to limit the harm, and notify affected Customers, users and regulators without undue delay and as the law requires.
17. Cookies
The Relay web app uses essential cookies and similar storage to keep you signed in, remember your preferences and keep the service secure. These are needed for the web app to work. We do not use advertising cookies in Relay or on the Relay website. You can block cookies in your browser, but parts of the web app may stop working.
18. Additional information for US state residents
In the past 12 months we have collected these categories of personal information, from the sources and for the purposes described above: identifiers and contact details (such as name, email and IP address); professional information (such as company and job title); commercial information (such as plan and purchase history); internet and device activity (such as app usage and logs); and audio information (voice notes you record). We disclose these categories to service providers for the business purposes in section 4. We do not sell or share personal information, and we do not use sensitive personal information to infer characteristics about anyone.
19. Age requirement
Relay is a business tool for people 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has given us information, contact us and we will delete it.
20. Changes to this policy
We may update this policy as Relay changes. We will post the new version here with a new effective date, and tell you by email or in the app before significant changes take effect.
21. Contact us
ExpoGenie, Inc.
1900 South Norfolk St, Suite 350
San Mateo, CA 94403, USA
Email: info@expo-genie.com
Phone: 888-693-1208