Scaniam stores the answers attendees give in your survey, the leads built from them and what your staff add at the booth. Responses and leads are visible to your workspace and to authorised Scaniam staff giving support, and booth staff see only what their station shows. You can export them on every plan and delete a response or a whole lead from the dashboard. Scaniam keeps your data until you delete it or your workspace is closed, and cancelling a plan never deletes it.
What Scaniam stores and who it belongs to
Scaniam stores the attendee data your events collect: the answers each attendee gives in your survey or on your registration page, and the leads Scaniam builds from those answers across your events. It also stores what happens at the booth: the gift code, whether the gift was handed over, any game result and prize, and the Hot, Warm or Cold rating, notes and tags your staff add.
The Privacy Policy says you, the workspace owner, are the data controller for attendee data, and Scaniam processes it on your behalf. The Terms say the data you collect belongs to you, and that you are responsible for getting the consents you need from attendees. The Terms say Scaniam does not sell or rent attendee data or share it for advertising.
This page describes how the Scaniam product handles that data. It is not legal advice. For where data is stored, the services Scaniam uses and your rights, read the Privacy Policy.
The rules
| Rule | Detail |
|---|---|
| What a response holds | The attendee's answers, the contact details from your lead fields (name, job title, company, work email, phone) when your survey asks for them, the gift code, the submission time and how it was captured: attendee's phone, Sales Station, Host Station or registration page. |
| Booth data | Whether the gift was given and when, the game played and prize won, the rep's rating, notes, tags and next step, and which rep rated the lead. |
| Registration pages | A registration also saves the registration time and the campaign tags in the link (source, medium, campaign, content, term). They show in the event CSV. |
| Hidden fields | A Hidden field saves a value passed in the survey link. The attendee does not see it. |
| A returning attendee | A returning attendee Scaniam recognizes updates their existing response. New answers are added and nothing they gave before is blanked. |
| Leads | Scaniam combines a person's responses across your events into one lead. The lead shows their newest details. |
| Your workspace only | Responses and leads are visible only to your workspace. Other Scaniam customers cannot see them. The Scaniam app has no invite or team seat feature. |
| Scaniam staff | The Privacy Policy says authorised Scaniam staff can open your workspace to provide support, investigate a problem or enforce the Terms. |
| No messages to attendees | Scaniam does not email or message attendees. You follow up in your own tools. |
| How long data is kept | Scaniam keeps workspace, event and response data until you delete it or your workspace is closed. Nothing is deleted for inactivity. |
| Cancelling | Cancelling a plan, a failed payment or the end of a granted plan never deletes events, responses, leads or credits. |
| Export | Export CSV downloads an event's responses, or your leads from the Leads page, on every plan including Free. |
Consent
Scaniam collects consent with the T&C consent question type: a checkbox with your own sentence. A new T&C consent question starts with "I agree to be contacted about this event." and starts Optional, so an attendee can get their gift code without ticking it. Set it to Required if attendees must agree to submit. Scaniam checks a Required box again when the response is saved.
You can add a link to your own privacy policy or terms. The attendee sees it as Read more ↗. If your sentence names a policy or terms and the link is empty, the survey builder warns: "Add the link, or attendees can't read the policy this text names."
Scaniam shows the consent answer where you follow up. The event CSV has a column for each consent question, showing "Yes" when it was ticked. A lead's panel on the Leads page shows "Agreed to be contacted" or "Did not agree to be contacted", from the person's newest consent answer. The leads CSV has a Consent column with Yes or No, empty when your survey asked no consent question.
A consent "yes" given on your registration page is kept when the same person later fills your booth survey. Scaniam does not decide whether your consent wording is enough for your follow-up. That depends on the laws that apply to you.
Who can see attendee data
| Who | What they see |
|---|---|
| People signed in to your workspace | Every response and lead, except the details of locked responses (see below). |
| Sales Station reps | After scanning or typing a gift code: the attendee's name, job title, company and up to 6 of their answers. Never their email or phone. They also see the name and company of attendees who booked a meeting. Each rep signs in with their own PIN. |
| Gift Station volunteers | Anyone with the Gift Station link who enters a gift code sees the attendee's first name, last-name initial and company, and can mark the gift as given. Reset gift links stops every old Gift Station link. |
| Host Station staff | What they type for the attendee in front of them. The Host Station starts a new entry for each attendee. |
| Anyone with your event link | Your survey or registration page, with its questions, branding and prize names. |
| Leaderboard and booth screen viewers | If you run a leaderboard contest or a booth screen, it shows players' names and scores, recent winners with their prize, and answer charts as totals. Anyone with the event link can open it. A locked player is not named. |
Locked responses. Responses over your monthly limit are saved but locked until they are paid for. Scaniam hides their details on the event dashboard and the Leads page, leaves them out of both CSV exports and the AI event report, and shows them as "Attendee" at the stations. See plans and limits.
What stays on the attendee's phone
Scaniam attendee and station pages use no cookies. While an attendee fills your survey or registration form, the answers typed so far stay in the phone's browser storage, so a reload or a lost signal loses nothing. They are removed when the survey is submitted. Until the survey is submitted, the phone also keeps a random key for the event. After submitting, it keeps the gift code and a key to reopen their own response.
On that phone, the attendee can tap Edit answers to change their answers while the survey is open. Someone else? Start a new survey removes this phone's code, saved answers and keys, so the next person starts fresh. On a registration page the same button is Register someone else. For a tablet shared by many attendees, use the Host Station.
If the connection drops at the booth, the Sales Station and Host Station keep unsent saves on that device for a limited time, and send them when the connection returns.
Scaniam's product analytics on attendee and station pages run without cookies, record no sessions and receive page addresses without the part after the "?". The analytics events record what happened, never names, emails or answers.
The AI event report and personal data
The Scaniam AI event report (Premium plan) runs only when you generate it, for an event with at least 10 responses, not counting test or locked responses. Scaniam sends the AI the event's name, city and date, totals and percentages, the most common company names, a few of your questions with their top answer, and up to 50 answers to each open-text question, as typed.
Apart from the most common company names, Scaniam never sends answers to Email or Phone questions or to questions marked as a lead field. If a Short answer question asks for a name and is not a lead field, its answers are sent as typed. Mark every contact question as a lead field. Locked and test responses are left out. The Privacy Policy names the AI provider. The full list of report sections is on event reports and CSV export.
Deleting data
| Action | Where | What it deletes |
|---|---|---|
| Delete response | A response's panel on the event dashboard, or select responses and click Delete | The response with its answers, gift code, game result and meeting booking. Leads update to match, and a lead with no responses left is removed. |
| Delete lead | A lead's panel on the Leads page | Every response behind the lead, in every event, then the lead. Scaniam first shows how many leads and responses it will delete. This can include other leads with the same contact details. |
| Clear test data | The test notice on the event dashboard | Your test runs from Test Survey and Preview. |
| Delete Sample Event | The Sample Event's Event Settings menu or its banner | The Sample Event and its invented responses. Your own events are not touched. |
| Close your workspace | Email support | See below. |
Every delete asks first and cannot be undone. Deleting never gives back responses already counted this month, never returns a prize to stock, and a voucher code given to a deleted response stays used. A deleted contest winner shows as "Deleted" in the winners list.
Archive Event and Move to Junk are not deletion. Archiving moves an event to the Archived filter (a live event is paused), and Junk moves a response or lead to the Junk folder. Your own events have no delete button: to remove an event's attendee data, delete its responses.
Closing your workspace. Email support to close your workspace or for an attendee's request you cannot handle yourself. When Scaniam closes a workspace, its members lose access, its events and stations stop at once, and its events, responses, leads, images and member accounts are deleted for good 30 days later. Until then the workspace can be restored. The Privacy Policy says records the law requires are kept, such as GST records.
What happens if...
| If | Then |
|---|---|
| An attendee asks you to delete their data | Open their lead and click Delete lead. Their responses in every event go with it. |
| You delete a response whose person has other responses | The lead stays and updates from the remaining responses. |
| You delete a locked response | It is deleted, but it does not free room under your monthly limit or give back a response. |
| An attendee asks what you hold about them | Open their lead on the Leads page, or find their rows in the event CSV. |
| An attendee leaves the survey before submitting | Their typed answers stay on their phone only. Nothing reaches your dashboard until they submit. |
| Two attendees use the same phone | The second taps Someone else? Start a new survey. For one shared tablet all day, use the Host Station. |
| You remove a rep from an event | Their sign-in ends. Leads they rated keep their rating and their name. |
| You cancel, or a payment fails | Nothing is deleted. Responses that were locked stay saved and locked. You can still export what you can see. |
| A Short answer question collects names or emails | Its answers are sent to the AI event report as typed. Change it to a lead field, or an Email or Phone question. |
| You change your consent sentence after people answered | Each response keeps the answer it was given. New attendees see the new sentence. |
| You archive a live event | Scaniam asks first, then pauses it so new attendees see the survey is closed. Nothing is deleted. |
How to add a consent question
- Open your event from Events and click Edit Survey.
- Click Add question and pick T&C consent under Question type.
- Write your sentence, or keep "I agree to be contacted about this event."
- Optionally, paste a link to your own privacy policy or terms in the link box under the sentence.
- Leave it Optional, or click the pill to make it Required.
How to delete an attendee's data
- Click Leads and open the person's lead.
- Click Delete lead at the bottom of the panel.
- Read the count of leads and responses, then click Delete.
To delete single responses instead: on the event dashboard, click a response and then Delete response, or tick several responses and click Delete in the bar that appears. Confirm with Delete.
Which plans
Consent questions, CSV export and deletion are on every Scaniam plan, including Free. The AI event report is on the Premium plan. See pricing.
Common questions
Who owns the attendee data collected through Scaniam?
The Scaniam Terms say the responses, event data and contacts collected through your workspace belong to you. The Privacy Policy says you, the workspace owner, are the data controller for attendee data, and Scaniam processes it on your behalf.
How do I delete an attendee's data when they ask?
Open the lead on the Leads page and click Delete lead. Scaniam shows how many leads and responses it will delete, then deletes them with their answers, gift codes, game results and meeting bookings. It cannot be undone.
Does the AI event report see attendee names or emails?
Apart from the most common company names, the Scaniam AI event report never receives answers to Email or Phone questions or to lead-field questions. Answers to other open-text questions are sent as typed, so mark every contact question as a lead field.
Is a badge scan a valid opt-in?
Scaniam does not scan badges. The attendee fills in your form on their own phone, and you choose whether to add a T&C consent question and whether ticking it is required. Scaniam does not give legal advice on what your consent must say.
Can other customers see my leads?
No. Scaniam responses and leads are visible only to your workspace. Other Scaniam customers cannot see them.
Do we keep our leads if we cancel or a rep leaves?
Yes. Cancelling, a failed payment or moving to Free never deletes events, responses or leads. Removing a rep ends their sign-in, and the leads they rated keep their name.