Effective date: [launch date]
This Privacy Policy explains how Potluck Trivia, a service owned by Phipps Holdings LLC, a New Jersey limited liability company ("Potluck Trivia," "we," "us" or "our"), collects, uses and shares information when you use the Potluck Trivia website, invite links and game screens (together, the "Service").
1. The short version
- Hosts sign in with Google. We receive their name and email address. We never get access to your Gmail.
- Guests don't need an account. A host gives us a guest's name and email so we can send them an invite link.
- We use what you add to run your game. Your questions stay in your game. We do not sell your personal information or use it for advertising.
- Hosts can delete their games, invites and account at any time.
2. Information we collect
From Google when a host signs in: name, email address, profile picture, and a Google account identifier. We do not request access to your email, contacts, calendar or files.
From hosts about their guests: the names and email addresses of the people they invite. We use these only to send that game's invites and reminders the host asks for, and to show the host who has brought a question.
Content you add: game names, dates and notes; questions, answers and backstories; team names; and the display name a player picks when joining a game.
Game play: which answers players chose, how long they took, scores and results.
Question helper conversations: what you type into the question helper and what it suggests, kept so we can run the helper, enforce its limits and prevent abuse.
Technical information: basic logs such as IP address, browser type, pages visited, times and error reports, used to run and secure the Service. A player's phone keeps a small cookie so it can rejoin the same game if the connection drops.
Cookies: we use cookies and similar storage that are necessary for sign-in, rejoining a game and security. We do not use advertising or cross-site tracking cookies.
Messages to help@potlucktrivia.com: we use your message and email address only to respond to you.
3. How we use information
We use information to:
- provide the Service: send invites, collect questions, run games, keep score and show results;
- show each question's author and backstory to the people in that game;
- run the beta: review host sign-ups and send account emails such as your approval notice;
- keep the Service secure, prevent abuse (including misuse of the question helper), and fix problems;
- develop and improve the Service, using play statistics that do not identify you; and
- comply with the law.
4. Automated processing and AI
The question helper uses artificial intelligence models provided by Anthropic and Microsoft (Azure AI Foundry). When you use it, we send what you typed and basic details about the game (its name, theme and the host's note). We never send guests' email addresses. These providers process this content on our behalf under commercial terms that do not allow them to use your content to train their models. Suggestions can be wrong, so please review them before saving.
5. How we share information
We do not sell your personal information, and we do not share it for targeted advertising. We share information only:
- With the people in your game. Questions, backstories, the name of who brought each question, players' display names, teams and scores are shown to the host and the people playing.
- With service providers that host and operate the Service for us. Current providers include Microsoft Azure (hosting, database and outbound email), Anthropic and Microsoft (Azure AI Foundry) (AI processing) and Google (sign-in). They may use information only to provide services to us.
- As de-identified or combined information that cannot reasonably identify you.
- For legal reasons, when required by law or legal process, or to protect the rights, safety and security of users, the public or us.
- In a business transfer, such as a merger, sale or reorganization, subject to this policy.
6. How long we keep information
We keep games and their questions and results while the host's account is active, so hosts can look back and replay. When a host deletes a game, we delete its invites, questions and results from our active systems within 30 days. When a host deletes their account, we delete their games and personal data from active systems within 30 days, and from backups within 90 days, unless we must keep something longer to comply with the law. A guest can ask the host, or email us, to remove their name, email or questions.
7. Security
We use reasonable technical and organizational measures to protect your information, including encryption in transit, access controls, invite links that can't be guessed, and limited staff access. No system is perfectly secure, so we cannot guarantee absolute security.
8. Your choices and rights
- Access, correct or export: hosts can view and edit their games in the app, or ask us for a copy.
- Delete: hosts can delete games, invites and their account. Guests can delete their own questions from their invite link before the game is locked, or ask the host or us.
- Emails: guests receive invite emails only when a host sends them. Each email lets you tell us not to email you again.
Depending on where you live, you may have additional rights under state privacy laws, such as the right to know, correct or delete personal information, and to appeal a decision about your request. To make a request, email help@potlucktrivia.com. We will verify your request and respond within the time required by law. We will not discriminate against you for using your rights.
9. Children
Host accounts are for adults 18 and older. Families may play together, and guests and players do not need accounts. We do not knowingly collect personal information from children under 13 beyond the display name a player types to join a game. Hosts should not give us a child's email address. If you believe a child has given us personal information, contact us and we will delete it.
10. Where we process information
We are based in the United States and process information in the United States.
11. Changes to this policy
We may update this policy. If we make a material change, we will notify hosts by email or in the Service before it takes effect.
12. Contact
Questions about this policy or your information? Email help@potlucktrivia.com.