Privacy Policy

Effective date: October 5, 2026 · Last updated: October 5, 2026

This policy covers the Elk Glade website (elkglade.com), the Elk Glade iPhone app, the release forms signed online or at the lodge, and the texts and emails we send. It explains what we collect, why, who helps us handle it, how long we keep it and what you can ask us to do with it.

“Elk Glade”, “we” and “us” mean Elk Glade Outfitters, L.L.C., the working ranch and outfitter at 13780 CR 8, Victor, CO 80860. The iPhone app is published by Trey Spiller for Elk Glade. Everything you send through the app goes to Elk Glade and is covered by this policy.

1. The short version

• We use what you send us to answer you, quote and book your trip, and run it safely.
• We never sell your information, and we don’t share it for anyone else’s marketing.
• The website uses no advertising or tracking cookies and no third-party analytics. The app has no ads, tracking or analytics, and it doesn’t track you across other companies’ apps or websites.
• Your phone’s GPS location stays on your phone. We never receive it.
• If you add a mobile number to an inquiry or quote request, we text you a confirmation. Reply STOP to opt out.
• Signed release forms are permanent legal records. They can be marked void, but not deleted.
• Anything else you’ve sent us (inquiries, quotes, trip codes, shop requests, chat conversations) we delete on request. Email admin@elkglade.com.

2. What we collect and why

Inquiries, quotes and trip plans

When you ask a question, request a quote or send a trip plan (on the website, in the app or through the website chat) we collect:

• your name and email, and your phone number if you add it;
• your message, plus the trip details you choose: type of trip, dates, party size, the hunts or programs and add-ons, and the quote estimate.

The website also records your browser type, the page that sent you to us and any campaign tags in the link.

We save your request in our database, email it to the ranch inbox (admin@elkglade.com) and text Jim a short summary so he can answer quickly. You get a confirmation email and, if you added a mobile number on the inquiry or quote form, a confirmation text (see section 7). We use all of this to reply, price your trip and book it.

Trip codes

A trip code links your party’s plans and release forms. When you or the ranch create one, we keep:

• the lead guest’s name, email and phone number;
• arrival and departure dates, the destination on the ranch, the hunt or program and party size;
• which forms your party needs, plus staff notes that are never shown publicly.

Anyone with your trip code or trip link can see:

• the trip’s dates and destination, the hunt or program and party size;
• the lead guest’s first name;
• which forms have been signed, shown by initials only.

Share the code only with your party.

Release and consent forms

Every guest signs the ranch’s release before taking part. A parent or legal guardian signs for anyone under 18. When you sign, on the website, in the app or on the lodge iPad, we collect:

• About you: full name, email, phone number, date of birth, mailing address, and an emergency contact (name, phone and relationship).
• About minors in your party:each minor’s name and date of birth, entered by their parent or guardian.
• About the trip: dates, activities and trip code, and your answers to any questions on the form.
• Your signature: your initials on each marked paragraph, your typed name, your drawn signature (the pen strokes and their timing) and your consent to sign electronically.
• Proof it was you: a 6-digit code we email you (we keep only a scrambled copy of the code). If you sign on the lodge iPad, a staff member witnesses instead and their name is recorded.
• Signing record: the time; your IP address and the approximate location it implies (city, region, country and network); your browser or device type, language setting, time zone, screen size and operating system; in the app, the app version and iPhone model; and a timeline of each step you took while signing.

We use this to prove who signed which form, when and how. Each signed record is locked when it’s saved: it can’t be edited or deleted, and any change would show. We email a PDF of the signed form to you and to the ranch inbox.

Shop requests

When you ask for hats, shirts or gear we collect the items, sizes and quantities; your name, email and phone number; pickup at the lodge or a shipping address; your trip code and pickup date; and any notes. We email the request to the ranch inbox and send you a copy. Jim confirms availability, the total and how to pay. Payment is arranged directly with the ranch.

Payments

Hunt deposits and balances are paid directly to the ranch. Cattle drive bookings go through Xola’s online checkout, which collects your booking and payment details under Xola’s own privacy policy and shares the booking with us. Apart from that checkout, the website and the app never ask for card numbers.

Website chat (“Ask”)

The chat on the website stores:

• your messages and its replies;
• a session ID, the page you started on and any trip code you give;
• your IP address, browser type and approximate location from your IP address.

Your messages go to Anthropic, whose AI model writes the replies. We keep the conversation so Jim can see what guests ask. If you ask to be put in touch with Jim, the chat sends him your request with the conversation, by email and a short text. Please don’t put sensitive personal information in the chat. The chat is on the website only; it isn’t in the app yet.

The website trip planner’s written trip note is also produced by Anthropic’s model. It receives the programs, number of days, party size, month and any wishes you type.

Text messages

If you add a mobile number to a form, see section 7.

3. The Elk Glade iPhone app

• No account, no sign-in.You don’t create a login.
• No ads, tracking or analytics. The app contains no advertising, analytics, tracking or crash-reporting tools, and it sets no cookies.
• What the app sends us: only what you type into a form and submit (an inquiry, quote, trip plan, trip code, shop request or release form). With release forms it also sends the signing details listed in section 2.
• Location stays on your phone.The app uses your location only while you’re using it: in Directions, to guide you along the route to the ranch and show where you are when there’s no cell service; and, if you turn it on, to add a rough location (rounded to about 1 km) to your field-log notes. Your location is never sent to us or anyone else, and the app doesn’t use location in the background. You can turn location off in Settings › Elk Glade › Location.
• Kept on your phone only:your trip details, packing checklist ticks, reminder and alert settings, the Elk Insights field log, the saved offline map, cached forecasts, your shop cart, and a signed form waiting for a signal, until it sends. We can’t see any of it. Deleting the app removes it.
• Notificationsare scheduled on your phone. They are off until you turn them on, and we don’t send push notifications.
• Public services the app uses directly:the National Weather Service (forecasts for the ranch’s location, never yours), USGS The National Map (topo map tiles) and Apple Maps (the map, under Apple’s privacy policy). Like any website, these services see your device’s IP address when the app loads data from them. We don’t send them any of your information.
• Links in the app, such as the brochure, CPW pages, Xola checkout and Instagram, open in a browser. Those sites’ own privacy policies apply.

4. The website

• No cookies of our own. The website sets no cookies and uses no advertising or tracking cookies. It keeps your shop cart in your own browser, and your chat session only until you close the tab. You can clear both in your browser settings.
• No third-party analytics. We count views per page per day in our own database. Nothing in that count identifies you.
• Recommended gear.Product links go through a short elkglade.com/go/ link, and we count clicks per link, not who clicked. After that the retailer’s own site and privacy policy apply, and it may set its own cookies to credit us for a sale.
• Security. Our host, Cloudflare, processes your IP address to deliver the site and block abuse, and may use a short-lived security cookie for that. We limit how often one IP address can send forms.

5. How long we keep it

• Signed release and consent forms:kept permanently as legal records. In Colorado, an injury claim can usually be brought for 2 years, and a minor’s claim can wait until they turn 18, so a form signed for a young child can matter for many years. These records can’t be edited or deleted. If a record is wrong or was signed by mistake, we mark it void and note why. A copy of each signed PDF also stays in the ranch’s email inbox.
• Inquiries, quotes, trip plans, trip codes, shop requests and chat conversations:kept while we’re helping you and running your trip, and afterward as our business records. We delete them when you ask.
• Backups:deleted information can remain in our database host’s backups for up to 30 days before it rolls off.

6. Who helps us (service providers)

We share information only with the companies that run parts of our service. They may use it only to provide that service to us, and they must protect it at least as well as this policy does.

Public data sources: the app gets weather from the National Weather Service and topo maps from the U.S. Geological Survey. We send them none of your information (see section 3).

We may also share information:

• if the law or a court order requires it;
• to defend a legal claim (for example, producing a signed release);
• to protect someone’s safety;
• with a buyer if the business is sold. This policy keeps applying to what you’ve already given us.

7. Text messages (SMS)

Next to every phone field that can send you a text, the form says:

If you add a mobile number, we'll text a confirmation. Msg & data rates may apply. Reply STOP to opt out.

• When we text you.If you add a mobile number to an inquiry or quote request, we text you a confirmation that we have your request. Our texts are about your request or trip only; we don’t send marketing texts.
• It’s optional.The phone number is never required, and you don’t have to accept texts to book.
• How often. It depends on your requests.
• Opting out. Message and data rates may apply. Reply STOP to stop texts, or HELP for help.
• Your number stays with us. We never share your mobile number or your consent to receive texts with third parties or affiliates for their marketing. Twilio carries our messages as our service provider.

8. Your choices and rights

Email admin@elkglade.com, or call (303) 355-4868, to:

• get a copy of the information we hold about you;
• correct it;
• delete your inquiries, quotes, trip plans, trip codes, shop requests and chat conversations;
• withdraw a consent you gave us.

We’ll check the request comes from you, usually by replying to the email address we have on file.

Signed release forms are the exception. We can give you a copy, and add a note or mark one void, but we can’t delete or change them (see section 5).

You can also:

• reply STOP to any text;
• turn off location or notifications in your iPhone’s Settings;
• delete the app, which removes everything it stored on your phone.

Depending on where you live, you may have other privacy rights. Contact us and we’ll help.

9. Children

Our website and app are not directed at children. We don’t knowingly collect personal information from children under 13 through them, and our forms are for adults.

Only adults 18 or older can sign a release form. When a minor is in your party, their parent or legal guardian enters the minor’s name and date of birth on the release. That becomes part of the guardian’s signed record and is kept under section 5.

If you think a child has sent us personal information, email admin@elkglade.comand we’ll delete it. Release records signed by a guardian are the only exception.

10. Security

• Information travels to us encrypted (HTTPS).
• Only ranch staff can open the records, behind a login.
• Signed release forms are locked, chained together and checked so that any change would show.
• No system is perfectly secure. If a breach affects your information, we’ll tell you as the law requires.

11. Changes to this policy

When we change this policy we’ll post the new version here with a new “Last updated” date. If we start collecting something new, such as website analytics, push notifications or usage counts in the app, we’ll update this policy before we do.

12. Contact us

Elk Glade Outfitters, L.L.C.
13780 CR 8, Victor, CO 80860
Email: admin@elkglade.com
Phone: (303) 355-4868
Text: (303) 886-7642

See also our affiliate disclosure.