RollRecall — Privacy Policy

The short version

RollRecall records your tabletop RPG sessions and turns them into recaps, a wiki, and your character's memory. To do that, we store your account details and the content of your sessions - including audio recordings of everyone at the table - and we send that audio to trusted services to transcribe it and write your recaps.

• We don't sell your data and we don't show ads.
• We use your recordings to provide the service to you and your group. None of our providers use your audio or transcripts to train their AI models.
• You can delete your account and all of its data at any time from Settings.
• Because we record real people's voices, you're responsible for making sure everyone at your table agrees to be recorded before you hit record.

The full details are below.

1. Who we are

RollRecall is a player-first app for recording and remembering tabletop roleplaying game sessions, operated by John Maier in the United States. This policy explains what information we collect, how we use it, who we share it with, and the choices you have.

In this policy, "RollRecall," "we," "us," and "our" all refer to the RollRecall service.

If you have any questions, email us at support@rollrecall.app.

2. Information we collect

Information you give us directly:

• Account information: your email address, a password (stored only in encrypted/hashed form - we never see your actual password), and any display name or character names you choose.
• Campaign content you create: the names, notes, descriptions, and other text you and your group enter about your campaigns, characters, and world.
• Anything you send to support: if you email us, we keep that message so we can help you.

Session recordings (please read this part):

• When you record a session, we capture and store the audio of that session, which includes the voices of everyone present at the table - not just you.
• From that audio we create a transcript and then generate recaps, wiki entries, character memory, inventory, highlights, and other content. We store these too.
• We only record when you choose to start a recording. See Section 9 about consent.

Information we collect automatically:

• Basic technical and log data needed to run the service, such as your IP address, browser and device type, and timestamps of activity. Our hosting and database providers generate this automatically as part of keeping the app secure and working.
• We do not currently use advertising trackers or third-party marketing cookies. If we add lightweight, privacy-friendly product analytics in the future, we'll update this policy first.

3. How we use your information

We use your information to: create your account and sign you in; record your sessions and generate your recaps, wiki, character memory, highlights, and other features; let the members of a campaign you belong to see the shared content for that campaign; respond to your support requests; keep the service secure, debug problems, and prevent abuse; and comply with the law.

We do not use your information to serve you ads, and we do not sell it.

4. The legal basis, plainly

We process your information to provide the service you signed up for, to meet our legal obligations, and to protect the service and its users. Where the law requires your consent - most importantly, consent to be recorded - that consent is obtained at your table by the person who starts the recording (see Section 9).

5. How your recordings are processed (our AI providers)

To turn your audio into useful content, we use two trusted third-party providers. Your session content passes through them:

Transcription - AssemblyAI. We send your session audio to AssemblyAI to convert it into a text transcript.

RollRecall uses a paid AssemblyAI plan and has opted out of AssemblyAI's model-training program. AssemblyAI processes your audio and transcripts only to provide transcription to us, does not use them to train its models, and automatically deletes transcripts from its systems within 3 days. AssemblyAI does not retain your audio.

Recaps and analysis - Anthropic (Claude). We send your transcript to Anthropic's Claude AI to generate your recaps, wiki entries, and other content. Under Anthropic's commercial API terms, Anthropic does not use your transcripts or the generated content to train its models.

Both providers process your content only to perform their service for us.

6. Who we share your information with

We share your information only with the service providers we need to run RollRecall ("sub-processors"), and only so they can perform their function. They are:

We may also disclose information if required by law, to enforce our Terms, or to protect the rights, safety, and property of RollRecall, our users, or others.

We do not sell your personal information, and we do not share it for advertising.

7. How long we keep your information

We keep your account information and your session content (transcripts and generated content) for as long as your account is active, so the app works as you expect.

• We delete the original audio recording once it has been transcribed. We keep only the transcript and the content generated from it - not the raw audio.
• Our transcription provider's temporary copies of your audio and transcripts are automatically deleted from its systems within 3 days.
• When you delete a session or other content, we remove it from your account.
• When you delete your account (Settings, Danger Zone, Delete account), we delete your account and the data tied to it. Some information may persist for a short period in encrypted backups or where we're legally required to keep it, after which it's deleted.

8. Your choices and rights

• Access and update: you can view and edit much of your information directly in the app.
• Delete: you can delete your account and its data at any time from Settings.
• Recordings: you control when recording starts and stops.
• Questions or requests: email support@rollrecall.app and we'll help.

For California residents (CCPA/CPRA). California residents have the right to know what personal information we collect and how we use it, to request access to or deletion of that information, to request correction, and to not be discriminated against for exercising these rights. We do not sell or "share" your personal information as those terms are defined under California law. To exercise any of these rights, email support@rollrecall.app.

9. Recording other people - your responsibility

RollRecall records the voices of everyone at your table. Laws about recording people vary, and in some places everyone being recorded must agree to it. Before you start a recording, you are responsible for making sure every person at the table knows they're being recorded and agrees to it. Don't record anyone without their knowledge and consent, and don't record minors without their parent or guardian's consent (see Section 10). This responsibility is also part of our Terms of Service.

10. Children's privacy

RollRecall is not directed to children under 13, and you must be at least 13 years old to hold an account. We don't knowingly collect personal information from children under 13. If a minor participates in a recorded session, the account holder is responsible for obtaining the consent of that minor's parent or guardian before recording. If you believe a child under 13 has provided us information, contact support@rollrecall.app and we'll delete it.

11. How we protect your information

We take reasonable measures to protect your information, including encryption of data in transit, hashed passwords, and access controls that limit campaign content to the members of that campaign. No online service can be 100% secure, but we work to keep your data safe and to fix issues quickly.

12. Where we operate

RollRecall is operated from the United States and intended for users in the United States. If you access it from elsewhere, you understand your information will be processed in the United States.

13. Changes to this policy

We may update this policy as RollRecall evolves. If we make a meaningful change, we'll update the "Last updated" date above and, where appropriate, let you know in the app or by email. Continuing to use RollRecall after a change means you accept the updated policy.

14. Contact us

Questions, requests, or concerns about your privacy? Email support@rollrecall.app.

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