1. Scope

This policy primarily covers customer, prospect, member, website visitor, vendor/organization contact and event-participant data. Applicant, employee and contractor information may also be processed through ADMFA workforce systems and is additionally governed by onboarding documents, contracts and applicable employment or commercial law.

2. Information we may collect

• Identity and contact data: name, email, phone number, address, organization, account username and communication preferences.
• Inquiry and transaction data: requested services, event details, dates, quote/invoice information, agreements, case/order number, payment status, refund history and communications.
• Account and membership data: login/account information, membership tier, public username/display handle, profile settings, community activity and messaging requests.
• Uploaded and production content: audio, video, images, documents, scripts, project files, metadata, file size, technical characteristics and integrity/hash information.
• Venue and event information: attendee/guest details provided for operational needs, access information, incident records, security-camera footage and event production media where applicable.
• Device and website data: IP address, browser/device information, security logs, cookie or session data, pages/actions and diagnostic information.
• Vendor/workforce data: business contacts, qualifications, onboarding records, role/assignment data, availability and contract-related information when you participate in those programs.

3. How we collect information

We collect information directly from you through forms, accounts, the customer portal, AI/chat intake, quote or booking workflows, uploads, agreements, payments, email, phone and in-person interactions. We may also receive information from a person or organization arranging services on your behalf, from payment/technology providers, or from records generated while delivering a service.

4. How we use information

• respond to inquiries and follow up on sales opportunities;
• prepare quotes, contracts, invoices, bookings and production plans;
• verify availability, staff jobs, route/deliver equipment and manage venue operations;
• process payments, subscriptions, refunds and accounting records;
• receive, validate, process, deliver and support project files;
• operate customer/member/vendor/workforce portals and community permissions;
• send service, security, billing and account communications;
• detect fraud, abuse, rights violations, technical problems and security incidents;
• comply with legal, tax, insurance, contractual and dispute-resolution obligations;
• improve services, workflows, accessibility and customer experience; and
• send marketing only in accordance with applicable consent and opt-out requirements.

5. AI assistant and automated systems

ADMFA may require a name, email address and phone number before enabling an AI or automated assistant so we can respond to the inquiry and follow up if a booking is not completed. Assistant conversations may be logged and reviewed for customer service, quality, sales follow-up, safety and system improvement. AI responses, estimates and recommendations are not binding unless confirmed by authorized ADMFA staff or incorporated into an approved transaction document.

Providing a phone number permits ADMFA to contact you about the inquiry or service you requested. Marketing text messages are sent only when the level of consent required by applicable law has been obtained.

6. Payments

Square is a primary payment processor for ADMFA. When you enter payment credentials into Square-hosted or Square-enabled checkout, Square processes that payment information under its own privacy and security practices. ADMFA generally receives transaction data needed to reconcile the order, such as amount, status, date, payment reference and limited payment-method information. Where you separately authorize a stored payment method, the secure credential may be maintained by the payment processor rather than stored as a raw card number in ADMFA’s website database.

7. Files, recordings and completed deliverables

Customer files may be stored in website, cloud, processing or delivery systems and accessed by authorized personnel or service providers as needed to complete the project. ADMFA may perform automated technical checks, integrity checks and processing. Completed files may remain available in a customer dashboard for a period determined by the service workflow or agreement; ADMFA does not promise indefinite archival storage unless stated in writing.

8. Member/community privacy

Members may be able to choose a public username/display handle rather than displaying a legal name in community features. Profile visibility, directory visibility and messaging may vary by membership tier, privacy settings and consent rules. Customer/member directory features are not intended to expose internal employees or contractors to the public or customer community except where an assigned-team or service function intentionally displays authorized work information.

9. Cameras, photography and production media

Security cameras may operate inside and outside ADMFA facilities for safety, loss prevention, incident review, property protection and legal/insurance purposes. Security footage may be disclosed when reasonably necessary to insurers, legal advisers, law enforcement, property management or affected parties as permitted by law. Separate photography, recording, livestreaming or promotional-use rights for an event are governed by the applicable agreement, release, notice or consent.

10. When we disclose information

We may disclose information to service providers and processors that support payment processing, website hosting/security, cloud storage, file processing, email/SMS or other communications, scheduling, accounting, analytics, AI/automation, customer support and business operations. We may also disclose information to professional advisers, insurers, financial institutions, law enforcement or government authorities when appropriate, and in connection with a merger, financing, sale or other business transaction subject to applicable safeguards.

ADMFA does not operate a business model based on selling customer personal data for money. If a practice is treated as a sale, targeted advertising or other opt-out activity under an applicable state privacy law, ADMFA will honor rights required by that law.

11. Cookies and website technologies

ADMFA uses cookies and similar technologies for necessary website functions and, when permitted by your preference, limited first-party performance measurement. The public Ask ADMFA assistant uses a secure guest-session identifier only when a visitor actually starts that feature. WordPress, WooCommerce, Square-hosted checkout and other services may use technologies necessary to provide accounts, security, carts, checkout or requested functionality.

See the Cookie Policy for current categories, examples, retention information and preference controls. You can reopen Cookie Preferences from the website footer.

12. Retention

We keep information for as long as reasonably necessary for the purpose collected, including service delivery, customer access, accounting/tax records, contracts, warranty/support, fraud prevention, insurance, disputes, legal compliance and backups. Retention periods vary by data type and transaction. When records are no longer needed, ADMFA may delete, anonymize or securely dispose of them consistent with operational and legal requirements.

13. Security

ADMFA uses administrative, technical and physical safeguards intended to protect information appropriate to its sensitivity. No website, transmission or storage system can be guaranteed completely secure. Do not send passwords, full payment-card numbers or other unnecessary sensitive information through ordinary chat or email.

14. Children and student programs

The general ADMFA website is not intended for children under 13 to independently provide personal data. Youth, school or student programs may require information from a parent/guardian, school or authorized adult and may use additional consent, release and safety procedures. If ADMFA learns that personal data of a child under 13 was collected in a context requiring parental consent without appropriate authorization, ADMFA will take reasonable steps to address it.

15. Privacy rights

Depending on where you live and which law applies to ADMFA or the particular processing, you may have rights to request access, correction, deletion, a portable copy, or to opt out of certain targeted advertising, sale of personal data, or qualifying profiling. Texas law provides these rights to covered consumers when the Texas Data Privacy and Security Act applies. ADMFA will not unlawfully discriminate against you for exercising an applicable privacy right.

You do not need to create a new account to submit a privacy request. We may need to verify your identity and may deny or limit a request where an exception applies, such as completing a transaction, preserving legal records, preventing fraud, protecting rights, or complying with law. Where applicable law provides an appeal right, you may select “Appeal” below.

16. Contact and complaints

Privacy questions or requests may also be sent to info@admfaaudio.com or by mail to 6210 S Dairy Ashford Rd, Suite A5, Houston, TX 77072. You may also contact the appropriate state regulator or attorney general where applicable.