Privacy policy
Everelle is operated by [Company legal name] (“we”, “us”). It helps event venues and planners collect and check their vendors’ certificates of insurance. This policy explains what information we handle, why, who we share it with, and the choices you have. It applies to app.geteverelle.com, the emails we send, and anyone who uses Everelle: venue staff, planners, and vendors.
Who is responsible for your information
Venues and planners decide which vendors to add to their events and what to ask of them. For information about vendors that a venue or planner gives us or collects through Everelle, we process it on their behalf to provide the service, and they are responsible for having the right to share it with us. For account information, the security of the service, and the emails we send ourselves, we are responsible.
Information we collect
Information you or your business give us
- Account and contact details: names, business names, email addresses, phone numbers, websites, and roles (for example, venue admin or planner).
- Insurance documents: certificates of insurance, policy declarations and endorsements that vendors, venues or planners upload or email to us, and venues’ insurance requirement documents.
- Details read from those documents: insurers, policy numbers, coverage types and limits, policy dates, the named insured and its address, additional insureds, and certificate holders.
- Insurance agent details a vendor chooses to give, such as the agent’s name and email.
- Emergency contacts: the name, phone number and relationship of a person a vendor lists for the event day. Please tell that person you’ve shared their details.
- Vendor policies and signatures: the policies a venue asks vendors to sign, the signer’s typed name or uploaded signed copy, and a signing record (see below).
- Event details: event names, dates and times, and which vendors work each event. Event names sometimes include the hosts’ names, such as “Smith–Lee wedding”.
- Messages: emails sent through Everelle, emails sent to us (including attachments), and feedback you send with the Feedback button.
Information collected automatically
- Signing records: when someone signs a vendor policy, we record the date and time, their IP address, their browser and device type, and a copy of exactly what was signed, so the venue has a reliable record.
- Activity records: what happens in an account, such as certificates received, reminders sent and changes made, and who made them.
- Technical information: our hosting provider keeps standard server logs (such as IP address, browser type and the pages requested) for security and troubleshooting.
- Cookies: we use only the cookies needed to keep you signed in. We don’t use advertising or analytics cookies, and we don’t track you across other websites.
How we use information
- To provide Everelle: collecting certificates, checking them against a venue’s requirements, sending requests and reminders, recording signatures, and producing event records.
- To send service emails, such as sign-in links, certificate requests, reminders, status updates and invitations to try Everelle.
- To keep the service secure, prevent misuse, and keep an accurate record of what happened in each account.
- To answer questions and feedback, and to fix and improve Everelle.
- To meet legal obligations and to protect our rights and the rights of our users.
We don’t sell personal information, and we don’t share it for targeted advertising.
Automated reading of documents
Everelle uses an artificial intelligence service, Claude by Anthropic, to read uploaded documents and pull out the insurance details listed above. Documents are sent to Anthropic only for this purpose, under terms that don’t allow Anthropic to use them to train its models. The results are compared with the venue’s requirements automatically. Anything unclear goes to a person at the venue to review, and venues can correct any value or accept a certificate themselves. These checks help with paperwork. They are not insurance or legal advice, and a certificate of insurance doesn’t guarantee coverage.
Who we share information with
- Within an event: a vendor’s certificates, signatures and status are shared with the venue and planners of the events that vendor is added to. Venues and planners can export these as an event packet. When a vendor agrees, a certificate already on file can be reused for that vendor’s other events at the same venue.
- Service providers who process information for us under contract:
- Railway: hosting, database and file storage
- Resend: sending email
- Anthropic: reading documents
- Squarespace: our domain and forwarding the email sent to us
- Legal reasons: if required by law or legal process, or to protect the safety, rights or property of our users, the public or us.
- Business changes: if Everelle is sold or merged, information may move to the new owner under this policy.
How long we keep information
We keep information while the account it belongs to is active, so venues have a record of each event’s insurance and signatures. Sign-in links expire within an hour, and invitation links within 7 days; signed-in sessions end after 30 days. When an account is closed or you ask us to delete information, we delete it within 30 days. The exceptions are records we need to keep to meet a legal obligation, resolve a dispute, or enforce an agreement, and backup copies, which are overwritten on a regular cycle.
Security
Information is encrypted in transit (HTTPS). Access is limited to the people each record is shared with, and sign-in uses one-time emailed links instead of passwords. Uploaded files are checked before they’re stored. No system is perfectly secure. If you believe your account has been accessed without permission, email us right away.
Your choices and rights
- Access and correction: you can see and update most of your information in Everelle, or ask us for a copy.
- Deletion: you can ask us to delete your information. If a venue or planner added it, we may refer your request to them, since it may be part of their event records.
- Emails: you can change most notification emails in Settings. Some messages, like sign-in links and requests a venue sends you, are part of the service.
Depending on where you live, you may have rights under privacy laws such as the California Consumer Privacy Act. These can include the right to know what we hold about you, to correct it, to have it deleted, and to not be treated differently for using these rights. To make a request, email hello@geteverelle.com. We’ll confirm your request, may need to verify who you are, and will respond within 45 days. You may use an authorized agent to make a request for you.
Children
Everelle is a business service. It isn’t meant for anyone under 18, and we don’t knowingly collect information about children.
Where information is stored
Everelle is run from the United States, and information is stored and processed there.
Changes to this policy
We’ll post any changes on this page and update the effective date. If a change materially affects how we use information, we’ll also let account holders know by email before it takes effect.
Contact us
[Company legal name]
[Mailing address]
hello@geteverelle.com