Privacy Policy

1. What we collect

• Account details: your username, your email address, a one-way hash of your password (never the password itself), your role in each guild, and when your login was created. Each email address can belong to one account, and new logins confirm theirs by clicking a link we send.
• Guild information: what you and your guild's officers enter: the roster (character names, classes, roles, realms, notes), raids, sign-ups and attendance, DKP and loot records, news posts, wishlists, uploaded addon files, video links and settings.
• Guild contact details: the contact email a guild leader gives when registering a guild.
• Connected services: if you link them, your Battle.net account ID, BattleTag and characters (see below), and your Discord user ID and name.
• Audit records: who changed what in a guild or the portal, when, the values before and after, and the reason given. This keeps guild records trustworthy.
• Subscription records: a guild's plan, plan changes, prices at the time and suspensions. Payment details are handled by our payment provider, not us.
• Free trial history: to give each guild and each person one free trial, we keep scrambled keys (keyed one-way hashes) made from the email addresses of a guild's admins and from the guild's name, with the plan and date. We can't turn a key back into an address or name; we can only tell when the same one comes up again.
• Abuse protection: when a sign-up is blocked or flagged (for example too many new accounts from one network, or a throwaway email service), we note what happened with a scrambled key of the network address, not the address itself.
• Technical data: like most websites, our servers and our network provider log IP addresses, browser type and the pages requested, for security and to fix problems.

2. Login and authentication data

Passwords are stored only as salted one-way hashes. A session cookie keeps you logged in. If you log in with Battle.net, Blizzard confirms who you are and we never see your Blizzard password. If two-step login is offered and you turn it on, we store the secret your authenticator app uses, your passkeys' public keys (never their private keys) and one-way hashes of your recovery codes. Failed login steps are counted briefly to block guessing.

3. Blizzard (Battle.net) data

If you connect Battle.net, Blizzard shares, with your approval, your Battle.net account ID, BattleTag and the list of World of Warcraft characters on your account (name, realm, class and level). We use this to log you in, link you to your guild's roster, and, if your guild uses character sync, keep the characters you choose up to date. Your guild's officers can see the characters you sync. We also use Blizzard's public game data (such as character pictures and equipment) for characters on a guild's roster. You can disconnect Battle.net from your Account page at any time; you can also remove the Service's access in your Battle.net account settings. We handle Blizzard data in line with Blizzard's developer terms, and we don't sell it.

4. How we use it

• To run the Service: log you in, show your guild's pages, keep its records and run the apps it adds.
• To keep it secure: prevent abuse, investigate problems, and keep audit records.
• To manage guilds and subscriptions, and to contact guild leaders about their guild or plan.
• To improve the Service using overall usage figures (for example, how many guilds use an app).
• To comply with the law.

We don't sell your personal information, don't share it for targeted advertising, and don't use it to train AI models.

5. Who in your guild can see what

Guild members see the roster, raids, standings, loot and news. Officers and admins see more, including attendance tools and the guild's audit log. Wishlists are visible only to their owner and the guild's admins. The portal's own administrators can see guild-level information (such as a guild's name, plan, admins, contact email and member counts) to run the Service, and may access other data when needed for support, security or legal reasons.

6. Cookies and browser storage

• Session cookie (essential): keeps you logged in and protects forms against forgery. It is removed when you log out or it expires.
• Browser storage: remembers small preferences on your device, such as light or dark mode.
• We don't use advertising or analytics cookies.
• In World of Warcraft guilds, item pop-ups load a script from Wowhead, which may set its own cookies under Wowhead's policies.

7. Third-party services

We share information with these providers only as needed to run the features you or your guild use:

• Hosting and network: our server host and Cloudflare, which carry and protect traffic to the Service.
• Blizzard Entertainment (Battle.net login and game data).
• Discord (if your guild uses the Discord app and you link your account).
• Warcraft Logs (if your guild imports logs or shows rankings).
• Patreon or another payment provider (subscriptions and billing).
• GitHub (our private issue tracker): when an officer or admin sends a bug report, its text, the page, the portal version, browser and game may be copied there so we can fix the problem. Names, email addresses, guild names and attached files stay on the Service.
• Webhooks your guild's admins set up, which send guild news or events to addresses they choose.
• Links to Warcraft Recorder, Archon, YouTube, Twitch and other sites open those sites directly under their own policies.

We may also disclose information if the law requires it, to protect the rights and safety of users or the Service, or as part of a sale or reorganisation of our business, in which case this policy would continue to apply.

8. How long we keep it

• Account and guild data: while the login or guild exists.
• Deleted logins: the login is removed but the username stays on past guild records (such as who awarded points) so those records stay accurate, until the login is purged. Purging removes the username too; the records stay without a name.
• Disabled guilds: kept until they are re-enabled or purged. Purging a guild erases its records.
• Audit records are kept for as long as the guild exists, because they explain how its records came to be.
• Subscription history is kept for accounting, including after a guild is removed.
• Free trial history (scrambled keys only) is kept for three years, including after a guild or login is removed, so deleting and re-registering doesn't earn another trial.
• Abuse protection records are kept for 90 days.
• Deleted guilds: a guild removed with "archive and delete" is kept in an archive so it can be restored, until the archive is deleted or the guild is purged for good.
• Server logs are kept for a short time, normally no more than 90 days.
• Backups may hold copies for a limited time after deletion.

9. Your rights

You can see and correct much of your own information on your Account page and your guild's pages. You can also ask us to:

• tell you what personal information we hold about you, and give you a copy;
• correct information that is wrong;
• delete your personal information (see below);
• stop processing it where you have a right to object.

Email [email protected] from an address we can match to your login, or tell us your username and guild. We may need to confirm it's you. We'll reply within 45 days. Depending on where you live (for example, Texas, California or the European Union), the law may give you more rights, including the right to appeal our decision. If we turn down a request, we'll explain why and how to appeal.

10. Deleting your account or guild

• Your login: ask us at [email protected]. We'll delete it, and on request purge it, as described under retention. Your guild's records keep the points and loot history, without your name once purged.
• Leaving a guild: a guild admin can remove you; your login and other guilds aren't affected.
• A whole guild: its leader can ask us to remove it. We can archive and delete it (it can be restored later, and its name is free straight away), or purge it for good, which erases its roster, records, settings and uploaded files. After a purge we keep only billing records (dates, plans and amounts, without the guild's name), the audit log and the scrambled trial history described above.
• Battle.net and Discord: disconnect them from your Account page at any time.

11. Security

We use reasonable measures to protect information, including encrypted connections, hashed passwords, permission checks for every guild role, and audit records. No system is perfectly secure; if we learn of a breach that affects your personal information, we'll notify you as the law requires.

12. Children

The Service isn't for children under 13, and we don't knowingly collect their personal information. If you believe a child under 13 has given us information, contact us and we'll delete it.

13. Changes to this policy

We may update this policy. The version and effective date at the top will change, and you'll be asked to accept the new version the next time you log in.