Privacy Policy

Who we are

House Rules Trivia operates a multi-tenant trivia hosting platform at trivia.playbyhouserules.com. "We," "us," and "our" refer to the operator of that platform. "Customer" means a venue, location, or organization that uses the platform to run trivia events. "Player" means an end user who joins a trivia game on a phone via a join code.

What we collect

From customers (account owners and admins): name, email address, phone number, business address, login metadata (IP, last-login timestamp), and content the customer creates (questions, games, branding settings).

From players (team members): the team name and PIN they choose, an optional email address, an optional phone number, and gameplay records (which questions a team answered, when, and whether the answer was correct). Email and phone are only collected if the player provides them and chooses to receive game-results notifications.

Automatically: standard server logs (IP address, user-agent, request timestamps) for operational, security, and abuse- prevention purposes.

How we use it

• Operate the service — render games, save scores, deliver results emails.
• Communicate with customers — system notifications and product updates.
• Send opted-in player notifications — game results by email, only when the player opts in via alert_pref. We do not send SMS.
• Improve the platform — anonymized aggregate analytics on question difficulty, attempt rates, etc.

What we don't do

• We do not sell personal information.
• We do not share player contact info between customer accounts.
• We do not show targeted advertising.

How long we keep it

While a customer's account is active, we retain all data tied to it.

When a customer cancels, the account enters a 90-day grace period during which it can be reactivated with all data intact. After 90 days, identifying personal data (owner contact info, admin emails, team-member emails and phones, location addresses) is automatically anonymized — replaced with sentinels in the database. Aggregate gameplay records (team nicknames, scores, question statistics) are retained indefinitely so platform-level analytics remain accurate.

Server logs are retained for up to 90 days unless required longer for a specific incident investigation.

Your rights

Depending on where you live, you may have the right to:

• Know what personal information we hold about you.
• Access / port your data — customers can download their full account archive at any time from the account settings page.
• Delete your data — customers can initiate deletion from the account settings page; players can remove their email and phone via the team portal.
• Correct inaccurate information — through the same UIs used to enter it, or by contacting us.
• Opt out of email notifications at any time by setting Alerts to None in the team portal.

To exercise any of these rights, email privacy@trivia.playbyhouserules.com. We respond within the timeframe required by applicable law (45 days under CCPA, 30 days under GDPR).

Security

Passwords are stored using salted hashes. Database connections use TLS where available. We do not take payments and therefore never collect, process or store payment-card data. We are not currently SOC 2 / ISO 27001 certified.

Contact

Privacy questions: privacy@trivia.playbyhouserules.com
General contact: hello@trivia.playbyhouserules.com

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