Privacy Policy for Dungeon Ledger

Welcome to Dungeon Ledger. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

Data Controller

Threadnotes ("we", "us", "our") is the data controller responsible for the personal data collected through this website. If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at support@threadnotes.co.uk.

Information We Collect

We may collect information about you in a variety of ways. The information we may collect on the Service includes:

• Personal Data: When you register, we collect personally identifiable information, such as your name, email address, and profile picture, primarily through authentication providers like Google. We use this to create and manage your account.
• User-Generated Content: All the content you create and upload, including campaign notes, maps, characters, sound files, and chat messages, is stored on our servers to provide the service to you and your fellow campaign members.
• Usage Data: We use Google Tag Manager to load Google Analytics, which collects information about how you use the Service, such as your IP address, browser type, operating system, access times, and the pages you visit. This runs across the Service, including the pages you see once you are signed in. It records which pages are opened and when — it does not read the content of your notes, maps, or messages. There are three levels, and which one applies is entirely your choice:
  • If you accept in our cookie banner, Google Analytics sets cookies and can recognise your browser across visits. We rely on your consent for this.
  • If you have not yet answered, a basic cookieless measurement runs: nothing is stored on or read from your device, you are given no identifier and cannot be recognised on a later visit, but your IP address and the address of the page are sent to Google. We rely on our legitimate interests for this, and you can stop it at any time by declining.
  • If you turn Analytics off, whether by rejecting all or by switching that one category off, we load nothing at all. No cookies, no cookieless measurement, and no request to Google. It is treated as an objection to being measured, not merely a refusal of cookies.
• Abuse Prevention Data: Google reCAPTCHA collects device and browser information to distinguish genuine visitors from automated traffic. See Bot Protection below.
• Data from Social Networks: If you sign in with Google, we receive information from that social network, such as your name, email address, and profile picture, which we use to populate your user profile.

Campaign notes and other content you create may contain references to third-party tabletop roleplaying games, settings, adventures, or characters. That content is created by you, and such references remain the responsibility of the user who creates them. We host user-created content; we do not publish third-party material on your behalf.

Cookies

Our cookie banner groups storage into three categories, and you can accept or reject them individually:

• Strictly necessary — always on. Signing you in, keeping your account secure, blocking automated abuse, and remembering the choice you make in the banner. It also covers settings you switch on yourself, such as your theme or whether the dice roller makes a sound: these are stored only in your own browser, are never shared with anyone, and exist only because you asked for that feature. We do not need consent for these, and the Service does not work without them.
• Analytics — off unless you accept. Google Analytics, loaded through Google Tag Manager, so we can understand how the Service is used. Turning it off does more than switch off the cookies: it stops the analytics tags loading at all, including the basic cookieless measurement described under Usage Data above.
• Advertising — off unless you accept. This would allow advertising and remarketing tags to store identifiers and build a profile of you. We do not run any advertising, and no advertising tag is loaded on this Service today. The control exists so that the choice is already yours if that ever changes.

Declining any category costs you no feature. Analytics runs across the Service, on our public pages and on the pages you see once signed in. It measures how the Service is navigated; the content of your campaigns is never sent to it. Two pages are excluded entirely — password-reset links and campaign invitation links — because their web addresses contain single-use codes that must not be shared with anyone.

You can change or withdraw any of these at any time: Cookie settings. Your choices are remembered in your browser and applied before any tag loads, so a withdrawal takes effect on your next page view. Because they are stored in the browser, they apply to that browser and device, and clearing your site data resets them.

Google reCAPTCHA, which protects the Service against automated abuse, also sets cookies and uses similar browser storage. Because it is a security measure rather than analytics or advertising, it is not covered by the cookie banner. See Bot Protection below.

Use of Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the Service to:

• Create and manage your account and campaigns.
• Display your campaign notes, maps, and other data to you and other users you have shared them with.
• Enable user-to-user communications within a campaign.
• Monitor and analyze usage and trends to improve your experience with the Service.
• Notify you of updates to the Service, if you have opted in to email communications.
• Request feedback and contact you about your use of the Service.

Legal Basis for Processing

Under the UK GDPR, we rely on the following legal bases to process your personal data:

• Performance of a contract: To create and operate your account, store and display your campaign content, and provide the features you ask for. Without this data we cannot provide the Service.
• Consent: For the Analytics and Advertising categories in our cookie banner, and for any other storage on your device that is not strictly necessary, plus optional email updates and optional features you switch on such as voice dictation. You may withdraw consent at any time, per category.
• Legitimate interests: To keep the Service secure, prevent abuse and fraud, diagnose faults, and understand how the Service is used so we can improve it. This includes the basic cookieless analytics measurement described under Usage Data, which runs before you have answered the cookie banner. We balance these interests against your rights, and you can object at any time by turning Analytics off in the banner.
• Legal obligation: Where we must retain or disclose data to comply with applicable law or a lawful request.

Data Retention and Deleting Your Account

To delete your account, please contact us at support@threadnotes.co.uk from the email address associated with the account and we will action the request. Self-service deletion from your account settings is not available yet; until it is, the contact route above is how the request is made, and it is honoured on the same basis.

We keep your personal data for as long as your account remains active. If you delete your account, or ask us to delete your data, we remove your personal data and campaign content from our active systems. Residual copies may persist in routine encrypted backups for a limited period before being overwritten in the normal backup cycle. Where we are required to retain certain information to comply with a legal obligation, we keep only what that obligation requires and for no longer than necessary.

Disclosure of Your Information

We do not sell your personal information. We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

• By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law.
• Third-Party Service Providers: We use third-party processors for backend functionality, listed in the section below. Their privacy policies govern their use of data.
• AI Features: If you use an optional AI feature (such as note elaboration, summarization, the campaign chatbox, or dictation clean-up), the relevant text you submit is sent to our AI provider, Google, for processing and returned to you. AI features are optional and are only invoked when you actively use them. Raw microphone audio is never sent to us or to our AI provider. We do not use your Content to train our own AI models.
• Within Your Campaign: Your username, avatar, and any content you explicitly share will be visible to other members of your campaigns, as described under Sharing Within Campaigns below.

Service Providers

We currently use the following categories of processor. All of them are Google services:

• Google Firebase and Google Cloud — authentication, the Firestore and Realtime databases, file storage for uploads such as maps and audio, and application hosting.
• Google Tag Manager and Google Analytics — loading our measurement tags, and usage statistics across the Service. Full analytics where you have accepted the Analytics category, basic cookieless measurement where you have not yet answered, and nothing at all where you have turned it off. We do not currently use any advertising or remarketing service.
• Google AI (Gemini) — processing text you submit to an optional AI feature.
• Google reCAPTCHA and Firebase App Check — protecting the Service against automated abuse, as described under Bot Protection below.

If you use browser-based voice dictation, your browser vendor's speech recognition service also processes the audio captured by your microphone. That happens in your browser under the vendor's own terms and is outside our control; we receive only the resulting text.

International Transfers

Some of our service providers may process personal data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place as required by UK data protection law, such as adequacy regulations or approved contractual safeguards including the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You may contact us at support@threadnotes.co.uk for further information about the safeguards applying to a particular transfer.

Sharing Within Campaigns

Notes and other content are private to you unless you choose to share them within a campaign. Content you share within a campaign is visible to the members of that campaign according to the visibility you set on it, and Dungeon Master notes marked as secret or DM-only are not shown to players. Your username and avatar are visible to other members of campaigns you join. Changing what you have shared does not retract copies another member has already read, exported, or written down elsewhere.

Your Data Protection Rights (UK GDPR)

If you are in the United Kingdom or the European Economic Area, you have certain data protection rights. We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

• The right to access, update or delete the information we have on you. You can view and update much of your profile information directly in your account settings. To delete your account or your data, contact us at support@threadnotes.co.uk and we will action the request.
• The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete.
• The right to object. You have the right to object to our processing of your Personal Data where we rely on legitimate interests. For analytics this is self-service and takes effect immediately on your next page view: turn Analytics off in the cookie banner, which you can reopen at any time from the Cookies section above or the link in our footer. You do not need to contact us, and nothing is loaded for you afterwards.
• The right of restriction. You have the right to request that we restrict the processing of your personal information.
• The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.
• The right to withdraw consent. You also have the right to withdraw your consent at any time where we relied on your consent to process your personal information.

Please note that we may ask you to verify your identity before responding to such requests. If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at support@threadnotes.co.uk.

You also have the right to lodge a complaint with a supervisory authority. In the UK this is the Information Commissioner's Office (ico.org.uk). We would appreciate the chance to address your concerns directly before you do so.

Automated Decision Making

We do not make decisions about you based solely on automated processing that produce legal effects concerning you or similarly significantly affect you. The AI features in the Service generate text at your request; they do not make decisions about you.

Bot Protection

To protect the Service against automated abuse — such as bulk account creation, or automated attacks against the sign-in form — we use Google reCAPTCHA v3 together with Google Firebase App Check. reCAPTCHA v3 runs invisibly in the background: it never asks you to tick a box or solve a puzzle, and it does not interrupt your use of the Service.

To judge whether a request is likely to be automated, reCAPTCHA collects information about your device and browser — including hardware and software characteristics and your interactions with the page — and sends it to Google for analysis. It also sets cookies and uses similar browser storage for this purpose. We receive only the resulting assessment; we do not receive the underlying information Google collects, and we cannot identify you from it.

This runs on our public pages as well as inside the Service, because the protection has to cover the sign-up and sign-in forms themselves. We rely on our legitimate interest in keeping the Service secure and preventing abuse and fraud. Google's handling of the information it collects is governed by the Google Privacy Policy and Google Terms of Service. Google states that information collected by reCAPTCHA is used for providing, maintaining and improving reCAPTCHA and for general security purposes, and is not used for personalised advertising.

Security of Your Information

We use administrative, technical, and physical security measures, provided in large part by Google Cloud and Firebase, to help protect your personal information. While we have taken reasonable steps to secure the data you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable.

Policy for Children

The Service is not intended for children under 16. We do not knowingly solicit information from or market to children under 16. If you become aware of any data we have collected from a child under 16, please contact us using the contact information provided below and we will delete it.

Contact Us

If you have questions or comments about this Privacy Policy, please contact us at: support@threadnotes.co.uk