Privacy Policy
Last updated: February 6, 2026
Your data powers your event — not our marketing. This policy explains what we collect, why, and how we protect it. We built our own production platforms, so we control every layer of the stack.
1. Information We Collect
1.1 Event & Contact Information
When you request a quote, sign a proposal, or engage our services, we collect your name, email address, phone number, organization, job title, and event details. This information is necessary to scope, plan, and execute your event.
1.2 Content You Provide
Presentation files, speaker materials, logos, video assets, and other content uploaded to our production systems (including DCAVQ) for the purpose of event delivery. We process this content solely to prepare and execute your event.
1.3 Event Recordings & Media
Audio, video, and photographic recordings captured during your event as part of our contracted production services. Ownership and usage rights are governed by your Statement of Work.
1.4 Website Usage
When you visit dcav.pro, we collect standard analytics data including pages visited, referral source, browser type, and device information. We use this to improve our website and understand how prospective clients find us.
1.5 Registration & Attendee Data
If we build a custom registration site for your event, attendee data (names, emails, registration responses) flows into our production systems. We act as a data processor on your behalf — you remain the data controller.
2. How We Use Your Information
We use collected information to: deliver contracted event production services, communicate about your event logistics and requirements, process payments and invoicing, improve our services and platforms, and respond to inquiries submitted through our website or RFQ form.
We do not sell your personal information. We do not use your event content for any purpose other than delivering the services you contracted.
3. Our Platforms & Your Data
DCAV Pro operates several proprietary platforms — DCAVQ (presentation pipeline), Dictatio (video intelligence), MXWANI (live captioning), Red Button (on-site support), and custom registration and polling systems.
Data processed through these platforms is used exclusively for your event engagement. Each platform handles data according to the same privacy standards described in this policy. For Dictatio specifically, additional terms may apply — see dictatio.com/privacy.
4. Data Sharing & Disclosure
4.1 Service Providers
We work with select third-party providers for payment processing, cloud infrastructure, and email delivery. These providers access only the minimum data necessary to perform their function and are bound by their own privacy obligations.
4.2 Your Team & Stakeholders
Event-related information may be shared with members of your organization who are involved in event planning, as designated by you.
4.3 Legal Requirements
We may disclose information when required by law, court order, or government regulation, or when necessary to protect the rights, safety, or property of DCAV Pro or others.
5. Data Security
We implement industry-standard security measures to protect your data, including encrypted data transmission (TLS), access controls on our production systems, and secure cloud infrastructure for file storage. Our technical team — the same people who run your events — manages our security infrastructure directly.
6. Data Retention
Event production data — including presentations, recordings, and technical configurations — is retained as long as necessary to support your ongoing production needs, post-event deliverables, and future engagements. Clients may request deletion of specific event data at any time.
Contact and business relationship data is retained as long as we maintain an active or reasonably anticipated business relationship. You may request deletion of your contact information at any time.
Website analytics data is retained in aggregate form and is not linked to individual identities.
7. Your Rights
You have the right to: access the personal information we hold about you, request correction of inaccurate information, request deletion of your data, receive a copy of your data in a portable format, and opt out of marketing communications.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
8. HIPAA & Regulated Content
DCAV Pro serves healthcare organizations including hospitals and medical associations. If your event involves protected health information (PHI) or content subject to HIPAA or other regulatory requirements, a separate Business Associate Agreement (BAA) or data processing agreement must be executed prior to the event. Contact us to discuss compliance requirements for your engagement.
9. Cookies & Tracking
Our website uses essential cookies for site functionality and analytics cookies to understand traffic patterns. We do not use advertising cookies or sell data to ad networks. You can control cookie preferences through your browser settings.
10. Children's Privacy
Our services are directed at business professionals and organizations. We do not knowingly collect personal information from individuals under the age of 13.
11. Policy Changes
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Material changes will be communicated to active clients via email.
12. Contact
For privacy-related questions or requests, contact us at [email protected] or call (202) 688-7776 (688-7PRO). DCAV Pro, Inc. is based in the Washington, DC metropolitan area.