Effective date: November 23, 2021 · Last updated: September 15, 2026
Nextech AR Solutions and its affiliates, including Eventdex, LLC ("Nextech", "we", "us", "our"), are committed to respecting your privacy and complying with applicable data protection and privacy laws.
This policy describes how we collect, use, disclose and otherwise process your personal data when you use our websites, products and services. "Personal data" means information about an identifiable individual.
This policy forms an integral part of our General Terms and Conditions (the "Terms"). Capitalized terms that are not defined here have the meaning given to them in the Terms.
Where we need to give you privacy information that applies to a specific product, event or feature, we will do so in the product-specific notices in section 11, in a supplement to this policy, or in a notice shown to you at the point the information is collected. If there is a conflict, the more specific notice prevails to the extent needed to resolve it.
Please read this policy carefully. By using our products and services, or by choosing to provide us with your personal data, you acknowledge the practices described here. If you do not agree with this policy, please do not use our products and services or provide us with your personal data.
This policy applies to our websites — including nextechar.com and eventdex.com — and to the following products and services:
| Product | What it does |
|---|---|
| Eventdex | Event management software and mobile applications, including event registration and ticketing, event websites, onsite check-in and badge printing, the mobile event app, lead retrieval, business matchmaking, and in-person, hybrid and virtual event platforms. |
| Map D | Interactive floorplan, booth sales and exhibitor management software for trade shows and exhibitions, including exhibitor directories, session and speaker listings, sponsorship inventory and show analytics. |
| ARitize 3D | 3D model creation and augmented reality viewing for e-commerce, allowing shoppers to view products in 3D and place them in their own surroundings on a retailer's website or app. |
| ARway.ai | Augmented reality wayfinding and navigation for venues, including indoor positioning, AR directions and in-venue content. |
This policy does not apply to third-party software, websites or services that may interact with our products and services, including those operated by event organizers, exhibitors, sponsors, retailers and venues.
Most of our products are supplied to business customers — event organizers, show management companies, retailers and venue operators — who use them to serve their own audiences. That means our responsibility for personal data depends on how you interact with us.
We are responsible for personal data as a controller when you visit our websites, contact us, buy or subscribe to our products, attend our own webinars or events, or create an account directly with us. This policy describes what we do with that data.
When an event organizer runs an event on Eventdex or Map D, when a retailer embeds ARitize 3D on its website, or when a venue deploys ARway.ai, that customer decides what information is collected and how it is used. In those cases we handle the information on the customer's behalf, under our contract with them and following their instructions.
If you are an attendee, exhibitor, speaker, sponsor, shopper or venue visitor: the organizer's, retailer's or venue's own privacy notice governs how your information is used. Please contact them first with requests about your data. We will help our customers respond to those requests, and you can always contact us at privacy@nextechar.com if you are not sure who to approach.
We collect personal data when you register for or attend an event, make a purchase, create an account, use one of our applications, take part in campaigns or research, or otherwise interact with us. This includes the following categories.
We require these sources to comply with applicable laws when collecting this data and transferring it to us, including ensuring that there is a legal basis for the transfer, or anonymizing the data before disclosing it to us.
We may process your personal data for the purposes below. More than one purpose may apply at the same time.
To deliver the products and services you or our customer have asked for; to process registrations, ticket purchases, booth sales and payments; to produce badges and manage onsite check-in; to publish floorplans, exhibitor directories and session listings; to enable matchmaking, meetings and networking; to render 3D models and AR experiences; to provide wayfinding and navigation; to process your requests; to perform our contract with you; and to identify you and ensure the functionality and security of our products.
To create and manage your account so you can manage your content and preferences. Depending on the service, creating an account may be required or voluntary, and requires basic details such as name, email address and country.
To provide our customers with registration, attendance, engagement, usage and sales reporting for their own events, stores and venues, and to provide customer care and technical support.
To send you service and transactional messages, such as registration confirmations, tickets, badges, event reminders, critical alerts and notices about changes to our products and services, and to respond when you contact us.
To protect our products, our customers and event participants; to prevent, detect and investigate fraud, abuse and other misuse; and to comply with our legal and regulatory obligations.
To develop, test and manage our products, services, customer care, sales and marketing, and to produce aggregated or de-identified analytics and benchmarks that do not identify you. We may combine personal data collected through one of our products with other personal data we hold about you, unless the original purpose of collection is incompatible with doing so.
To tell you about our products, services and promotions, to conduct market research and to personalize what we show you, where you have consented or where this is otherwise permitted. You can unsubscribe from marketing messages at any time — see section 13.
We do not use personal data collected on behalf of a customer to market our own products to that customer's attendees, shoppers or visitors, except where the customer or the individual has agreed to it.
Our basis for processing your personal data depends on the purpose and on the product or service you are using. In general, we rely on the following.
We process your personal data with your knowledge and consent, except where exempted, required or permitted by applicable laws. The form of consent may vary depending on the circumstances and the type of data requested. Your consent may be express, with clear options to say "yes" or "no" — for example checking a box — or implied, such as when you provide your address through a form seeking information and we use it to respond. Consent can also be given by your authorized representative. Taking into account the sensitivity of the information, the purposes of collection and your reasonable expectations, we will obtain the form of consent appropriate to the personal data being processed. When we process your personal data for a new purpose, we will document that purpose and ask for your consent again.
We process personal data to perform our obligations under the terms and conditions applicable to the product or service you are using, whether provided by us or by our customers.
We process personal data as needed to comply with laws and regulations that apply to us.
We process personal data to further our legitimate interests — for example managing, developing, testing and securing our products and services, and in limited circumstances marketing and making recommendations. Any such processing is subject to appropriate measures to protect your rights and freedoms and to the restrictions set out in this policy.
You may refuse to provide consent, or tell us at any time that you wish to withdraw or change your consent, without penalty, subject to legal or contractual restrictions and reasonable notice. You can do this by changing your privacy preferences in the product, by deleting your account and stopping use of our products and services, or by contacting our Privacy Officer (see section 18). If you withdraw or change your consent, we may not be able to continue providing our products and services to you.
We do not sell, lease, rent or trade your personal data. We share personal data only in the circumstances described below.
When you register for, attend, exhibit at, speak at or sponsor an event run on our platforms, your information is made available to that event's organizer. Similarly, usage information from ARitize 3D and ARway.ai is made available to the retailer or venue operating the experience. Their own privacy notices govern what they do with it.
We share personal data with other Nextech group companies and with authorized third parties who process personal data on our behalf for the purposes described in this policy. These include providers of cloud hosting and infrastructure, payment processing, email and SMS delivery, badge printing and onsite event services, analytics, customer support tools, security services, research, and marketing campaign management.
These authorized third parties are not permitted to use your personal data for any other purpose. We bind them contractually, require them to act consistently with this policy and require them to use appropriate security measures to protect your personal data.
We share personal data with other parties where you have consented or asked us to do so — for example when you connect a third-party integration to your account.
We may be obligated by law to disclose personal data to authorities or other third parties, for example to law enforcement agencies in the countries where we or third parties acting on our behalf operate. We may also disclose and otherwise process personal data in accordance with applicable law to defend Nextech's legitimate interests, for example in legal proceedings or in connection with governmental requests and filings.
If we decide to sell, buy, merge or otherwise reorganize our businesses, this may involve disclosing personal data to prospective or actual purchasers and their advisers, or receiving personal data from sellers and their advisers.
We may share aggregated or de-identified information that is not linked to any identifiable individual — for example industry benchmarks and event performance statistics — with our customers and partners.
Our products and services are provided using resources and servers located in various countries. Your personal data may therefore be transferred across international borders outside the country where you use our services, including to countries that do not have laws providing the same protection for personal data, or that have different legal rules on data protection.
Where we make such a transfer, we ensure there is a legal basis for it and that adequate protection for your personal data is provided as required by applicable law — for example by using standard contractual clauses approved by the relevant authorities where necessary, and by requiring the use of appropriate technical and organizational information security measures.
You may contact us at privacy@nextechar.com for more information about the safeguards we apply to these transfers.
We aim to collect only the personal data necessary for the purposes for which it is collected, and to retain it no longer than necessary for those purposes. How long we keep personal data, and the criteria for determining that period, depend on the nature of the data and the purpose for which it was provided. For example:
You may contact us at privacy@nextechar.com for more information about the retention of your personal data.
Privacy and security are key considerations in the creation and delivery of our products and services. We have assigned specific responsibilities for privacy and security matters, and we enforce our internal policies and guidelines through proactive and reactive risk management, security and privacy engineering, training and assessments.
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of personal data, usernames, passwords and transaction information. We take appropriate steps to address online security, physical security and the risk of data loss, taking into account the risk represented by the processing and the nature of the data being protected, and we limit access to databases containing personal data to authorized persons with a justified need to access it.
No method of transmission or storage is completely secure. If we become aware of a security incident affecting your personal data, we will notify you and the relevant authorities where required by applicable law.
The following notices describe practices that are specific to individual products. They add to, rather than replace, the rest of this policy.
Registration and ticketing data is collected using forms configured by the event organizer, and the organizer decides which fields are required. Onsite, we process check-in records, printed badge data and session access scans so the organizer can manage entry and capacity. Badges typically display your name, company and attendee type, and carry a QR code or barcode that can be scanned by the organizer and by exhibitors.
Lead retrieval lets exhibitors and sponsors capture attendee details by scanning a badge or QR code. When your badge is scanned, the registration information the organizer has designated for lead retrieval — typically your name, company, job title and business contact details — is provided to that exhibitor, together with any notes or qualification answers they record. The exhibitor becomes independently responsible for that information and uses it under their own privacy notice. Scanning is voluntary: if you prefer not to share your details with an exhibitor, decline the scan.
Matchmaking uses the profile, interests and availability you provide to suggest and schedule meetings with other participants. Your profile and meeting requests are visible to the participants you are matched with, and the event organizer can see meeting activity for reporting purposes.
Our mobile applications may request access to your device's camera, in order to scan QR codes and badges, and permission to send you push notifications. Each of these permissions is controlled by you and can be enabled or disabled at any time in your device settings. Turning a permission off may disable the related feature.
For virtual and hybrid events we process attendance and engagement data such as sessions joined, time spent, chat and Q&A messages, poll responses and content downloaded, and provide this to the organizer for their event reporting.
Map D is used primarily by show organizers and exhibiting companies, and the information processed is mainly business contact and company information rather than consumer data. It includes exhibitor and sponsor company records, booth or space selections and assignments, contract and payment status, sales inventory and analytics, staff contact details, and directory content such as company descriptions, logos, product listings, session details and speaker biographies. Some of this content — for example exhibitor listings and published floorplans — is intended for publication and may be visible on public event websites and interactive floorplans.
ARitize 3D is supplied to retailers and brands, who embed 3D models and AR viewing in their own websites and applications. When you use the AR view, your device's camera is used to display the product in your surroundings. The camera view is processed on your device to render the experience; it is not transmitted to or stored by Nextech, and we do not use it to identify you. Camera access is controlled by you and can be turned off at any time in your device or browser settings, though the AR view will not work without it.
We collect usage information about the 3D and AR experience — such as which models were viewed, session length, device and browser type — and provide it to the retailer so they can measure how the experience performs.
ARway.ai is deployed by venue operators to provide indoor navigation and AR wayfinding. To show your position on a venue map and display directions, the application uses your device's camera and motion sensors together with positioning information, which may be derived from the venue's map data and from satellite, mobile, Wi-Fi or other network-based positioning methods.
These permissions are controlled by you and can be enabled or disabled at any time in your device settings; navigation features will not work without them. We use this information to provide the navigation experience and to give the venue operator analytics about how their space is used. We do not use it to identify you personally without your consent. Venue operators may also present content, offers or advertising at particular points within the venue.
We use cookies, web beacons and similar technologies to operate and improve our websites and offerings, to remember your preferences, and for personalization and advertising on our marketing websites. Some of our websites may use third-party advertising and analytics technologies, and our domains may include third-party elements that set cookies on behalf of a third party, for example in relation to social networks.
The cookies we use fall into the following broad categories:
Where required by applicable law, we ask for your consent before setting non-essential cookies, and you can change your choice at any time through the cookie banner or notice on our websites. You may also set your browser to refuse cookies or to alert you when cookies are being sent; if you do, some parts of our websites and products may not function properly.
Subject to applicable law, you have the right to:
If you opt out of marketing communications, we may still send you critical alerts and service messages relating to your account, registration or event.
You can exercise these rights by contacting us at privacy@nextechar.com, or by managing your account and choices through the profile management tools available in our products. If your information was provided to us by an event organizer, retailer or venue, please contact them first — we will support them in responding to your request.
In some cases, particularly if you ask us to delete your personal data or stop processing it, we may no longer be able to provide our services to you. Applicable data protection law may place limits on the extent to which these rights can be exercised; where a limit applies, we will respond with an explanation of what action will be taken. Where applicable law provides for it, you also have the right to lodge a complaint about our data collection and processing activities with the supervisory authority in your jurisdiction.
We take reasonable steps to keep the personal data we hold accurate and to delete incorrect or unnecessary personal data. We encourage you to review your personal data through your account from time to time to make sure it is up to date.
If you wish to delete your Eventdex account, please follow the steps below.
What happens next. Your request will be processed within 30 days of our confirmation email. We will delete your account and the associated data from our systems, including your personal information, event registrations, transaction history and other data linked to your account. Once deletion is complete, you will receive a final email confirming it. Deleted accounts cannot be recovered or restored.
Where we are required by law to retain certain records — for example transaction and tax records — we will retain only what the law requires. Residual copies may persist in our secure backups for a limited period before being overwritten in the ordinary course.
If you registered for an event through an organizer rather than creating your own account, please contact that organizer, or email us at privacy@nextechar.com and we will direct your request appropriately.
Our products and services are intended for general and business audiences and are not directed to children. We do not knowingly collect personal data from children, and no part of our websites is structured to attract children. If you believe a child has provided us with personal data, please contact us at privacy@nextechar.com and we will take appropriate steps to delete it. Customers who use our products to register minors are responsible for obtaining any parental or guardian consent required by applicable law.
Our products and websites may contain links to, or be embedded within, other companies' websites and services that have privacy policies of their own — including event organizer websites, retailer storefronts, venue services, payment providers and integrations that our customers choose to connect. We have no responsibility or liability for, or control over, those third parties' collection, use and disclosure of your personal data. We encourage you to read their privacy policies.
Where our products are embedded in the products and services of our customers, we require those customers to provide appropriate transparency to you. This may include linking to this policy, or providing information in integrated notices that identify us as the service provider.
We may change this policy from time to time. If we make a material change that adversely affects you, we will post a notice at the beginning of this policy and on the home page of this site for 30 days, and will update the "last updated" date above. We encourage you to revisit this policy periodically to stay informed about how we protect the personal data we collect.
Nextech AR Solutions is the controller of your personal data in respect of the products and services covered by this policy. In addition, the Nextech affiliate providing a particular product or service may be a controller of your personal data; you can find the identity and contact details of that controller in the terms and conditions for the product or service.
For any question about our privacy practices, or to exercise your rights under applicable data protection law, contact our Privacy Officer:
Nextech AR Solutions
c/o Privacy
150 King St W, Suite 717
Toronto, Ontario M5H 1J9
Canada
privacy@nextechar.com
Eventdex, LLC
1069 Main Street, Suite #144
Holbrook, NY 11741-1618
United States
support@eventdex.com
+1 (866) 434-5088
Copyright © 2026 Nextech AR Solutions Inc. 150 King St W #717, Toronto, Ontario, M5H 1J9
