Client Confidentiality Policy

The Client Confidentiality Policy defines how Maryland Productions (MP) and Event Revolution (RV) protect client information, proprietary materials, and sensitive project details. Clients entrust MP/RV with confidential business information, creative assets, and operational data, and protecting that trust is essential to maintaining professional relationships and legal compliance.

Confidentiality is a core professional obligation.

Purpose

  • Protect client information from unauthorized disclosure or misuse.

  • Define what constitutes confidential client information.

  • Establish clear rules for handling, sharing, and storing client data.

  • Prevent reputational harm and legal exposure.

  • Ensure consistent confidentiality practices across all departments.

Who This Policy Applies To

This policy applies to:

  • Employees (full-time and part-time)

  • Freelancers and independent contractors

  • Temporary staff and interns

  • Project Managers and Crew Leads

  • Anyone with access to client information or materials

Compliance with this policy is a condition of employment or engagement.

What Is Considered Confidential

Confidential client information includes, but is not limited to:

  • Client contact details and internal communications

  • Contracts, proposals, and pricing

  • Event budgets and scope details

  • Technical designs, plots, and show files

  • Schedules, run-of-show documents, and call sheets

  • Security procedures or access information

  • Client-provided assets (logos, media, branding)

  • Non-public information learned through client interactions

Information does not need to be marked confidential to be protected.

Confidentiality Obligations

All personnel must:

  • Use client information only for authorized business purposes.

  • Share client information only with individuals who need it to perform their role.

  • Protect client materials from loss, theft, or unauthorized access.

  • Follow all applicable SOPs and data security policies.

  • Treat all client projects as confidential unless explicitly stated otherwise.

Confidentiality applies both during and after engagement.

Disclosure & Sharing

Permitted Disclosure

Client information may be shared only when:

  • It is necessary to perform assigned work.

  • The recipient is authorized and has a legitimate business need.

  • Disclosure is approved by a Project Manager or authorized manager.

  • Required by law or legal process (management must be notified immediately).

Unauthorized Disclosure

The following are prohibited without explicit authorization:

  • Sharing client information with third parties.

  • Discussing client details with other clients.

  • Posting client-related information publicly.

  • Sharing internal pricing or budgets.

  • Disclosing security or access information.

When in doubt, do not share.

Use of Client Materials

  • Client materials may be used only for the specific project.

  • Do not reuse client assets for other projects without permission.

  • Do not retain copies of client materials after the project unless authorized.

  • Client materials must be returned or deleted when required.

Client intellectual property must be respected.

Photography, Video & Social Media

  • Do not photograph or record client events without approval.

  • Do not post photos, videos, or behind-the-scenes content without authorization.

  • Follow all client-specific media restrictions.

  • Tagging or naming clients publicly requires approval.

Assume all events are private unless told otherwise.

On-Site Conduct

  • Do not discuss confidential client information in public areas.

  • Be mindful of conversations around guests, venue staff, or other vendors.

  • Protect documents and devices from being viewed by unauthorized individuals.

  • Follow client-specific security or access rules.

Discretion on-site is essential.

Data Handling & Storage

  • Store client data only in approved systems.

  • Do not store client data on personal devices unless approved.

  • Protect physical documents from loss or unauthorized access.

  • Follow data retention and deletion requirements.

Improper handling increases risk of exposure.

Non-Disclosure Agreements (NDAs)

  • Some clients require NDAs.

  • NDAs must be followed strictly.

  • If unsure whether an NDA applies, ask a PM or manager.

  • Violations of NDAs may result in severe legal consequences.

NDAs override general confidentiality guidance where applicable.

Reporting Breaches

If you believe client information has been compromised:

  1. Report the issue immediately to a PM or manager.

  2. Do not attempt to conceal or resolve the issue independently.

  3. Follow instructions for containment and mitigation.

Prompt reporting reduces harm.

Enforcement

Violations of this policy may result in:

  • Removal from client projects

  • Disciplinary action

  • Termination of employment or contract

  • Legal action where appropriate

Severity depends on the nature and impact of the violation.

Acknowledgement

All personnel may be required to acknowledge this policy in writing. Failure to read or acknowledge this policy does not exempt individuals from compliance.