WATCHMAN WATCHMAN Suite Privacy Policy
Effective date: November 7, 2026
WATCHMAN Suite LLC (a North Carolina limited liability company) · [email protected]
The short version
- WATCHMAN Suite is built to work offline. Your notes, maps, plans, rosters, medical records, inventories and documents are stored on your computer only. We never see them, and we have no way to see them.
- We have no analytics, no advertising and no crash reporting, and we do not track what you do in the program.
- We do not sell, rent or trade your information. We do not share it with advertisers or data brokers.
- The only information we keep is what we need to run your license: your license key, a random device ID, the contact details you gave us when you bought, and a short-term log of license checks. That log includes your IP address and is used only to stop key sharing, help you with support problems, and protect the license server from attacks. It is deleted automatically after 90 days.
- Some features that you choose to use get live information from public services such as the National Weather Service and USGS. When you use them, those services receive the map area or search you asked about. Details are in section 4.
1. Information stored only on your computer
Everything you create or enter in WATCHMAN Suite stays on your computer, in the program's data folder (%APPDATA%\WATCHMAN Suite). This includes:
- your area of operations, map markers, routes and plans
- medical and dental records
- documents and vault contents
- people and group records
- inventories, cache locations and communication plans
Some modules can encrypt this data with a password you choose. We never receive that password, and we cannot recover it for you.
The desktop program never uploads this information to us or to anyone else. Backups and exports are files saved where you choose.
Uninstalling the program does not delete this data, so you won't lose your work by accident. To remove it, delete the %APPDATA%\WATCHMAN Suite folder.
2. Information we collect
When you buy or receive a license: your name and email address, and a phone number or organization if you give them to us. We use these to send your license key, provide support, and contact you about your license.
When you activate a license: your license key and a device ID. The device ID is a random number the program creates when it's installed. It isn't based on your hardware and contains nothing about you or your computer. We use it to enforce the number of computers allowed on each license.
When the program checks your license: when you're online, the program periodically confirms that your license is still valid. Each activation and check creates a log entry with:
- the date and time, and the result
- your license key and device ID
- your IP address, and the approximate location (city, state, country) and internet provider that come with it
- the program's version information
Why we keep this log. We use it only to:
- detect and stop license keys that have been shared, resold or stolen
- troubleshoot activation problems when you contact support
- detect and block hacking attempts, abuse and attacks on the license server
- keep the licensing system secure and working
We do not use it to track your movements or your use of the program, to build a profile of you, or for marketing. Log entries are deleted automatically after 90 days.
If you're offline, the program checks your license locally, sends nothing, and never locks you out.
Updates: when the program checks for or downloads updates and map data, it sends an ordinary download request. The request includes no information about you beyond the IP address that any internet connection uses.
Our website (watchmansuite.com):
- If you sign up for emails about new free templates and product updates, you give us your email address and the page you signed up on. We keep them in our own system and use them only to send those emails, which go out through our email delivery service. We never sell or share your address. Every email has a one-click unsubscribe link. To stop abuse of the sign-up form, we keep a one-way coded form of your internet address for up to one hour, and then delete it.
- The site is hosted on Cloudflare, and its fonts load from Google Fonts. Like any website, these providers receive your IP address and browser information when you visit.
- We count website visits anonymously with Cloudflare Web Analytics, which uses no cookies and does not track individual visitors. The site has no advertising or tracking cookies.
3. What we do not collect
- No usage analytics, telemetry or crash reports
- No advertising identifiers or tracking cookies
- No GPS or location sent to us. If you press MY LOCATION on the map, your device's location is used on your device only, to center the map; it is never sent to us. The program does not use your camera or microphone.
- No payment card information. Payments are handled by our payment processor, and we never see or store your card number.
- None of your in-program data (section 1)
4. Online features and third-party services
WATCHMAN Suite is offline-first, but some features get live information from outside services when you use them. Using them sends the request directly from your computer to that service, which receives your IP address plus what the feature needs. Usually that's the map area you're viewing, a point you clicked, or the text you searched for. Examples:
- Map imagery and base maps: Esri, OpenStreetMap, CARTO, USGS, NASA, Stadia Maps
- Weather, radar and alerts: National Weather Service/NOAA, Iowa Environmental Mesonet, RainViewer, Open-Meteo
- Elevation, flood, hazard and infrastructure layers: USGS, FEMA, EPA, state GIS services, OpenStreetMap (Overpass)
- Address and ZIP search: U.S. Census Bureau, OpenStreetMap (Nominatim), Photon, Esri, Zippopotam.us
- Aircraft tracking: ADSB.lol
- Driving directions: our own routing server, with openrouteservice as a backup. Directions send the start, stops and destination you choose.
- Online lookup tools in the HUMINT Registry: news searches, username checks, and lookups of IP addresses, domains, callsigns and cryptocurrency addresses. These send the specific name, username, address or other item you ask to look up to the service performing the lookup. Use them only for lawful purposes.
Some of these requests (aircraft tracking, driving directions, webcams, weather tiles and some map layers) pass through relay servers we operate on Cloudflare and on a server we rent from Oracle Cloud. The relays forward your request and return the answer. We do not use them to record who made a request or to build a history of what you viewed or where you asked for directions.
Each third-party service has its own privacy policy. If you don't use these features, or you use the program offline, no such requests are made.
5. We do not sell or share your information
We do not sell, rent, trade or give away your personal information. We do not share it with advertisers, data brokers or anyone for marketing.
We disclose information only in these limited cases:
- Service providers who run our systems on our behalf. Our license server and website run on Cloudflare, and our relay and routing server runs on Oracle Cloud. Payments are processed by Stripe, which collects your payment details directly under its own privacy policy. Our emails are delivered by Resend. These providers may use the information only to provide their service to us.
- When legally required. We disclose information only when compelled by valid legal process, such as a subpoena or court order. Where the law allows, we will notify you first.
- If the business is sold or transferred. Any successor must follow this policy.
6. How long we keep information
| Information | How long |
|---|---|
| License check logs (including IP address) | 90 days, then deleted automatically |
| License and customer contact details | For as long as your license is active, or until you ask us to delete them |
| Data inside the program | On your computer only, until you delete it |
7. Your choices and rights
You can ask us to show you, correct, or delete the information we hold about you by emailing [email protected]. If we delete your license record, that license key will no longer activate. We will not discriminate against you for making a request.
8. Security
- License tokens are cryptographically signed.
- Administrative access to our systems is restricted and authenticated.
- Sensitive data inside the program can be encrypted with your own password.
No system is perfectly secure. That's one more reason we collect so little.
9. Children
WATCHMAN Suite is not directed to children under 13, and we do not knowingly collect information from them.
10. Changes to this policy
If we change this policy, we will update the effective date and post the new version in the program and at https://watchmansuite.com/privacy. If we ever start collecting new kinds of information, we will say so clearly before it happens.
11. Contact
WATCHMAN Suite LLC (a North Carolina limited liability company) · [email protected]