Privacy

Last updated: November 1, 2026

In short: you need no account. We keep only what makes your report work. We never sell your data. An exhibitor kit you upload stays private to your report unless you tick “Help us improve Exhibitor Preflight”, and even then only the show’s standard rates are used, never anything about you.

Exhibitor Preflight is run by Viljar Soon, a private individual in Estonia, who is responsible for your data (the “controller”). Contact: info@exhibitorpreflight.com.

What you give us

Your answers: the show, the year, your stand size and type, and the venue you pick. They are used to work out your report and are part of the report’s link.
An exhibitor kit or price list you upload (PDF), and prices you type in. They are stored on our server under a random code that only your report link carries, and used only in your reports.
Payment: you pay on Stripe’s page. We never see or store your card details. Stripe tells us the payment went through and for which show; we keep that payment reference so your report link keeps working.

Sharing an exhibitor kit (only if you tick the box)

If you tick “Help us improve Exhibitor Preflight” when uploading a kit, we keep a separate copy of the standard rates printed for every exhibitor of that show (for example electricity, carpet, material handling, cleaning and the dates those prices change). A person checks them before they are used in other exhibitors’ reports. We never use or show anyone your file, its name, your company or contact details, your stand number, your orders or invoices, or prices you typed in. Lines that look like a personal order or contact detail are removed automatically. Not ticking the box changes nothing in your own report.

What we keep automatically

Our server keeps a short-lived count of kit uploads per internet address per day, to limit abuse. It is held in memory and not stored.
Your browser remembers the last show you typed (local storage on your device) so you do not have to type it again. We use no advertising or tracking cookies and no analytics.
Our hosting provider keeps standard server logs (such as the address and time of a request) for security and troubleshooting.

Who helps us run the service

Render (United States): hosts the website and stores the files above.
Stripe: takes payments.
Anthropic: reads organisers’ public pages and the exhibitor kits you upload, to find prices, rules and dates. Kits are sent to it only to be read for your report.
Exa: web search, used to find a show’s official pages. Only the show name is sent.

Some of them are in the United States, so your data may be processed there.

How long we keep it

Show reports and uploaded kits are kept so your report link keeps working for the show you bought it for. Payment records are kept as long as the law requires for accounting. Ask us and we delete your kit and typed prices.

Your rights

You can ask what we hold about you, ask us to correct or delete it, or object to how we use it. Write to info@exhibitorpreflight.com; include your report link so we can find it. If you are in the EU or UK you may also complain to your data protection authority.