Effective date: 2026-10-20
Missing Exhibitors is a service of Internet Physics, Inc.
Who we are
This policy explains how Missing Exhibitors, a service of Internet Physics, Inc., a Delaware corporation (Delaware file number 10348328), collects and uses personal information. "We" means Internet Physics, Inc. acting under the name Missing Exhibitors.
What we collect and where it comes from
People we contact
We collect only business contact information: a person's name, job title, business email address and the company they work for. We contact people only in their business role. Every email we send names Missing Exhibitors as the sender, gives our postal address and lets you opt out.
This subsection covers the people we write to about Missing Exhibitors itself: the directors of meetings, exhibits or development of US trade and professional associations, and their executive directors where named. We find the associations' shows on ConferenceDB's free exhibitor lists and in the TSNN Top 250 Trade Show List, and we read each association's public staff page for its staff count and for the names, titles and business email addresses it publishes. Campaign emails we send for a customer are covered under "Information we handle for customers" below.
The free gap list
The gap list uses public exhibitor lists and floor plans of the prospect's show and of two or three peer shows, and the public websites of the companies on it. It names companies, the shows where they exhibit and their booth sizes, and links to each company's public contact or marketing page. This information is about businesses; a public contact page may also name a person in a business role.
Customers
A customer gives us the business contact details of the person who accepts its order and of the staff it names for the campaign. When it accepts an order it sends us its show prospectus; its list of the companies that exhibited or sponsored at its shows in the previous two years; its in-talks list of companies its staff are already discussing; and its approval of the email template. Its IT contact adds DNS records we supply for the sending subdomain it delegates. During the campaign it reports the contract value and payment date of each lead-log company that contracts. These lists and records name companies and may name contacts at them. Customers pay our emailed invoices by bank transfer (ACH or wire).
Emails and our website
We keep the emails people send to hello@missingexhibitors.com and our replies, because they are the record of what we agreed.
Our website at https://missingexhibitors.com is a set of static pages. It has no login, no forms and no advertising or analytics trackers, and it sets no cookies of its own. The provider that serves it may log technical data, such as IP addresses, to keep it running and secure.
Information we handle for customers
When we work for a customer, the personal information we handle on its behalf belongs to the customer. We use it only to do the work the customer ordered and as the customer instructs. We do not sell it or use it for anything else, and we delete it within 90 days after the work ends unless the customer asks us to return it first.
For a campaign, this is the business contact information of the people at exhibiting companies whom we email in the customer's name: the name, job title and business email address of a marketing or events contact, found on the company's public pages, together with their replies, their opt-outs and the dated lead log. It also covers any contacts named in the lists and records the customer sends us. We use it only to send the customer's approved campaign, answer replies from its prospectus, hand interested companies to the customer and prepare its report and commission statements. Campaign emails name the customer as the sender in the From line, carry the customer's postal address and an opt-out link, and are sent only from the subdomain the customer delegates. We never email anyone outside the customer's campaign with that information, never email a company on the customer's past-exhibitor or in-talks lists, and never use what a customer sends us, or the replies its campaign receives, for any other customer, except that an opt-out is honoured in every later campaign we send.
How we use information
We use personal information to decide whom to contact and to write to them about Missing Exhibitors; to prepare the free gap list and do ordered work; to answer emails and keep records of what was agreed, including consents to automatic renewal; to honour opt-outs and the requests this policy describes; and to meet legal obligations. We do not sell personal information, share it for cross-context behavioural advertising, or use it to make decisions that have legal or similarly significant effects on a person.
Who we share it with
We share personal information only with service providers that process it for us (our email provider, our email sending tool, our domain and web hosting providers, and the software providers we use to read and write our emails and prepare our work); with a customer, when the information concerns that customer's own work; and where the law requires it. We do not sell or rent it.
We also receive customers' bank transfers through our bank, which sees the payer's name and account details that come with each transfer; we take no card payments.
How long we keep it
We keep business contact information about people we have contacted for up to 24 months after we last contacted them, and then delete it. We keep customer records and emails for as long as the customer relationship lasts and for 3 years after it ends, so that we can show what was agreed. If you opt out or ask us to delete your information, we keep only your email address and the date on our do-not-contact list, so that we never contact you again.
Your choices and rights
Opting out. Reply "unsubscribe" to any email from us and we will not email you about Missing Exhibitors again. We act on opt-outs within 2 business days.
Access, correction and deletion. Anyone may ask us what personal information we hold about them, ask us to correct it, or ask us to delete it, by emailing hello@missingexhibitors.com with the subject "Access", "Correct" or "Delete" from the address concerned. We reply by email within 30 days. When we delete, we remove the information from our mailbox, our sending tool and our files within 30 days and confirm by email, keeping only the do-not-contact entry described above. We do not treat anyone differently for using these rights.
Security
We store personal information only with the kinds of service providers this policy names and in our own files, and we give access only to the providers that need it for the purposes above. No method of storing or sending information is completely secure.
Children
Missing Exhibitors serves businesses. We do not knowingly collect personal information from children under 16.
Changes to this policy
We may update this policy by publishing a new version on this page with a new effective date. If a change affects how we use information we already hold about our customers, we email them before it applies.
Contact
Missing Exhibitors, a service of Internet Physics, Inc.
Email: hello@missingexhibitors.com