DungeonTome Privacy Policy

This Privacy Policy explains how Studio Goodson Ltd, trading as DungeonTome, collects, uses, stores, shares, and protects personal information when you use DungeonTome's website, mobile apps, recording tools, AI summaries, sharing features, support channels, and related services.

This policy is part of your agreement with us and is intended to be legally binding to the fullest extent allowed by law. If you do not agree with it, please do not use DungeonTome.

Version tracking

Version	Date	Summary
2.0	2026-07-04	Initial v2 Privacy Policy.

Who we are

DungeonTome is operated by Studio Goodson Ltd, trading as DungeonTome.

For privacy questions or requests, contact us at [email protected].

For data protection laws that use the terms "controller" or "business", we are the controller or business for personal information we decide how and why to process. Some third-party providers process information for us as service providers or processors. Some providers may also process certain information under their own policies where they act independently.

Age restriction

DungeonTome is for adults only. You must be at least 18 years old to use DungeonTome.

We do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has provided personal information to DungeonTome, please contact us so we can review and take appropriate action.

Recording other people

DungeonTome is designed to record tabletop roleplaying sessions. Those recordings may include the voices, names, stories, opinions, jokes, character details, locations, and other personal information of people at your table.

You are responsible for making sure you are allowed to record, upload, transcribe, summarise, store, and share a session before using DungeonTome. This includes getting any consent required from the people being recorded and following any laws that apply where you and the other participants are located.

Please do not record anyone secretly or upload audio that you do not have permission to use with DungeonTome.

Information we collect

We collect information you provide directly, information generated when you use DungeonTome, and information we receive from service providers.

Information you provide may include:

• Account information, such as your email address and authentication identifiers
• Profile and onboarding information, such as your name, player role, play frequency, and how you heard about DungeonTome
• Session information, such as recording duration, player count, session title, campaign details, character names, notes, corrections, and public share choices
• Audio recordings and uploaded audio files
• Transcripts, summaries, prompts, generated content, generated images, and related metadata
• Messages you send us for support, feedback, reports, deletion requests, or other communications

Information collected automatically may include:

• Device, app, browser, and operating system details
• IP address, approximate location, language, time zone, and network information
• App usage, website usage, page views, interactions, diagnostics, logs, crash reports, performance information, and security events
• Subscription status, entitlement information, usage limits, remaining allowances, billing platform identifiers, purchase events, and related metadata

We do not intentionally ask you to provide sensitive personal information such as health information, financial account details, government identifiers, precise location, racial or ethnic origin, religious beliefs, political opinions, biometric identifiers used to identify a person, or information about children. However, session recordings and transcripts may accidentally or voluntarily include sensitive information because tabletop sessions are open-ended conversations. Please avoid including sensitive information unless everyone involved understands and agrees to the processing described in this policy.

How we use information

We use personal information to:

• Create, authenticate, secure, and maintain accounts
• Let you record, upload, transcribe, summarise, view, edit, store, and share sessions
• Generate AI summaries, recaps, quests, loot, locations, images, and related session material
• Manage subscriptions, purchases, usage allowances, entitlements, refunds, and billing support
• Provide customer support, respond to reports, and handle account deletion or privacy requests
• Monitor, debug, protect, and improve DungeonTome
• Detect, prevent, investigate, and respond to fraud, abuse, security incidents, unlawful activity, and violations of our terms or policies
• Analyse usage, performance, reliability, conversion, and product effectiveness
• Communicate with you about service updates, support issues, legal notices, product changes, and, where permitted, marketing
• Comply with legal obligations and enforce our legal rights

Legal bases for processing

Where UK, EU, or similar data protection laws apply, we rely on one or more legal bases depending on the context:

• Contract: to provide DungeonTome and perform our agreement with you
• Legitimate interests: to operate, secure, improve, analyse, and protect DungeonTome, provided those interests are not overridden by your rights
• Consent: where we ask for consent or where consent is required by law, including for some communications or recording contexts
• Legal obligation: to comply with laws, regulatory requests, tax, accounting, consumer protection, and other legal duties
• Legal claims: to establish, exercise, or defend legal claims

You are responsible for obtaining any participant consent or other legal basis required for recording and uploading other people's voices or personal information.

Audio recordings and transcripts

Audio recordings are processed so DungeonTome can create transcripts and summaries.

After a recording has been accepted for processing, we aim to delete the uploaded audio file from our own servers because we no longer need it for the ordinary service flow. If audio processing fails or needs investigation, some audio may be kept for debugging, support, abuse prevention, reliability, or legal reasons.

We use a third-party audio transcription platform to process audio. That platform has its own audio processing and retention policies. At the time this policy was written, that platform says it generally deletes submitted audio about 48 hours after processing.

Transcripts are different from uploaded audio. Transcripts may be stored by our third-party transcription platform and are not automatically deleted by that platform as part of the normal DungeonTome flow. Users currently cannot directly delete those third-party transcripts through DungeonTome. Third-party transcripts may remain stored even after you delete your DungeonTome account.

We may store transcript-derived summaries, generated content, session metadata, raw AI output, diagnostics, and related records in our own systems and with service providers as described in this policy.

AI processing

DungeonTome uses automated transcription, summarisation, and generation tools. To provide those features, we may send audio, transcripts, prompts, campaign details, summaries, generated content, and related metadata to providers that help us transcribe, summarise, generate, host, store, monitor, and deliver DungeonTome.

AI systems can produce incomplete, inaccurate, inconsistent, or unexpected output. We may process inputs and outputs to provide the service, debug failures, improve reliability, enforce our policies, and protect users and DungeonTome.

We do not sell your session content for advertising. We also do not sell your audio, transcripts, or summaries to third parties for them to train advertising profiles. Third-party AI, transcription, hosting, and infrastructure providers may have their own processing rules, retention policies, and technical limitations.

Sharing and public links

Some DungeonTome summaries can be shared using a public link. Anyone with the link may be able to view the shared summary.

You are responsible for checking a summary before sharing it and for removing anything private, sensitive, unlawful, harmful, or not yours to publish. If you share a summary publicly, information in that summary may be copied, saved, indexed, or re-shared by people or services outside our control.

When we share information

We may share personal information with:

• Cloud hosting, infrastructure, database, storage, and security providers
• Authentication and account management providers
• Audio transcription, AI summarisation, AI generation, and media processing providers
• Payment, subscription, app store, entitlement, and billing support providers
• Analytics, diagnostics, logging, error monitoring, and product performance providers
• Email, communication, support, feedback, and notification providers
• Professional advisers, insurers, auditors, legal advisers, and compliance providers
• Law enforcement, regulators, courts, government authorities, or other parties where required by law or reasonably necessary to protect rights, safety, security, users, or DungeonTome
• A buyer, investor, successor, or adviser in connection with a merger, acquisition, financing, restructuring, sale of assets, insolvency, or similar business transaction

We require service providers to process personal information only for appropriate purposes and with suitable safeguards where required by law.

Advertising and sale of personal information

We do not sell personal information.

We do not share personal information for cross-context behavioural advertising or targeted advertising as those terms are used in some privacy laws.

We may still use analytics, attribution, app store, subscription, and diagnostics tools to understand how DungeonTome is found, used, purchased, and improved. Those tools are used to operate and improve DungeonTome, not to sell your personal information or serve third-party behavioural ads.

Cookies and similar technologies

DungeonTome's website and related services may use cookies, local storage, software development kits, device identifiers, and similar technologies to keep you signed in, remember preferences, secure the service, measure usage, understand performance, and improve the product.

You can control some cookies and similar technologies through your browser, device, app platform, or operating system settings. Blocking some technologies may affect how DungeonTome works.

Retention

We keep personal information for as long as reasonably necessary for the purposes described in this policy, including to provide DungeonTome, maintain your account, process sessions, comply with legal obligations, resolve disputes, enforce agreements, protect the service, and keep business records.

Different types of information have different retention periods:

• Uploaded audio is normally deleted from our servers after processing, except where kept for debugging, support, reliability, abuse prevention, security, or legal reasons
• Third-party transcription audio may be retained under the transcription provider's own policy, which at the time of writing says audio is generally deleted about 48 hours after processing
• Third-party transcripts are not automatically deleted through the normal DungeonTome flow and may remain stored after account deletion
• Session summaries, generated content, metadata, account information, subscription information, support messages, diagnostics, logs, and analytics records may be retained while your account is active and for a reasonable period afterwards
• Records needed for tax, accounting, legal, security, fraud prevention, dispute resolution, or compliance purposes may be kept longer

When we no longer need information, we will delete it, de-identify it, aggregate it, or isolate it from active use where reasonably practical.

Account deletion

You may request deletion of your DungeonTome account by contacting us at [email protected] or by using any account deletion flow available in the app.

Deleting your account may delete or disconnect account records, profile information, sessions, summaries, and related data stored in DungeonTome systems, subject to technical limits, legal requirements, and legitimate retention needs.

Account deletion does not guarantee deletion of every copy of information. For example:

• Third-party transcripts may remain stored by our transcription platform and may not be deletable by you through DungeonTome
• Information may remain in backups, logs, diagnostics, security records, support records, billing records, and legal records for a limited or legally required period
• Public summaries or information you shared may have been copied or saved by others
• Information about other people in your recordings may be difficult to identify or separate from the rest of a session

We will handle deletion requests in accordance with applicable law.

Security

We use reasonable technical, organisational, and administrative measures designed to protect personal information. These may include access controls, authentication, encryption in transit, private storage, logging, monitoring, and vendor safeguards.

No online service is completely secure. You are responsible for keeping your account credentials safe and for using DungeonTome in a way that respects the privacy and security of your table.

International transfers

DungeonTome is operated from the United Kingdom and may use service providers in the United Kingdom, United States, European Economic Area, Canada, Australia, New Zealand, and other countries.

Your personal information may be transferred to, stored in, or accessed from countries with privacy laws that differ from the laws where you live. Where required, we use appropriate safeguards for international transfers, such as contractual protections, data processing terms, transfer risk assessments, or other lawful transfer mechanisms.

Your privacy rights

Depending on where you live, you may have rights to:

• Access personal information we hold about you
• Correct inaccurate or incomplete personal information
• Delete personal information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Request a portable copy of certain personal information
• Opt out of sale, sharing, targeted advertising, or certain profiling where those rights apply
• Limit the use or disclosure of sensitive personal information where that right applies
• Complain to a data protection authority or privacy regulator

These rights may be limited by law, by the rights of other people, by security needs, by technical constraints, or by our need to keep certain records.

To make a request, contact [email protected]. We may need to verify your identity before responding. If your request relates to a recording made by another DungeonTome user, we may ask you for enough information to identify the relevant account, session, or content, and we may need to involve the user who uploaded the recording.

If you are in the United Kingdom, you may have the right to complain to the Information Commissioner's Office. If you are in the European Economic Area, you may have the right to complain to your local data protection authority. If you are elsewhere, you may have privacy rights or complaint options under your local law.

California privacy notice

If California privacy law applies to you and to DungeonTome, this section provides additional information.

We may collect the following categories of personal information:

• Identifiers, such as email address, account ID, device identifiers, IP address, and subscription identifiers
• Customer records, such as account, support, subscription, and purchase-related records
• Commercial information, such as purchases, subscriptions, entitlements, usage allowances, and transaction metadata
• Internet or electronic network activity, such as app usage, website usage, diagnostics, logs, and interactions
• Approximate geolocation, such as location inferred from IP address
• Audio and similar information, such as uploaded session recordings and voice content
• Inferences, such as product usage patterns, preferences, and analytics derived from your activity
• Sensitive personal information, only to the extent it appears in account credentials, session content, audio, transcripts, support messages, or other information you or recorded participants choose to provide

We use these categories for the purposes described in this policy. We disclose them to the categories of service providers and other recipients described in this policy.

We do not sell personal information. We do not share personal information for cross-context behavioural advertising. We do not knowingly sell or share the personal information of anyone under 18.

California residents may have rights to know, access, correct, delete, opt out, limit certain uses of sensitive personal information, and not be discriminated against for exercising privacy rights. To exercise a right, contact [email protected].

Marketing communications

If we send marketing emails, you can unsubscribe using the link in the email or by contacting us. We may still send service, transactional, legal, security, account, and support messages where permitted by law.

Changes to this policy

We may update this Privacy Policy from time to time. If we make a material change, we will take reasonable steps to let you know, such as by updating this page, showing a notice, or contacting you through the service.

The date and version table above show when this Privacy Policy was last updated. Your continued use of DungeonTome after an update takes effect means you accept the updated policy to the fullest extent allowed by law.

Contact

If you have questions, concerns, or requests about privacy, contact us at [email protected].