Privacy Policy
Effective date: 21 August 2026 · Last updated: 21 August 2026
1. Who we are
EverChase OS ("EverChase", "we", "us") is property and wildlife management software for landowners and hunting clubs, operated by Randy Wardlow, Inc., a Florida corporation, of 7107 W Hwy 326, Ocala, FL 34482.
Questions about this policy: privacy@everchaseos.com
This policy covers the EverChase web application at app.everchaseos.com, the EverChase iOS application, and the marketing site at everchaseos.com.
2. The two kinds of people in this policy
This is the most important thing to understand about EverChase, and it is unusual enough that we address it first.
Account holders are our customers — the landowner or club that signs up, pays, and logs in. We have a direct relationship with them.
People an account holder records are everyone else: guests invited onto a property, hunters credited with a harvest, emergency contacts, guardians of youth members, and clients of a guiding operation. These people have no account and never signed up with us. Their information reaches us only because an account holder entered it.
For that second group, the account holder decides what is collected and why. We hold and process it on their behalf and under their instructions. If you believe an account holder has entered your information into EverChase and you want it corrected or removed, see Section 9.
3. What we collect
3.1 Account information
- Name and email address
- A securely hashed password (we never store your password in readable form)
- Your role and which property or club you belong to
3.2 Information you enter about your operation
Whatever you record in the product, which may include: properties, parcels and boundaries; stands, gates, buildings, parking areas and other infrastructure; food plots, plantings, treatments and yields; prescribed burns; equipment and maintenance logs; soil tests; wildlife observations and harvests; hit list bucks; hunt logs; dogs and their health and training records; fishing logs; leases, insurance policies, invoices, payments and expenses; tasks and calendar events.
Much of this is tied to geographic locations on your property.
3.3 Information you enter about other people
- Guests — first and last name, phone number, email address, visit dates, and which member sponsored them
- Members and users — name, email, phone, date of birth, and membership details
- Emergency contacts — name, relationship and phone number of someone to reach in an emergency
- Guardians of youth members — guardian name, phone, email, relationship, and whether they may sign waivers or receive billing on the youth member's behalf
- Waivers and signatures — records of who signed what and when, including signatures made by a guardian on behalf of a minor, and the signed documents themselves
- Attribution — hunt logs, harvests, observations and invoices are recorded against named individuals
We do not contact these people, market to them, or use their information for any purpose other than making the account holder's records work.
3.4 Photos and documents
Photos you upload — harvest photos, hit list buck photos, property photos — and documents such as signed waivers and lease PDFs. These are stored as files and may contain whatever the image or document contains, including images of people.
3.5 Technical information
- Error reports. When something goes wrong, a diagnostic report is sent to our error-tracking provider. These can include the page you were on, your browser or device type, and a technical stack trace.
- Server logs, including IP address and request details, kept for security and troubleshooting.
- Sync state needed to keep your device and our servers in agreement.
We do not use advertising trackers, and we do not sell your information.
3.6 If you contact us or ask for beta access
The beta request form on everchaseos.com collects your name, email address, the general location of your property (county and state), its approximate acreage, and anything you write in the message field. We use it solely to evaluate and respond to your request for access to EverChase. Feedback you submit in-product is sent to us by email along with your account identity.
4. How we use information
- To provide, operate and secure the product
- To sync your data between your devices and our servers, including offline
- To diagnose faults and improve reliability
- To contact you about your account, including service and security notices
- To respond when you contact us
- To comply with law
We do not sell personal information, share it for cross-context behavioural advertising, or use your operational records to train machine learning models.
5. Where your information is stored and who else touches it
EverChase runs on third-party infrastructure. These providers process information on our behalf, under contract, and are not permitted to use it for their own purposes. All of them store and process information in the United States. If that changes we will update this policy.
| Provider | What it handles |
|---|---|
| Supabase | Primary database, file storage for photos and documents, authentication |
| Railway | Application servers and the synchronisation service |
| Vercel | Web application and marketing site hosting |
| Sentry | Error and crash reporting |
| Resend | Transactional and notification email |
| Apple | Beta distribution of the iOS app via TestFlight |
We may also disclose information if required by law, to protect our rights or someone's safety, or as part of a business transfer — in which case we will give notice before your information becomes subject to a different policy.
6. Data on your device
EverChase is built to work without a signal. To do that, the iOS app and the web app store a copy of your data locally on your device in an on-device database, and synchronise it when a connection is available.
On iOS, that local database sits inside the app's private storage and is protected by the operating system's file encryption, which is tied to your device passcode. If your device has no passcode set, that protection is substantially weaker. We strongly recommend using a passcode on any device running EverChase.
Signing out clears the local copy. Deleting the app removes it.
7. Security
Information is encrypted in transit using TLS. Access to your records is enforced at the database level, so one account holder's data is not reachable by another. Passwords are stored only as salted hashes.
No system is perfectly secure, and we cannot guarantee absolute security.
8. How long we keep information
We keep your information for as long as your account is active. If you close your account, we will delete or anonymise your information within 90 days, except where we must keep records longer for legal, tax or accounting reasons — for example, invoices and payment records.
Error reports are retained by our error-tracking provider for up to 90 days. Backups may persist for a period after deletion.
9. Your choices and rights
If you are an account holder, you can view and edit most of your information directly in the product. To request a copy of your information, or its deletion, contact privacy@everchaseos.com.
Several US states give their residents rights to access, correct, delete, or obtain a portable copy of their personal information, and to appeal a refusal. Which of those laws applies depends on where you live and can change over time.
Rather than make you work that out, we extend those rights to every account holder, wherever you live. We will not discriminate against anyone for exercising them.
If you are not an account holder — if a landowner or club has recorded you as a guest, an emergency contact, a guardian, or in a hunt or harvest record — the account holder controls those records. The most direct route is to contact them. You may also contact us at privacy@everchaseos.com and we will forward your request to the relevant account holder and assist them in responding. Where the law requires us to act on your request directly, we will.
10. Children
EverChase is not directed to children. Accounts are for adults: you must be 18 or older to create one, and no one under 18 may register for an account, administer one, or be given login credentials to one.
The product does support recording limited information about a person under 18 — a youth member on a club roster, a family member, a guest — including a date of birth and the contact details of a parent or guardian who may sign waivers on their behalf. That information is provided by an adult account holder; it is not collected from the child. Our Terms require that adult to be the child's parent or legal guardian, or to have their permission.
During the beta, no one under 13 is given a login, an email-based profile, a messaging account, or any means of entering information into EverChase directly.
If you are a parent or guardian and you believe a child's information has been entered into EverChase and you want it removed, contact privacy@everchaseos.com. We will remove it, and work with the account holder so their records are corrected too. You do not need to explain why.
11. Changes to this policy
We will post any changes here and update the "Last updated" date. If the change is significant, we will notify account holders by email before it takes effect.
12. Contact
Randy Wardlow, Inc. 7107 W Hwy 326, Ocala, FL 34482 privacy@everchaseos.com