Privacy Policy
Effective date: April 20, 2026
Last updated: September 26, 2026
AVL Essentials LLC (“AVL Essentials,” “we,” “us,” or “our”) is an audio, video, and lighting production company based in Orlando, Florida. We provide full-service production for live and corporate events. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It covers our website (avlessentials.com), our social media pages, our text messages, and our work with clients and crew.
By using our website, engaging with our social media pages, contacting us, or working with us on a production, you agree to the practices described here.
1. Who we are and how to reach us
Company: AVL Essentials LLC, organized in the State of Florida, United States
Email: info@avlessentials.com
Phone: 407-308-5939
Website: https://avlessentials.com
If you have a privacy question, a data access request, or a deletion request, contact us using the details above. We will respond within 30 days.
2. Information we collect
Contact details you give us: name, business name, job title, email address, phone number, mailing or event address, and anything you share when you submit a website form, email us, call us, or meet with us.
Event and project details: dates, venues, guest counts, scope of services, content you want produced, deadlines, and any materials (scripts, music, graphics, logos, video) you share with us for a production.
Crew information: if you work with us as crew, your name, contact details, the roles you work, your availability, your job assignments, and the invoices you send us. Section 6 explains what our crew app, AVL Essentials Crewing, collects.
Mobile numbers and text-message consent: if you opt in to text messages, we keep your mobile number and a record of when and how you opted in, and of any opt-out.
Payment-related information: billing address, company invoicing details, and records of payments made. We do not store full credit card numbers. Payment processing is handled by third-party providers (for example, QuickBooks Payments or Stripe).
Website analytics: your IP address, browser type, device type, referring URL, pages viewed, and actions taken on avlessentials.com. We use first-party and third-party cookies and tracking pixels to collect this, including UTM parameters attached to links.
Social media engagement: when you interact with our pages on Facebook, Instagram, LinkedIn, YouTube, TikTok, or any other platform we operate, we may receive aggregated or individual engagement data (likes, comments, follows, direct messages, and profile information you have made public) through each platform’s own tools.
Communication records: emails, text messages, and meeting notes you exchange with us, which we may keep as ordinary business records.
We do not knowingly collect information from anyone under 13 years old. If you believe a child has given us information, contact us and we will delete it.
3. How we use your information
To respond to inquiries, send quotes, and provide the production services you request.
To plan, deliver, and invoice for events, including coordinating with your venue, your vendors, and your team.
To schedule and pay our crew: offering and confirming jobs, sending job details and schedule changes, and processing crew invoices.
To send the text messages you have opted in to receive (see Section 5). Our text messages are never marketing.
To send marketing emails about AVL Essentials services when you have opted in, and to measure how those emails perform. You can unsubscribe at any time using the link in any marketing email.
To operate, analyze, and improve avlessentials.com and our social media presence.
To meet legal, tax, accounting, and contractual obligations.
To protect the rights, property, and safety of AVL Essentials, our clients, our crew, and the public.
4. How we share your information
We do not sell personal information. We share information only in these limited circumstances:
Service providers who work on our behalf. We use third-party tools to run the business. Each receives only the information it needs to do its job, and each is required by contract or platform policy to protect it. Current service providers include, among others: HubSpot (customer relationship management and marketing emails); Google Workspace (email and file storage); QuickBooks / Intuit (accounting and invoicing); Current RMS (rental and event management); Meta Platforms (Facebook Page, Instagram Business account, Meta Business Suite, and the Meta Graph API for posting and analytics); LinkedIn (company page and outreach); Stripe and QuickBooks Payments (payment processing); Squarespace (website hosting); Imgur (public image hosting for social media content); Google Firebase (hosting for our crew app); and Twilio (text message delivery).
Event partners. When a production requires coordination with your venue, your planner, your venue’s in-house AV team, or your other vendors, we share only the information needed to deliver the event.
Legal and safety. We may disclose information if required by subpoena, court order, or applicable law; to enforce our contracts; or to protect people from harm.
Business transfers. If AVL Essentials is merged, acquired, or sold in whole or in part, information held by the business may transfer as part of that transaction. You will be notified if that happens.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. Text messages (SMS)
We send text messages only to people who opt in, and only about their work with us. We do not send marketing or promotional text messages.
AVL Crewing job alerts
Who receives them: AVL Essentials crew members (staff and freelance technicians and stagehands) who opt in.
What we send: alerts about jobs you are booked on: new bookings, schedule or venue changes, a reminder the evening before your call time, crew chat messages, and checklist updates. Messages begin with “AVL Crewing:”.
How to opt in: in our crew app, AVL Essentials Crewing (https://avl-crewing.web.app), sign in, tap your name, open Alerts, tick “Text messages,” and save. Text messages are optional and are never a condition of working with us. We send a confirmation text when you opt in.
Message frequency varies with your jobs.
Message and data rates may apply.
Help: reply HELP to any message, or contact us at info@avlessentials.com or 407-308-5939.
Opt out: reply STOP to any message to stop all texts. You will receive one message confirming you are unsubscribed, and no more after that. You can also untick “Text messages” in the app at any time. Reply START to opt back in.
Carriers are not liable for delayed or undelivered messages.
Your mobile information is private. We do not sell or share your mobile number or your text-message opt-in data and consent with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
Full terms for crew text messages: SMS Terms, https://avlessentials.com/sms-terms. This page is our one privacy policy for our website, our crew app and our text messages.
6. Our crew app (AVL Essentials Crewing)
Our crew use AVL Essentials Crewing (https://avl-crewing.web.app) for their jobs. This policy covers the app and the alerts it sends by app notification, text message and email.
Profile and contact details: name, sign-in email, mobile number, address, emergency contact, profile notes and profile photo. Some come from our scheduling system (Current RMS).
Work details: the jobs you're booked on, your roles and call times, your answers (accept or can't make it), your on-site checklist ticks, and the messages, photos and videos you post in a job's crew chat.
Hours and clock-in location: the times you clock in and out, and hours you add by hand. When you tap Clock in or Clock out, the app records where your phone is at that moment, if you allow it — once, at the tap. It never tracks your location at any other time. If you don't allow it, you still clock in and the shift is marked "no location".
Invoices you send us: line items, hours or days, rates, expenses, receipt photos, uploaded invoice files, and payment status and dates. We never ask for your Social Security number, tax ID or bank details in the app.
Alert settings: which alerts you want and how (app, text, email), and your devices' notification tokens.
Technical logs: sign-in and app-loading events, including device and browser type, used to fix problems.
People who apply to join the crew: what they send through the join page — name, contact details, roles and rates, links, résumé, work samples and certificates, and their answers.
Who can see what: crew see only the jobs they're booked on and who else is booked on them; other crew can see your name, role and photo. Your contact details, alert settings, hours, clock-in location, invoices and pay are visible only to you and our office. Crew never see anything about people who apply to join.
QuickBooks: if we pay you through QuickBooks, your name, email, phone and mailing address are copied into our QuickBooks company as a vendor, and each approved invoice (with its receipts) is added there as a bill. Your bank and tax details are never entered in the app — QuickBooks collects them directly from you. We share invoice and payment records with our accountant for bookkeeping and tax filings (for example, a 1099 form).
How long we keep it: while you're on our crew roster, and after that as long as our business records require. Invoices, receipts and payment records are kept for seven years after the year they were paid, then deleted. If you apply and we don't add you, your files are deleted 90 days after our decision.
7. Social media and Meta Platforms
AVL Essentials operates public pages on Facebook, Instagram, and LinkedIn. We use Meta’s Graph API and Meta Business Suite to publish posts, respond to messages, and view engagement analytics on our own pages. We only access data the platforms make available to us as the page owner. We do not access your private Facebook profile, your direct messages with other people, or your data on other pages.
When you interact with our Facebook, Instagram, or LinkedIn content, your engagement is also governed by that platform’s own privacy policy:
If you do not want us to see the public engagement data that Meta or LinkedIn provides to page owners, stop engaging with our pages or adjust your privacy settings on that platform.
8. Cookies and tracking
avlessentials.com uses cookies and similar technologies to run the site, remember your preferences, and measure traffic. We and our service providers may place these types of cookies:
Strictly necessary: required for the site to work.
Analytics: measure how visitors use the site.
Marketing: help us understand which campaigns bring visitors to the site, including UTM parameters we add to links shared on social media and in email.
You can control cookies through your browser settings. Turning cookies off may stop some parts of the site from working.
9. Data retention
We keep information only as long as we need it for the purposes described above, to meet our legal and accounting obligations (typically at least seven years for invoicing and tax records), and to resolve disputes. We keep records of text-message opt-ins and opt-outs for as long as needed to honor your choice and show your consent. When we no longer need information, we delete or anonymize it.
10. Your rights and choices
Depending on where you live, you may have the right to:
Request access to the personal information we hold about you.
Request correction of information that is inaccurate.
Request deletion of your personal information.
Opt out of marketing emails at any time.
Stop text messages at any time by replying STOP.
Object to or restrict certain processing.
To exercise any of these rights, email info@avlessentials.com with your request and enough information for us to verify who you are. We will respond within 30 days. If we cannot fulfill a request (for example, because the law requires us to keep the information), we will tell you why.
Data deletion request
To have us delete the personal information associated with your social media engagement, including data we received through Meta, Instagram, or LinkedIn, email info@avlessentials.com with the subject line “Data Deletion Request” and include the name, email, or handle you used to interact with us. We will delete the information we control within 30 days and confirm in writing when it is done. Data held inside Meta’s or LinkedIn’s own systems must be deleted through those platforms directly.
11. Security
We use commercially reasonable administrative, technical, and physical safeguards to protect personal information. No system is perfectly secure, and we cannot guarantee the security of information sent to us over the internet.
12. International visitors
AVL Essentials is based in the United States and stores information in the United States. If you visit the site or work with us from outside the U.S., your information will be transferred to and processed in the United States, which may have different data protection laws than your home country.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date at the top of this page. We will announce material changes on our website or by email to active clients and crew.
14. Contact
Questions about this policy or our privacy practices:
AVL Essentials LLC
Email: info@avlessentials.com
Phone: 407-308-5939