Privacy Policy
Last updated: March 2025
Beta Availability
Campaign Chronicles is currently in beta and is only available to users in the United States and other regions that do not have GDPR-equivalent data-protection requirements. By registering for or using the service during beta you confirm that you are located in an eligible region. We intend to expand regional availability, including full GDPR support, before our general release.
Introduction
Campaign Chronicles (“we”, “us”, or “our”) provides a platform for tabletop RPG groups to record, transcribe, and enhance their play sessions. We are committed to being transparent about how we handle information. This Privacy Policy explains what data we collect, how we use it, and the rights you have regarding your information.
This policy applies to the Campaign Chronicles web application, Discord bot, and all related services (collectively, the “Service”).
Information We Collect
Account Information
We receive your Discord user ID, username, avatar, and email address when you authenticate via Discord OAuth. This information is used solely to identify your account within the Service.
Campaign & Session Data
Campaign names, session metadata, and any notes or wiki entries you create are stored in our cloud infrastructure. Audio recordings and their transcripts are stored only when you explicitly start a recording session.
Service Analytics
We collect internal feature usage and quality analytics (for example, which features are used, error rates, and performance metrics). This data is used exclusively to improve the Service. We do not use tracking for advertising, profiling, or any purpose beyond understanding how the Service performs.
How We Use Your Information
- Providing and operating the Service (authentication, storing your campaigns and sessions).
- Sending service-related communications such as session reminders or system notifications you have opted into.
- Diagnosing errors, improving reliability, and developing new features using aggregated, anonymised analytics.
- Complying with applicable legal obligations.
We Will Never Sell or Market Your Data
Campaign Chronicles will never sell, rent, lease, or share your personal information with third parties for marketing or advertising purposes. We do not use cross-site trackers or advertising networks, and we have no plans to do so.
Participant Consent for Recordings
Campaign Chronicles enables users to record voice sessions in Discord. You are solely responsible for obtaining the informed consent of all participants before starting any recording. This includes:
- Notifying all participants that the session will be recorded and transcribed.
- Obtaining explicit agreement from each participant prior to starting the recording.
- Informing participants about how recordings and transcripts may be used (e.g., AI-generated summaries or podcasts).
- Honoring any participant's request to stop the recording or to delete content in which they appear.
Use of the recording features without obtaining the required consent may violate federal and state wiretapping laws and our Terms of Service.
Data Sharing & Third Parties
We share data with third-party service providers only as necessary to operate the Service:
- Cloud infrastructure provider — cloud hosting, storage, AI (speech-to-text, content generation), and application monitoring.
- Discord — authentication provider. We receive only the information Discord makes available through its OAuth flow.
We do not share your data with any other third parties except where required by law.
California Privacy Rights (CCPA)
If you are a California resident, the California Consumer Privacy Act (CCPA) gives you certain rights regarding your personal information:
- Right to Know — you may request details about the personal information we collect, use, and disclose.
- Right to Delete — you may request deletion of personal information we have collected from you (subject to certain exceptions).
- Right to Opt-Out of Sale — we do not sell personal information, so this right does not apply, but we will never start doing so.
- Right to Non-Discrimination — we will not discriminate against you for exercising any CCPA right.
To exercise any of these rights, please contact us at the address below. We will respond to verifiable requests within 45 days as required by law.
Data Retention
We retain your account information and campaign data for as long as your account is active. When you delete a campaign, session, or recording, that content is permanently removed from our active storage. Account deletion results in permanent removal of all personal data associated with your account (subject to any legal retention obligations). See the Settings page for account deletion options.
Security
We use industry-standard security measures including TLS encryption in transit, encrypted storage, role-based access controls, and regular security reviews. No method of electronic transmission or storage is 100% secure; we cannot guarantee absolute security but we are committed to protecting your information.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes we will update the “Last updated” date at the top of this page and, where required by law, notify you by email or in-app notification. Continued use of the Service after the effective date constitutes acceptance of the revised policy.
Contact Us
Questions, requests, or concerns about this Privacy Policy may be directed to:
Campaign Chronicles Privacy