Privacy

Guildhall is operated by an individual founder based in Florida, United States, who is the data controller. For any privacy question, to exercise your rights, or to reach the person responsible for data protection, contact privacy@enterguildhall.com. We do not currently have a separate statutory Data Protection Officer; the founder handles these requests directly.

When you join the waitlist we collect your email and (optionally) your display name, country, city or region, primary role, and interests. When you create an account we additionally collect your username, profile bio, timezone, languages, preferences, availability blocks, and (for RPGs) any content boundaries you choose to record.

We also collect usage data such as IP addresses, user-agent strings, and timestamped activity logs to keep the platform secure and to diagnose problems.

We do not collect your exact home address, exact date of birth, government ID, or precise GPS coordinates. We do not collect special-category data (such as health, religion, or sexual orientation). Content boundaries are gameplay preferences, not health or belief data, and they are always private by default.

Under GDPR Article 6 we must have a lawful basis for each purpose. Here is how each one maps:

• Running your account and matching you to tables (profile, preferences, boundaries, availability, applications, sessions). Legal basis: performance of a contract (the terms you accept when you create an account).
• Keeping the platform secure and abuse-free (IP and user-agent logging, bot checks, audit events). Legal basis: legitimate interest in protecting users and the service.
• Waitlist and Foundation Release update emails. Legal basis: consent, given when you join the waitlist. You can withdraw it at any time via the unsubscribe link in any email.
• Optional analytics cookies (Google Analytics). Legal basis: consent, given through the cookie banner. See the Cookies page.
• Advertising (Guildhall is free and ad-supported). Legal basis: consent for personalized ads (ad cookies and your ad identifier), or legitimate interest in funding a free service for non-personalized, contextual ads. You control this in the cookie banner and can choose no advertising at all. See the Cookies page.
• Meeting legal and tax obligations. Legal basis: legal obligation, where applicable.

We keep personal data only as long as we need it for the purpose it was collected.

• Account data: for as long as your account is open. When you delete your account, your profile is hidden immediately and personal data is removed after a short review window.
• Waitlist email: until you ask us to remove it or unsubscribe.
• Security and audit logs: retained in anonymized or pseudonymized form for up to 90 days after account deletion, then deleted.

Your data is stored on servers located in the United States. If you are located in the EU or UK, your data is transferred to the US, and that transfer is covered by the Standard Contractual Clauses agreed with our infrastructure providers. Those clauses are the legal safeguard the GDPR requires for transfers outside the EU and UK.

We share your data only with the infrastructure providers (processors) necessary to run the service. Each processes data on our instructions under a data processing agreement, and none of them sell your data:

• Supabase (database and authentication, US-based)
• Vercel (hosting, CDN, and anonymized analytics, US-based)
• Resend (transactional and waitlist email delivery, US-based)
• Cloudflare (bot protection on forms, US-based)
• Google Analytics (only if you accept analytics cookies)
• Google AdSense / Ad Manager (our advertising partner, only to serve and measure ads, and only to the extent your cookie choice allows)

We do not sell or rent your personal data, and we do not share it with data brokers. Because Guildhall is ad-supported, we do share the limited data our advertising partner needs to show and measure ads, as described in the next section and on the Cookies page.

Guildhall is free and supported by ads. We never let advertising influence your matches, your visibility, or your place in any queue. Compatibility is the product, and money cannot move it.

Ad cookies and personalized advertising are off by default. In the cookie banner you can pick personalized ads (which use ad cookies and your ad identifier), non-personalized ads (contextual only, no ad profiling), or no advertising at all. We use Google Consent Mode so your choice is passed to Google and personalized ad storage stays off unless you opt in. Founding GMs, and any supporters who buy an ad-free option in the future, do not see ads.

Your default depends on your location. In the EU, EEA, UK, and Switzerland, advertising is off until you opt in. In opt-out regions such as the United States we may show personalized ads by default, and you can opt out at any time from the Cookies page.

The compatibility score is computed automatically from the preferences you and an organizer both set. It is a planning aid that helps you decide where to apply. It does not make any decision that produces a legal or similarly significant effect about you, so it is not the kind of "solely automated decision-making" restricted by GDPR Article 22. A human (you, and the organizer) always makes the actual choice to apply, approve, or decline.

Your username, display name, role, and bio are public by default. You can hide your country, city or region, and your entire profile in settings. RPG content boundaries are always private by default and are never publicly labeled.

We use country and city or region for matching. We do not store precise coordinates and we do not show your exact location to others.

You can add an optional contact handle in your preferences (for example a Discord name). It is private and is never shown on your profile or to the public. It is shared with one other person only when an application is approved: the organizer sees an approved player's handle, and an approved player sees the organizer's handle. We do this so matched people can arrange their game. The legal basis is your consent (you choose whether to add a handle, knowing it is shared on approval) together with performing the matching service you signed up for. Once a handle has been shared with another person we cannot retrieve it, so share a handle you are comfortable giving out, and leave the field blank to share nothing.

If you are located in the EU or UK, GDPR and UK GDPR give you the following rights:

• Access (Article 15): get a copy of the personal data we hold about you.
• Rectification (Article 16): correct inaccurate or incomplete data.
• Erasure (Article 17): ask us to delete your data, the "right to be forgotten".
• Restriction (Article 18): ask us to pause certain processing.
• Data portability (Article 20): receive your data in a portable, machine-readable format.
• Objection (Article 21): object to processing based on legitimate interest.
• Withdraw consent (Article 7): where we rely on consent (marketing email, analytics cookies), withdraw it at any time without affecting earlier processing.

To exercise any of these, contact us at the address below. We respond to all requests within 30 days, free of charge in normal cases.

You can request account deletion or a data export from Account settings. Deletion hides your profile immediately and removes your personal data after a short review window. Some anonymized security records (such as audit logs) may be retained for up to 90 days after deletion as described above.

If you believe we have mishandled your data, you can lodge a complaint with your local data protection authority. In the EU this is the supervisory authority in your country of residence; in the UK it is the Information Commissioner's Office (ICO). We would appreciate the chance to address your concern first, so please consider contacting us before you escalate.

Guildhall is not directed at children. You must be old enough to form a binding contract in your jurisdiction to create an account. We do not knowingly collect data from children below the applicable age of digital consent. If you believe a child has given us data, contact us and we will remove it.

If we make a material change to how we handle your data, we will update the effective date at the top of this page and, where appropriate, notify you by email or in the app.

For privacy questions or to exercise your rights, contact us at privacy@enterguildhall.com.