1. Who we are
Expert Appearances is an expert appearance research, outreach, and booking coordination service operating through ExpertAppearances.com. It grew from the work of Podcast Guest Agent and serves experts, podcast hosts, producers, journalists, event organizers, and business partners worldwide.
For privacy questions, access requests, corrections, deletion requests, or objections, contact hello@expertappearances.com.
2. Information we collect
Information you provide directly
- Name, email address, title, company, website, location, and time zone.
- Professional biography, credentials, expertise, topics, audience, appearance history, headshot, social links, books, media kit, and scheduling information.
- Campaign goals, budget or plan choice, availability, boundaries, preferences, forms, releases, and communication history.
- Podcast, event, media, or organizer information submitted through a guest request.
- Billing, invoice, and payment confirmation information, excluding full payment-card details handled by payment providers.
Information collected automatically
Our hosting provider may record IP address, browser type, device information, requested pages, timestamps, referrer, and security logs. The website uses an essential session cookie to protect forms against cross-site request forgery. Optional analytics are disabled by default and, when configured, load only after the visitor makes an applicable consent choice.
Professional contact information used for outreach
Campaign research may use business contact information published on podcast websites, company sites, event pages, professional profiles, media directories, application portals, public social profiles, or supplied by a client or recipient. Records can include name, professional role, organization, email, profile URL, program details, outreach status, and communication preferences.
3. Why we use information
- Respond to inquiries and assess service fit.
- Create and maintain expert profiles and campaign criteria.
- Research relevant podcasts, events, media contacts, panels, and other opportunities.
- Introduce experts, submit approved applications, manage follow-up, and coordinate bookings.
- Prevent duplicate outreach and honor do-not-contact requests.
- Provide invoices, payment administration, client support, reports, and service records.
- Secure, troubleshoot, improve, and measure the website and business operations.
- Comply with legal obligations, enforce agreements, and protect rights or safety.
4. Legal bases where applicable
Depending on the location and context, we may rely on contract performance, steps requested before entering a contract, legitimate business interests, consent, and legal obligations. Legitimate-interest activities may include responding to business inquiries, researching relevant professional opportunities, sending carefully targeted business communications, maintaining suppression lists, preventing fraud, and improving operations.
Where consent is required for non-essential cookies or a particular marketing activity, we will request it. You may withdraw consent without affecting processing that occurred before withdrawal.
5. How we share information
We may share information only as reasonably necessary with:
- Podcast hosts, producers, journalists, event organizers, associations, platforms, and other opportunity decision-makers when representing an expert.
- Clients and their authorized assistants when managing campaign opportunities.
- Hosting, email, calendar, form, spreadsheet, CRM, analytics, security, payment, file-storage, and professional service providers acting on our behalf.
- Authorities, advisers, or other parties when required by law or necessary to protect rights, prevent fraud, or address safety concerns.
- A successor or buyer involved in a merger, acquisition, financing, reorganization, or sale of business assets, subject to appropriate protections.
We do not sell personal information for money. Some regional laws define certain advertising or analytics disclosures differently. Where applicable, we provide required notices and choices based on the technologies in use.
6. International processing
Our team, clients, recipients, and service providers may be located in different countries. Information can therefore be processed outside the country where it was collected. Where required, we use appropriate contractual, organizational, or legal safeguards for international transfers.
7. Retention
We keep information only as long as reasonably necessary for the purpose collected, contractual and reporting needs, dispute handling, security, legal obligations, and suppression of unwanted contact. Our working retention periods are:
- Unsuccessful general inquiries: up to 24 months.
- Client and campaign records: the service period plus up to 7 years where needed for contractual, tax, or dispute records.
- Host and organizer communication records: as long as needed for relationship history, future opportunity notes, and do-not-contact suppression.
- Website security logs: typically 30–180 days unless needed for investigation.
These periods may be shortened or extended where the purpose changes, a valid request applies, or legal, tax, security, contractual, or dispute requirements justify a different period.
8. Your choices and rights
Depending on applicable law, you may have rights to request access, correction, deletion, restriction, portability, objection, information about processing, withdrawal of consent, or review of certain automated decisions. You may also have the right to complain to a relevant supervisory authority.
To submit a request, email hello@expertappearances.com. We may verify identity and clarify the request. Some information may be retained where legally permitted or required, including suppression records used to prevent further contact.
9. Cookies and local storage
The default website uses an essential PHP session cookie for form security. It may also use local storage to remember a cookie-choice selection. Non-essential analytics, advertising, or tracking should not be activated before the visitor has received clear information and, where required, provided consent.
Browser settings can delete or block cookies, but blocking essential session cookies may prevent protected forms from working correctly.
10. Security
We use reasonable administrative, technical, and organizational measures such as limited access, role-based workflows, secure hosting configuration, HTTPS, form validation, suppression records, backups, and provider controls. No system can be guaranteed completely secure, and users should avoid sending unnecessary sensitive personal information through general website forms.
11. Children
The services are intended for business and professional users, not children. We do not knowingly collect personal information from children through the website. Contact us if you believe a child has submitted information improperly.
12. Third-party links and platforms
The site may link to podcasts, event platforms, publications, social networks, calendars, payment providers, and other third parties. Their privacy practices are governed by their own policies.
13. Changes to this policy
We may update this policy when services, providers, legal requirements, or data practices change. The revised date will appear at the top. Material changes may also be communicated through the website or direct notice where appropriate.