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Guild Hall

Privacy Policy — Guild Hall

Last updated: [DATE]

Not legal advice. This policy is provided as a good-faith description of how Guild Hall handles data. It has not been reviewed by a lawyer. If you operate Guild Hall for communities other than your own, or in a commercial capacity, have it reviewed by a qualified attorney in your jurisdiction.

Guild Hall ("we", "us", the "Service") is a guild-management tool for MMO communities. This policy explains what we collect, why, and your rights over it. Contact for any privacy request: [YOUR DISCORD: e.g. @keraunos, or a dedicated support server invite].

Who controls your data

Guild Hall is used by individual guilds. When you use it as a member of a guild, that guild's officers decide what data is recorded about you (they are the "controllers"); we operate the software and infrastructure on their behalf (we are the "processor"). Questions about why a particular piece of information exists should go to your guild's officers; questions about the platform itself can come to us.

What we collect

From Discord, when you log in. We use "Log in with Discord" (OAuth). Discord gives us your Discord user ID, username, avatar, and your membership and roles in the guild's Discord server. We do not receive your Discord password, your email, your DMs, or servers unrelated to the guild. We use this to identify you, show your name and avatar in the app, and determine what you're allowed to do based on your roles.

Game and guild activity you or your officers enter. Depending on how your guild uses the Service, this can include: your in-game character name(s), your class and role choices, gear levels and gear-progression history, loot wishlists and loot you've been awarded, in-game currency/shard tallies, attendance at guild events, leave-of-absence entries and their reasons, and your appearance in uploaded match/scoreboard records (name, team, and combat statistics like kills, damage, and healing).

Screenshots you upload. When you upload a scoreboard or gear screenshot, it is sent to Google's Gemini API to extract the text/numbers, then discarded — we don't retain the image after processing. The extracted data (names, stats, gear values) is stored as described above.

Technical data. Standard server logs (IP address, timestamps, error diagnostics) generated when your browser talks to the Service, kept briefly for security and debugging. A session cookie that keeps you logged in.

We do not collect analytics/advertising trackers, and we do not sell data.

Where it's stored and who processes it

These providers process data on our infrastructure's behalf. Data may be stored or processed in the United States and other countries; by using the Service you understand your data may be transferred internationally.

Legal basis (EU/UK users)

We process your data on the basis of the legitimate interests of you and your guild in running the guild (organizing events, tracking participation and loot), and your consent where you voluntarily submit information. You can withdraw participation at any time (see your rights below).

How long we keep it

Guild data persists while your guild uses the Service, because its value is historical (attendance records, war history, loot ledgers). If you leave the guild, your officers may remove or retain your records at their discretion. If a guild stops using the Service, its data may be deleted. Server logs are short-lived. You or your officers can delete most records through the app.

Your rights

Depending on where you live (e.g. GDPR in the EU/UK, CCPA in California), you may have the right to access the data we hold about you, correct it, delete it, export it, or object to its processing. Because your guild controls its own data, the fastest route for most requests is your guild's officers. For requests we must handle directly, contact us at the Discord contact above and we'll respond within a reasonable period (and within any period the law requires).

You can also revoke Guild Hall's access to your Discord account at any time in your Discord settings (User Settings → Authorized Apps), which stops future logins.

Children

The Service is not directed to children under 13 (or the minimum age of digital consent in your country, which may be higher). We don't knowingly collect data from them. Discord's own minimum-age requirements apply to logging in.

Security

We use reasonable measures to protect data: encrypted connections (HTTPS), role-based access controls, hourly re-verification of your Discord roles, and credentials kept out of the codebase. No system is perfectly secure, and we can't guarantee absolute security.

Changes

We may update this policy; the "last updated" date will change and, for significant changes, we'll make a reasonable effort to notify guilds.

Contact

Privacy questions or requests: [YOUR DISCORD CONTACT]