Privacy policy

Effective date: [EFFECTIVE DATE]

This Privacy Policy explains how [LEGAL ENTITY NAME] (“AVJAEMS,” “we”) collects, uses, and shares personal information in connection with AVJAEMS (Audio Visual Jobs and Employment Management System), available at avjaems.com and its subdomains (the “Service”). It applies to visitors to our marketing site, customer admins and users, and workers (the W-2 employees and 1099 contractors that customer companies manage through the crew portal).

1. Controller and processor roles

If your company (a “Customer”) uses AVJAEMS to manage its workers, Customer is the controller (or “business”) of the personal information it enters about its workers, customers and operations, and AVJAEMS is the processor (or “service provider”) acting on Customer's instructions. If you are a worker with questions about your data, please contact your employer or engaging company first — they control that data and instruct us on requests; we will also honor direct requests as described in Section 6. For account data we collect directly, AVJAEMS acts as the controller.

2. What we collect

• Account data: name, email address, and a hashed password (never stored in plain text).
• Worker profile data: contact details, position/skills, availability, pay rate defaults, employment type, certifications, and insurance information.
• Time and location data: time entries (clock-in/out times, hours worked, gig and position). AVJAEMS does not collect GPS or precise device location on clock-in as of this policy's effective date — time entries record when, not where, a worker clocked in.
• Documents: files uploaded by Customer or its workers, including W-9 forms, certifications, insurance certificates, and damage-report photos, stored under access controls scoped to the uploading organization.
• Device and notification data: push notification subscription tokens and notification preferences.
• Logs and technical data: IP address, browser/device information, and sign-in and request timestamps, for security, rate limiting, audit logging, and troubleshooting.
• Cookies: only essential cookies (session and theme preference) — see the Cookie Notice.
• Contact-form messages: what you submit through the marketing site (name, email, message).

What we do not collect. AVJAEMS does not collect or store Social Security numbers or bank account/routing numbers. When payroll is enabled, that information is collected and stored directly by the third-party payroll provider (Check or Gusto Embedded), not by AVJAEMS.

3. How we use personal information

We use personal information to provide and maintain the Service; authenticate and secure accounts (including two-factor authentication for platform administrators); send transactional emails via our email provider; generate organization-level usage aggregates for platform operations; detect and prevent abuse; comply with legal obligations; and respond to support and contact-form requests. We do not sell personal information, and we do not use worker data to serve ads.

4. Platform administrators see aggregates, not your content

Platform administrators can see organization-level usage aggregates (counts of active users, gigs, storage used) to operate and support the platform. They do not have standing access to Customer's tenant content — gig details, worker profiles, documents, or financials. Access controls in the software are built to keep tenant data isolated; any exception is deliberate, limited, and logged.

5. Subprocessors, retention, and security

See the Subprocessors page for the current list of vendors that process personal information on our behalf, and the Data Processing Addendum for our processor commitments.

Retention. While an organization's account is active, we keep its data for as long as needed to provide the Service. If Customer cancels, its data is retained for 90 days (during which it may still be exported), after which the organization and its data are permanently deleted, except for limited records we must keep for legal, tax, or accounting reasons. Files a Customer deletes within the product are held for a shorter period (currently 30 days) before permanent deletion.

Security. See the Security Overview page for details on tenant isolation, encryption in transit, password hashing, and other safeguards.

6. Your rights and how to exercise them

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of certain uses.

• Customer admins and users: access and correct most of your own account information directly in the product; for anything else, contact [PRIVACY EMAIL] or your organization's admin.
• Workers: start with your employer or engaging company, since they control your worker data. If you contact us directly at [PRIVACY EMAIL], we will verify your request and either respond directly or route it to the relevant Customer.
• California and CCPA-style requests: if a comparable state privacy law applies (for example California's CCPA/CPRA, or similar laws in other states), you may have rights to know, delete, correct, and opt out of “sale” or “sharing” — we do not sell or share personal information as those terms are defined by those laws. Submit requests to [PRIVACY EMAIL]; we will verify your identity first.
• Arizona residents: Arizona does not currently have a comprehensive consumer privacy statute of general application, but Arizona's data breach notification law (A.R.S. § 18-545) and other sector laws may apply to specific situations. Arizona residents may submit any privacy request to [PRIVACY EMAIL].

We will respond to verified requests within the time required by applicable law, or otherwise within a reasonable time.

7. Children

The Service is intended for business use by adults and is not directed to children; we do not knowingly collect personal information from anyone under 16. Contact [PRIVACY EMAIL] if you believe a child's information has been submitted to the Service.

8. International data transfers

AVJAEMS is operated from and hosted in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy with a new effective date, and for material changes will provide additional notice where required by law.

10. Contact us

Questions about this policy or your data: [PRIVACY EMAIL] · [MAILING ADDRESS].