Privacy should be part of the booth plan.

Draft status: counsel review required · Last updated October 4, 2026

1. Scope

This draft applies to the BoothTeam digital booth experience and related setup, event, lead, and follow-up services provided by SophiMind. The customer’s signed agreement and any event-specific instructions may add requirements.

2. Information BoothTeam may handle

Depending on configuration, BoothTeam may handle exhibitor account details, company and event information, approved product content, visitor messages, contact details, consent records, resources requested or shared, conversation context, human handoff notes, event priority signals, and delivery status for configured follow-up.

3. Customer responsibility

The exhibitor decides what information to provide, what claims and resources are approved, which visitor data may be collected, what consent language is shown, who may receive a handoff, how long records should be kept, and which systems may receive lead data.

4. Service provider role

SophiMind processes customer and visitor information to provide the configured BoothTeam service, maintain security and reliability, support event operations, and follow documented customer instructions. The final agreement must define the controller/processor or equivalent roles for each deployment.

5. Visitor choices and consent

Visitors should receive clear information before contact details are captured, communications are sent, or optional follow-up is requested. BoothTeam should record the configured consent state and avoid treating a conversation alone as permission for unrelated marketing.

6. Human review and sensitive requests

BoothTeam is not an emergency, clinical, legal, financial, security, or unrestricted decision-making system. Sensitive, technical, commercial, and judgment-heavy requests should follow the exhibitor’s approved human escalation rules.

7. Retention, deletion, and access

The final policy and customer agreement must state retention periods, export behavior, deletion requests, backup handling, staff access, subprocessors, and what happens to event records when the service ends.

8. Security and incidents

SophiMind should apply reasonable administrative, technical, and organizational safeguards appropriate to the service. The final policy must define incident notification, access review, audit records, and customer cooperation requirements.

9. Contact

Privacy questions and requests should be sent through the customer’s approved SophiMind contact. Do not publish this draft as the final legal policy until counsel approves the text and operating behavior.