Privacy Policy

1. Information we handle

• Account and sign-in information: email address, display name, internal account identifiers, password hash, verification status, session and recovery records. For passkeys, we store the public credential, identifiers, a name you choose and technical authentication metadata. We do not receive your fingerprint, face scan, device PIN or passkey private key.
• Studio and collaboration information: studio names, memberships, roles, permissions, invitations, the people who issue or accept them, and records of relevant changes. An inviter supplies an invitee’s email address and initial permissions before that person joins.
• Project material and activity: source files, uploaded images and audio, filenames and metadata, Lab settings, revisions, comments, review activity, collaborator presence, validation results and import/export history. Files and free-text fields can contain personal data if you include it. Preview sessions and simulated rounds produce operational records; simulated credits are not a payment account.
• Billing information: customer, order and subscription references, editor quantities, currency, amounts, renewal dates, payment status, and records used to verify billing changes. Authenticated billing-provider notifications are retained as evidence and can include customer contact, billing or tax details. Card entry takes place with the checkout provider; ReelGrove does not collect full card numbers or card security codes in its own forms.
• Optional public-site analytics: with your consent, Google Analytics receives a pseudonymous browser identifier, public page views, browser and device information and interaction data. Network requests also expose your IP address to Google. We exclude account, sign-in, billing and private Lab pages, and remove query strings and fragments from the page URL supplied to Analytics.
• Technical and support information: network and browser request information needed to serve the app, security and error records, request times, account or project references, and messages or attachments you send to support. Scoped API keys have a name, permissions, expiry and usage metadata; stored key verification uses a hash.

Information comes from you, your browser or connected client, authorized studio members and our billing provider. Only supply information needed for your work. Use synthetic or anonymized data for math tests; do not upload real player identities, payment credentials or sensitive personal records.

2. Purposes and legal bases

Optional public-site analytics helps us understand visits and improve the site. Its legal basis is your consent (GDPR Article 6(1)(a)). You can withdraw it through Cookie settings in any public-page footer; withdrawal does not affect processing that occurred before it.

Under the EU General Data Protection Regulation (GDPR), we use:

• Contract necessity, Article 6(1)(b), to create and administer an account or subscription you contract for, deliver requested project tools and exports, and respond to requests about that service.
• Legitimate interests, Article 6(1)(f), to administer your employer’s or studio’s account, invite collaborators, enforce permissions, prevent abuse, investigate errors and resolve disputes. Our interests are providing the studio’s requested service, protecting people’s work and keeping accounts and billing reliable. We consider the impact on individuals and limit processing to what those purposes require.
• Legal obligations, Article 6(1)(c), for applicable accounting, tax and regulatory records and for responding to valid legal and data-protection requests.
• Consent, Article 6(1)(a), where we separately ask for it for an optional purpose. Accepting our Terms does not give consent to advertising or unrelated processing.

Email, sign-in information and the studio information requested during setup are needed to provide an account. Subscription information is needed for paid access. Without the relevant information, we cannot provide those features. Optional uploads and support attachments are your choice.

ReelGrove does not sell personal data, use customer project content to train AI models, or run advertising profiles. Permissions, subscription checks and rate limits operate automatically; you can ask support to review an access or billing restriction. We do not use profiling to make decisions about people with legal or similarly significant effects.

3. Teams and other recipients

Google Analytics. If you accept analytics, Google processes public-site usage data for us. See how Google uses information from partner sites and Google’s data-processing terms. Processing may take place outside the EEA; those terms describe applicable transfer safeguards.

Your studio. Authorized members can see project material and collaboration activity within their permissions. Members with team-view access can see member names, email addresses and roles. Owners control access and subscriptions. Removing a membership ends that access but does not erase work already contributed to the studio or copies previously exported.

People operating the service. Authorized personnel may access relevant data to maintain the service, investigate problems and handle support, subject to confidentiality and access restrictions. Infrastructure, transactional email and support providers may process the data needed for those services on our behalf. Professional advisers and authorities may receive information where necessary for legal obligations or claims. Contact us for the providers relevant to your account.

Stripe payments. We use Stripe for checkout, recurring payments, invoices and payment-method management. We share account email, studio and billing references, subscription details and payment-status information to manage your subscription. Stripe collects your billing address and any business name or tax ID you provide during checkout to prepare invoices and calculate applicable taxes. Payment details entered in Stripe’s checkout are handled by Stripe. Depending on the activity, Stripe processes personal data on our behalf or as an independent controller, including for fraud prevention and its legal obligations. See Stripe’s Privacy Policy and data-processing terms.

Math research sources. Public game research obtains catalogue and activity data from Engine and StakeCruncher. Catalogue game-name searches are sent to Engine from our server, so keep private information out of those searches. Tracker thumbnails load directly from StakeCruncher, which receives the browser’s IP address, requested image identifier and ordinary image-request information when those images load. The image requests suppress the page referrer. These lookups do not send your private game source, Lab assets or account credentials to those sources.

Clients and agents you connect. An MCP client can receive and change project data within its key’s scopes and your current permissions. If that client sends information to an AI service, that service’s terms and privacy practices apply to its processing. You choose the client and which access to grant; review its settings before connecting it. Revoking a key stops later calls but cannot recall copies the client already received.

Links to external sites take you to services with their own privacy practices. We do not share private studio projects publicly merely because they were created in ReelGrove.

4. International transfers

ReelGrove is operated from Poland. Providers and clients you use may process information outside the European Economic Area, including in the United States. Stripe describes its international processing and applicable transfer safeguards in its Privacy Policy and data-processing terms.

For transfers we arrange that are subject to GDPR transfer rules, we require an applicable adequacy decision or appropriate safeguards, such as the European Commission’s standard contractual clauses with any necessary additional measures. Ask support@reelgrove.net for the recipients, countries and safeguards relevant to your data or a copy of those safeguards. We do not promise that all information remains in the EU.

5. Cookies and browser storage

The ReelGrove site and account app use storage for sign-in, security, appearance and continuity of requested work. On public pages, optional Google Analytics runs only after you accept analytics cookies. Rejecting analytics does not affect access to the site or your studio. We do not enable advertising features.

• Cookie choice: reelgrove-cookie-consent stores your analytics choice in local storage for 180 days, after which we ask again.
• Optional analytics cookies: _ga and _ga_Z3PV8VN4MX identify browser visits after acceptance. We limit their lifetime to 180 days. Rejecting or withdrawing consent stops analytics and removes these cookies from this site.
• Account session: the __Host-studio_session cookie keeps you signed in for up to 24 hours. Signing out removes it and revokes that session.
• Passkey security: the __Host-studio_passkey cookie links the browser to a sign-in ceremony; it lasts up to five minutes.
• Appearance and editor preferences: local storage remembers choices such as light, dark or system theme and editor settings. These can remain until replaced or you clear site data.
• Work recovery: browser storage can retain selected studio/project identifiers and references used to recover pending billing, import or export operations. Some values are tab-scoped; others survive reopening the browser. Clearing them does not cancel an operation already received by the server.

Previews run on separate origins and may keep game settings in their own browser storage. Account cookies are not shared with those origins. External checkout pages have their own storage policies. You can clear site data in your browser; blocking essential cookies or storage can prevent sign-in or interrupt work recovery.

6. Retention and deletion

Retention depends on what a record is needed for. We use the following criteria rather than applying one deletion date to every kind of data:

• Accounts and studio work: retained to provide the account and studio’s projects, including saved revisions and collaboration history. Subscription cancellation disables paid editing when entitlement ends; it does not close the account or erase the studio. Resetting a project preserves earlier revisions.
• Temporary access: sessions, recovery links, verification links and preview grants have limited validity. Expiry ends their authority; it is not a guarantee that every associated security or audit record is erased at that moment.
• Operational records: retained for the life of the operation and as needed to investigate failures, prevent duplicate billing or file operations, and establish what happened. Removing a downloadable archive does not necessarily remove its operation history.
• Billing, support and security evidence: retained while resolving the relevant issue and, where necessary, for applicable accounting or tax retention periods or the limitation period for a relevant claim. If proceedings or a legal preservation duty apply, the relevant records remain restricted until that need ends.

Account and studio closure and personal-data deletion currently require support assistance. Send a request identifying the account or studio concerned. We verify identity and authority, assess what can be deleted or anonymized, and explain any information that must remain and why. A request concerning your personal data does not require you to own the studio.

We limit retained information to the continuing purpose and delete or anonymize it when that purpose ends. Export work you need before requesting studio closure. Any retained recovery copy remains subject to the same purpose restrictions; closure is not a promise of immediate erasure from every copy. The response deadlines below apply to privacy requests.

7. Your rights

Depending on the legal basis and circumstances, you can request access and a copy, correction, erasure, restriction, and a portable copy of data you supplied where processing is automated and based on consent or contract. You can object to processing based on legitimate interests for reasons relating to your situation. If we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing.

Email support@reelgrove.net or write to our registered address. We may request proportionate information to verify your identity. Do not send passwords or full identity documents unless we specifically establish a secure and necessary verification method. We respond without undue delay and normally within one month. Where GDPR permits an extension for complexity or number of requests, we explain the reason within that first month; the extension is no more than two additional months.

For data a studio controls in its project files, contact that studio as well; we will assist with the request in our applicable role. You may complain to the President of Poland’s Personal Data Protection Office (UODO), or to the supervisory authority where you live, work or believe an infringement occurred. You do not have to contact us first.

8. Security and children

We use measures including password hashing, passkey public-key authentication, scoped permissions, restricted project access and separate preview origins. No service can guarantee complete security. Keep account credentials and project keys private, grant only the access needed and tell support promptly about suspected unauthorized access.

ReelGrove is a professional development service intended for adults aged 18 or over. We do not knowingly provide accounts to children. Contact us if you believe a child has supplied personal data so we can investigate and take appropriate action.

9. Policy changes

We update this policy when our processing changes and show the effective date above. We will draw material changes to account holders’ attention through the app or email before the new processing begins and obtain consent where required. Contact support for an earlier version or clarification.