Privacy Policy

Planner Hero’s software and services save time and money as your organization looks to construct exceptional events.

Last Revised: March 2, 2023  

Privacy and Your Information

This Privacy Notice (“Notice”) describes the manner in which Scout20, Inc. dba Planner Hero (“Scout20”, “we,” or “us”) and our website at (our “Site”), as well as all related websites, networks, applications, and other services provided by us and on which a link to this Policy is displayed (collectively, together with our Site, our “Service”). This Policy, which is incorporated into and is subject to the Scout20 Terms of Use, describes the information that we gather from you on the Site, how we use and disclose such information, and the steps we take to protect such information.

What Kinds of Information Do We Collect?

Scout20 collects information as part of its business operations, to provide services, to respond to requests and offer customer support, to fulfill legal and contractual obligations and to provide its services to customers. You provide some of this data directly, such as when you register for an account on the Site, order Scout20 Services, contact customer support, or register for a Scout20 event or publication. We also collect information through your interaction with Scout20 and our Site, for example, using embedded product technologies and cookies. We also obtain data from third parties.

Information You Provide to Scout20 Voluntarily

When you subscribe to a newsletter, create an account, make a purchase or request information from Scout20, we will ask for things like contact, billing, shipping and communication information, location information, payment card or financial account data, and account ID or credentials, in order to fulfill your request. If you visit our Site, attend a trade show or event, or otherwise contact us, you may also voluntarily provide similar information.

Interactive features in some Scout20 Services may allow you to comment on or make unique posts, or share photos, video or other personal content. When you affirmatively share this content, we may collect and use it in accordance with this Notice. Additionally, by way of your social engagement, we may receive information about you from another user, such as when your friend posts content that includes you.

If you submit any personal information about other people to us or to our service providers, you are responsible for making sure that you have the authority to do so and to allow us to use their personal information in accordance with this Privacy Notice (for example, by your asking for their consent).

Site Use and Operation

If you download and use certain Scout20 Services on the Site, we may track and collect usage data, such as when you access our Site, what information and files have been downloaded through the use of the Site, and how you interact with the Site and Services during use. Some of this data may be protected as personal information under applicable data protection laws. We collect this information to understand how you interact with Scout20 Services and provide you the best experiences. We may also use this information for security purposes. We may associate the information we collect from more than one device that you use with other information that we have collected about you or your other devices.

In addition, most computing devices include embedded technology that collects information. This information may include:

·  Physical Geographic locations, such as through GPS, Bluetooth, or WiFi signals.

Scout20 Services can also collect geographic location information, such as location inferred from your IP address or GPS, and information about how you engage with and use Scout20 Services, for example where you have chosen to activate location-enabled services on the device with which you access these services.

Information from Third Parties

We obtain information through partners, vendors, suppliers and other third parties. The parties from whom we obtain information are typically corporate enterprises and they may be located in any of the locations in which we do business. These enterprises largely fall into the following categories: Marketing companies, data set and information vendors, public database providers, social media platforms, partners, providers of products or services, hosts or vendors at events or trade shows, enterprises that use Scout20 Services, or third party offerings that include Scout20 Services. We might also obtain information through a partner, or co-create datasets with a partner, as part of our business operations. This kind of data is used for work like improving Scout20 Services, providing new Services, and enhancing existing Services and developing new capabilities and features. In some cases, we combine personal information about individuals that we receive from multiple sources, including directly collected from you or through your use of the Scout20 Services.

Through our Site & Services

We collect information about how you interact with our Site and some Scout20 Services through the use of cookies. Please view our Cookies Policy for more information on our use of cookies and how you can manage cookies.  

How We Use Information

We use information that we collect for lawful purposes associated with the growth, maintenance and management of our Services while also respecting your privacy. These uses include our internal operations and administration, communicating with you and fulfilling your requests for the Scout20 Services, for advertising and marketing, to monitor and maintain functionality and security of Scout20 Services and to improve, develop, enhance and otherwise provide the Scout20 Services.

To Communicate

We use contact information to send messages; to provide Services and process payments; to respond to customer service requests; to provide alerts such as security updates or changes in our policies or about subscriptions that are ending; and to send marketing or informational materials like newsletters or white papers, in accordance with your communication preferences. Some Scout20 Services may allow you to send messages or to “like” or post on social media. For information about managing the use of your contact data and to manage subscriptions and promotional communications, please visit the Your Choices & Rights section of this Notice.

For Business Operations

We use information to operate our business; for example, to perform accounting, auditing, billing, reconciliation, and collection activities. Other business purposes that depend on use of your personal information include crime or fraud monitoring and prevention, protecting our legal rights, and performing contractual obligations. We also use personal information to contact you to advertise, market and sell Scout20 Services in accordance with your communications preferences.

For Functionality, Development and Improvement

We use information to provide, offer, personalize and improve Scout20 Services. Some information, like your IP address, is used to communicate with your device to, measure usage levels of Scout20 Services, diagnose server problems and provide security features. Other business purposes that depend on use of your information include data analysis related to testing, modifying, improving or developing new products, services and technologies and to identify trends. We use cookies to make our websites operate, work more efficiently, and provide analytic information. For more information on Scout20’s use of cookies, please read our Cookies Policy.  

Scout20 may use information to provide Service updates and reports and to check that the Services are working properly. We rely on information to analyze performance and improve and maintain Scout20 Services.

Legal Basis for Our Use (EEA and United Kingdom Visitors Only)

If you are in the European Economic Area or the United Kingdom, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, where we have a legal obligation to do so or where the processing is in our legitimate interests (such as processing for administrative purposes, direct marketing, product development or improvement, preventing fraud or criminal acts and in support of information security) and not overridden by your data protection interests or fundamental rights and freedoms. 

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the time of collection. We will also tell you whether the requirement for that information is mandatory and explain any consequences to you if you do not provide the information.

Similarly, if we collect and use your personal information based on our legitimate interests (or those of any third party), we will take reasonable steps to provide clear notice and describe our legitimate interests.

Scout20 is the Data Controller of all personal information collected from the Site in the EEA. The contact details for Scout20 are set out in the How to Contact Us section.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information for any specific processing activity, please contact us using the contact details provided under the How to Contact Us Section below.

How We Share Information

We work with authorized suppliers and business partners.  When we share your personal information with these companies, we put in place appropriate measures to limit the use of your information only for legal and authorized purposes that are consistent with this Privacy Notice, as well as appropriate confidentiality and security measures.

We also share information with third parties for advertising and marketing; when required by law or to respond to legal process; to protect our customers; to protect lives; to maintain the security of Scout20 Services; and to protect our legal rights.

With Suppliers

Our authorized vendors and suppliers may require personal information to provide services we have contracted for, such as product delivery, website hosting, data analysis, IT services, auditing, payment processing or customer service. We use a wide variety of software and tools at Scout20 and we process personal information using these tools as a regular course of business.  

We also share non-personally identifiable information, such as anonymized or aggregated information, with suppliers for purposes such as analysis, identifying trends in the areas of our products and to help research and develop new Scout20 Services.

For Advertising and Marketing

We may share your information with our third-party company partners to prepare and deliver advertising and marketing content from us to you.  

Scout20 also provides your personal information with non-affiliated third parties for their own advertising or marketing.  For information about how to decline our advertising and marketing, please see the section entitled Your Choices & Rights below.

Sales, Mergers & Acquisitions

We may disclose personal information as part of a contemplated or actual corporate transaction such as a reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings).

Research and Study

We may disclose personal information to collaboration partners to conduct research to improve our Services, or the use of our Services, and to identify new uses or Services.

With Your Consent

Scout20 may disclose your personal information to any other person or entity where you consent to the disclosure.

Your Choices & Rights

Scout20 respects your rights in how your personal information is used and shared. You may request access or corrections to your personal data and make choices about the kinds of marketing materials you receive (or choose not to receive marketing from Scout20 at all). If you are in Europe, you may have additional rights under the GDPR. Additional choices and rights may be available to you depending on which Scout20 Services you use.

Access, Correction to or Deletion of Your Information

If you would like to correct or update your personal information, or to request access to or deletion of your personal information, you may contact us by visiting the specific Service website or by using the contact details provided under the How to Contact Us section below. If you request a change to or deletion of your personal information, please note that we may still need to retain certain information for recordkeeping purposes, and/or to complete any transactions that you began prior to requesting such change or deletion (e.g., when you make a purchase or enter a promotion, you may not be able to change or delete the personal information provided until after the completion of such purchase or promotion). Some of your information may also remain within our systems and other records where necessary for compliance with applicable law.

At your request and where the law requires us to do so, we will confirm what personal information we hold about you. You may also have a legal right to obtain a copy of your personal information. You can make such a request by making a written request in one of the ways described in the How to Contact Us section below. We may charge a processing fee for this service where permitted by law and we will require evidence of your identity before fulfilling your request.

Data Privacy Rights Specific to Residents of the European Economic Area or the United Kingdom

If you are in the EEA or the United Kingdom, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. You can exercise these rights by making a written request in one of the ways described in the How to Contact Us section below.

Similarly, if we have collected your personal information with your consent, you can withdraw your consent at any time. Withdrawing your consent will not affect (1) the lawfulness of any processing we conducted prior to your withdrawal, or (2) processing your personal information under other legal bases.

If you believe we are using your personal information in a way that is inconsistent with this Privacy Notice or for more information about your rights, contact your local data protection authority.  

Advertising and Marketing Choices

You may access or update your contact details and modify your communication preferences by using one of the methods provided under the How to Contact Us section below. Please also note that if you choose not to receive marketing communications from us, we may still send you communications related to your products or Scout20 Services, such as information about a security update, billing issue or product delivery. Some advertising content is delivered through the Scout20 Services’ (including our website) use of cookies.  Our Cookie Policy is available here, and includes more information on Scout20’s use of Cookies and how you can manage or decline their use.

Other Privacy Related Information

Below you will find additional information you may find important such as how we communicate changes to this notice, our data retention practices, international compliance, working with minors’ personal information and information security.

Personal Information of Minors

We comply with the Children’s Online Privacy Protection Act in the United States, and similar laws around the world, where applicable to Scout20 Services. We do not knowingly collect personal information from minors without proper consent from a parent or legal guardian. If you believe that we may have collected personal information from a minor without the requisite consent, please let us know using the methods described in the How to Contact Us section below and we will investigate and promptly address the issue. For these purposes, we define a "minor" to mean an individual who is under the age of majority in the territory in which they are resident.

Minors, or their legal guardians, may change or revoke the consent choices previously made or request access to or removal of any personal information that they have provided or posted to Sites by contacting us using the information in the How to Contact Us section of this Notice. Within thirty days of such a request (unless another period is provided by law) Scout20 will anonymize, or remove from public view such content unless legally required to retain such content or information.

International Compliance

Whenever Scout20 transfers personal information beyond the country of origin, we will do so in accordance with applicable laws.  


We retain personal information for the period necessary to: Provide requested Scout20 Services, as needed to comply with legal obligations (e.g. maintaining opt-out lists to fulfill advertising and marketing choices or to comply mandatory record retention or legal hold requirements), as agreed in an individual consent, to resolve disputes, and to otherwise fulfill the purposes, rights and obligations outlined in this Privacy Notice. Retention periods can vary significantly based on the type of information and how it is used and our retention periods are based on criteria that include legally mandated retention periods, pending or potential litigation, our intellectual property or ownership rights, contract requirements, operational directives or needs, and historical archiving. When personal information is removed from our systems, it will be deleted or destroyed using appropriate security protocols so that it cannot be reconstructed or read.

Third Party Sites & Services

This Privacy Notice does not address, and we are not responsible for, the policies and practices of third parties or other organizations that are not operating on Scout20’s behalf, including policies and practices related to privacy and security, data collection, processing, use, storage, and disclosure. This includes: (a) any third party operating any site or service to which the Scout20 Services link – the inclusion of a link on the Scout20 Services does not imply endorsement of the linked site or service by us or by our affiliates; or (b) any app developer, app provider, social media platform provider, operating system provider, wireless service provider or device manufacturer (such as Facebook, Apple, Google, Microsoft, LinkedIn, etc.) - including any personal information you disclose to other organizations through or in connection with the Scout20 Services or Sites.

Changes to This Policy

We may change this Privacy Notice from time to time so it accurately reflects our practices, the Scout20 Services and legal requirements. The “Last Revised” section at the top of this Notice states when this Privacy Notice was last amended and we update this date each time a revision is posted. Any changes to this Privacy Notice will become effective when we post the revised Privacy Notice on the Scout20 Site.You should check back regularly to stay informed of our privacy practices.

If any change to our Privacy Notice materially affects the use of your personal information, we use reasonable efforts to notify you in advance, such as by sending an email or posting a prominent notice of the changes on our Site, and give you a reasonable period of time to object to any changes. In some cases, objecting to changes may affect the availability or functionality of the Scout20 Services available to you. We will treat your continued use of the Scout20 Services after the effective date of any updated Privacy Notice as your acceptance of the changes we have made. However, we will seek your affirmative consent to any material changes in our use of your personal information as described in an updated Privacy Notice if and where this is required by applicable data protection laws.

We encourage you to periodically review this Privacy Notice to stay informed about how we collect, use, and share personal information.

How to Contact Us

If you have questions or concerns about Scout20’s privacy practices or to exercise any of your rights and choices as described in this notice, you can contact us at the addresses below:

Scout20, Inc.

3237 106th Ave SE

Bellevue, WA 98004

Please include your contact information and a detailed description of your privacy request or privacy concern.