Privacy Policy

Effective [EFFECTIVE DATE]

1. Who we are

Guildborne is run by [OPERATOR LEGAL NAME] ("we" or "us"). This policy explains what we collect through the Guildborne website, web app and Windows desktop app, and what we do with it.

2. What we collect

• Account details: your username, your email address and a securely hashed version of your password. We never store your actual password.
• Profile: your profile picture, banner, status and status text, and your privacy settings.
• Messages and posts: guild messages, direct messages, replies, reactions, profile feed posts and images you upload, along with when they were sent and whether they were edited. Images you send in chat are saved again without their hidden details (such as camera details or location), and anyone who can see the message can open them.
• Connections and activity: your friends, friend requests and blocks, the guilds you belong to, your roles, and whether you are online. Actions in a guild, such as joining or changing settings, are saved in that guild's history.
• Guilds you create: names, images, descriptions, channels, settings and any social links you add.
• Connection information: like any website, our servers receive your IP address and browser or device details when you connect, in order to respond.
• Login security: to protect accounts, we save the IP address you signed up and last logged in from, a random ID for each device you log in on, and a record of login attempts (when, from which IP address, and whether it worked). We keep the login record for 90 days and use all of this only to spot and stop attacks on accounts.
• Password reset emails: when you ask to reset your password, we email a code to the address on your account through our email provider, MailerSend. We keep only a scrambled (hashed) copy of the code, and delete it after 5 minutes or once it's used.
• Recovery codes and Steam: we store your recovery codes only in a scrambled (hashed) form that can't be turned back into the codes. If you link Steam or sign up with it, we save your Steam ID, and your Steam name and picture if Steam shares them, so you can log in with Steam. Unlinking Steam in Settings, under Privacy & Safety, removes them.
• Logged-in devices: for each device that stays logged in, we save the IP address and browser or app it last used, so you can see your devices in Settings, under My Account, and log any of them out.
• Steam showcase: if you link Steam and add the Steam showcase to your profile, it shows your Steam name, picture, level, the game you're playing on Steam, and your most-played games and hours, when your Steam profile makes them public. We ask Steam for these when someone opens your profile and keep them for up to 30 minutes. Removing the showcase hides it.
• Push notifications: if you use the Android app, we save a notification ID for your phone from Google's Firebase Cloud Messaging, so we can tell you about direct messages and @mentions while the app is closed. Logging out removes it.
• Current activity: if you use the Windows desktop app and leave Display current activity on, it checks which programs are running to find the game you're playing, and shares only that game's name and when you started. It isn't saved, and it's hidden while you're Invisible or in Streamer Mode. You can turn it off in Settings, under Activity Privacy.
• Voice: your audio passes through our voice service so others in the channel can hear you. Guildborne doesn't record it.
• What you send us: your support requests and our replies, your feedback, and anything in the emails you send to support or feedback. Deleting your account deletes your support requests. Your feedback stays, without your name. If we add something you asked for, we may credit your username in the change log.

We don't ask for your real name, phone number, payment details or precise location.

3. How we use it

• To run Guildborne: logging you in, delivering messages and voice, and showing your profile and guilds.
• To keep Guildborne safe: enforcing our Terms of Service, looking into reports, and preventing abuse.
• To fix problems, improve Guildborne and answer you when you contact us.
• To follow the law.

If you live in the EU, UK or a similar region, our legal grounds are: providing the service you signed up for, our legitimate interest in keeping it safe and working, legal duties, and your consent where we ask for it.

4. Who can see your information

• Other users: your username, profile and status are visible to others, depending on your privacy settings. Guild messages can be seen by anyone with access to that channel. Direct messages can be seen by the people in that conversation.
• Guild owners and admins: they can see and manage their guild's content, members and activity history.
• Us: messages are protected in transit but aren't end-to-end encrypted, so we can access them when needed, for example to investigate a report. Please don't share anything on Guildborne you need to keep completely secret.

5. Who we share it with

We don't sell your personal information, and we don't share it for advertising. We share it only in these cases:

• Google Fonts: Guildborne' pages load their fonts from Google, so Google receives your IP address and browser details when a page loads.
• Link previews: when a message contains a link, our server visits that page to make a preview with its title, description and picture. The site sees our server's address, not yours. The preview's picture loads from that site, so it receives your IP address and browser details when you view the message.
• Steam: to show the Steam card on a profile, our server asks Steam for that Steam account's public details. Game icons on the card load from Steam.
• Google Firebase: on the Android app, notifications are delivered through Google's Firebase Cloud Messaging, which receives your phone's notification ID and the notification (who sent it and the start of the message).
• Our hosting and voice providers: companies or software that help us run Guildborne, only as needed to do so. [LIST ANY HOSTING OR VOICE COMPANIES]
• Apps you link: if you authorize linking your Guildborne account to another app, such as the IGS website, we send it your user ID, username and email address. You will see a consent step first.
• Legal reasons: when the law requires it, or when needed to protect someone's safety or to protect Guildborne against fraud or abuse.
• A change of ownership: if Guildborne is sold or reorganized, your information may move with it, and this policy will continue to apply until we notify you of any change.

6. Data stored on your device

Guildborne keeps you logged in by saving login tokens in your browser or in the desktop app's storage, and these are removed when you log out. It also saves a random device ID, so we can tell a device that has logged in to your account before from a new one. We don't use advertising or analytics cookies, and Guildborne' login doesn't depend on cookies.

7. How long we keep it, and deleting your account

We keep your information while your account is active. You can delete your account in Settings under My Account. If you own any guilds, you need to delete them first.

• Deleted when you delete your account: your account details, profile, profile picture and banner, privacy settings, friends list, login sessions, and the messages you wrote in guilds and direct messages.
• Deleting a single message: this removes its text and shows "[deleted]" in its place.
• What can stay: a guild's activity history can keep an anonymous ID for your past actions. Copies in backups are removed as those backups expire, [BACKUP PERIOD, e.g. within 30 days]. Anything other people copied or quoted isn't within our control.

We may keep information longer where the law requires it, or when we need it for a safety investigation.

8. Security

We use encrypted connections (HTTPS), hash passwords, and only let a person use a guild or channel they have access to. No online service can be perfectly secure, so please use a unique password. If a breach affects your information, we will notify you as the law requires.

9. Your rights

You can change your profile and privacy settings at any time and delete your account in Settings. To ask for a copy of your information, or to have it corrected or deleted, email support@guildborne.com. We will verify that the request is really from you first.

Depending on where you live, including the EU, UK and states such as California, you may also have the right to object to or limit how we use your information, to receive it in a portable format, and to complain to your data protection authority. We won't treat you differently for using these rights.

10. Children

Guildborne isn't for children under 13, and we don't knowingly collect their information. If you believe a child under 13 has an account, email us and we will delete it.

11. International users

Guildborne is run from [COUNTRY], so your information is stored and processed there, where privacy laws may differ from those where you live. Where the law requires it, we use appropriate safeguards for these transfers.

12. Changes to this policy

If we update this policy, we will change the date at the top and, for significant changes, give notice on Guildborne or by email before they take effect.

13. Contact

[OPERATOR LEGAL NAME], [MAILING ADDRESS]
Email: support@guildborne.com