Privacy Policy

Effective October 18, 2026

This privacy policy ("Policy") informs you of our practices when handling your Personal Information through the Services (both as defined below). In this Policy, "SessionKeeper", "we" or "us" refers to SessionKeeper LLC, a company registered in Illinois with its registered address located at 7627 Lake Street, Suite 206, #1159, River Forest, IL 60305. We are the data controller under the applicable privacy laws, except for information we process on behalf of organizations that use SessionKeeper Studio, as described in section 8.

For the purpose of this Policy, "Personal Information" means any information relating to an identified or identifiable individual. This includes Personal Information you provide or generate when you use: (a) our SessionKeeper apps for iOS and Android and our web app (together, the "App"); (b) SessionKeeper Studio, our web portal for organizations ("Studio"); and (c) https://sessionkeeper.ai, and any other dedicated SessionKeeper websites (the "Website") (collectively, the "Services"). When you use the Services, you accept and understand that we collect, process, use, and store your Personal Information as described in this Policy.

If you do not agree with this Policy, you must not use any of the Services. If you change your mind in the future you must stop using the Services and you may exercise your rights concerning your Personal Information as set out in this Policy.

1. INFORMATION WE COLLECT

We will collect and use the following Personal Information about you:

Information you provide to us

Registration Information: When you create an account on our Services, you will be asked to provide your name, email, a password, and your date of birth. We use your date of birth to confirm that you are old enough to use the Services. You may voluntarily add a profile picture. For paid subscription plans, our payment processing partner or the app store may also collect your name, billing address, and payment information. Payment information is not shared with us and is maintained by our payment processor or the app store.

App Information: When you use the Services, you may provide us with your audio recordings ("Audio Recordings") and any text, images or videos that you upload or provide to us in the context of the Services.

Audio Recordings and Transcriptions: When you use our Services, we collect and process audio recordings of your tabletop role-playing game sessions. We generate transcriptions from these recordings. With your explicit opt-in consent, we may use voiceprint technology for speaker identification in these recordings and transcriptions. Section 6 explains how we handle voiceprints.

Communication Information: When you contact us, you provide us with your phone number, email, and any other information you choose to provide over such communication, including information about your query.

Information you provide us about others

If you choose to collaborate on a campaign with other players or refer us to them, you provide us with the email address and contact information of these individuals.

If you provide an Audio Recording, this may contain the Personal Information of third parties. Before you do so, please make sure you have the necessary permissions from other players or third parties before sharing Personal Information or referring them to us.

Information we automatically collect or is generated about you when you use the Services

Usage Information: When you use the Services, you generate information pertaining to your use, including timestamps, such as access, record, share, edit and delete events, app use information, interactions with our team, and transaction records.

Device Information: We assign a unique user identifier ("UUID") to each mobile device that accesses the Services. When you use our Services, you provide information such as your IP address, UUIDs, device IDs, your device's advertising ID, web beacons and other device information (such as carrier type, whether you access our Service from a desktop or mobile platform, device model, brand, web browser and operating system).

Cookies: We use Cookies and other similar technologies ("Cookies") to enhance your experience when using the Service. For more information about our Cookies policy, see HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES below.

Information received from third parties

Information we receive from third party platforms: When you connect third party platforms, apps or providers to our Services, or when you register through a third party account, we receive Personal Information that includes your username, profile picture, email address, and any information you choose to upload to such third party platforms ("Platform Information").

Information from platforms our Services relies on: We receive transaction information from our payment processor and the app stores.

Advertising and app store partners: We receive information about which ad or link led you to install the App or sign up, for example from Apple, Google Play and Meta.

Other third parties: We may receive additional information about you, such as demographic or interest attributes from third parties such as data or marketing partners and combine it with other information we have about you.

We also collect and use aggregated data such as statistical or demographic data for our purposes. Aggregated data may be derived from your Personal Information but is not Personal Information as this data will not directly or indirectly reveal your identity. We may publish aggregated, de-identified statistics about how tabletop games are played; you can exclude any campaign from these statistics via its Community Insights setting. However, if we combine or connect aggregated data with your Personal Information so that it can directly or indirectly identify you, we will treat the combined data as Personal Information which will be used in accordance with this Policy.

2. HOW WE USE YOUR PERSONAL INFORMATION

We use your Personal Information to:

Set up your account: We use your registration information, device information and information received from third parties (such as your username, email address) in order to set up an account for you to use our Services. We do so in accordance with our contractual and precontractual obligations to you in order to provide you with an account to use the Services.

Provide you with the Services: We use your audio recordings, usage information and platform information in order to provide you with the Services. In addition, we use your communication information to facilitate support (e.g. retrieval of a forgotten password). We do so in accordance with our contractual obligations to you in order to provide you with the Services.

Improve and monitor the Services: We use information we automatically collect or generate about you when you use the Services, as well as information about your device such as device manufacturer, model and operating system, and the amount of free space on your device, to analyze the use of and improve our Services. To check the quality of transcripts and generated content, we keep and review a small sample of what is sent to and returned by our AI features. We do not train AI models on your recordings, transcriptions, or campaign content. SessionKeeper's AI features are powered by third-party model providers under terms that do not permit them to train on your data. If our practices ever change, we will update this policy and notify you before any training occurs.

Generate and update campaign-specific knowledge bases: We use transcriptions and audio data to automatically create and maintain detailed knowledge bases for each of your game campaigns.

Communicate with you: If you contact us, we will use your contact information to communicate with you and, if applicable, your usage information to support your use of the Services.

Send you newsletters about product news or updates that may be of interest to you: We will send you emails with news or updates pertaining to our Services. When doing so, we process your email address, name and may process your usage information. Your consent can be withdrawn at any time by following the unsubscribe mechanism at the bottom of each communication.

Measure and improve our advertising: We use information about how you found us and what you do in the Services, such as signing up or starting a subscription, to measure how well our ads work and to show our ads to people who may be interested in them.

Prevent fraud, defend SessionKeeper against legal claims or disputes, enforce our terms and to comply with our legal obligations: It is in our legitimate interest to protect our interests by (1) monitoring the use of the Services to detect fraud or any other user behavior which prejudices the integrity of our Services, (2) taking steps to remedy aforementioned fraud and behavior, (3) defending ourselves against legal claims or disputes, and (4) enforcing our terms and policies. When doing so, we will process the Personal Information relevant in such a case, including information you provide us, information we automatically collect about you, and information which is provided to us by third parties.

3. HOW WE USE COOKIES AND SIMILAR TECHNOLOGIES

We and our third party partners use Cookies, pixel tags, and similar technologies to collect information about your browsing activities and to distinguish you from other users of our Services in order to aid your experience and measure and improve our advertising effectiveness.

Cookies are small files of letters and numbers that we store on your browser or on your device. They contain information that is transferred to your device.

We use Cookies to collect information about your browsing activities and to distinguish you from other users of our Services in order to aid your experience.

We use the following types of Cookies and similar technologies:

Strictly necessary Cookies: Some Cookies are strictly necessary to make our Services available to you; for example, to provide login functionality, user authentication and security. We cannot provide you with the Services without this type of Cookie.

Functional Cookies: These are used to recognize you when you return to our Website. This enables us to personalize our content for you and remember your preferences (for example, your choice of language).

Analytical, performance, or advertising Cookies: We also use Cookies and similar technologies for analytics purposes in order to operate, maintain, and improve our Services and measure and improve our advertising effectiveness. We use Amplitude, a third party analytics provider, to help us understand how users engage with us. On our Website, Amplitude can also record how you interact with a page, such as clicks and scrolling, so we can see which parts of a page are hard to use. We also use advertising tools from Meta (Facebook) and OpenAI to measure our ads and to deliver ads to you on other sites. On the Website and the web app these tools use Cookies and pixel tags. In the mobile apps, we use Meta's software for the same purpose. This information is used to compile reports and to help us improve our Service and Website.

You can block Cookies by setting your internet browser to block some or all of the Cookies. However, if you use your browser settings to block all Cookies (including strictly necessary Cookies) you may not be able to use our Services. On our Website, you can turn analytics and advertising Cookies on or off at any time with the "Cookie settings" link at the bottom of each page. If you visit from the European Economic Area or the United Kingdom, we ask for your permission before setting them. On a mobile device, you can limit ad tracking in your device settings.

4. WITH WHOM WE SHARE YOUR PERSONAL INFORMATION

Third party services are not owned or controlled by SessionKeeper and third parties may have their own policies and practices for collection, use and sharing of information. Please refer to third party privacy and security policies for more information before using such services. Third parties include vendors and service providers we rely on for the provision of the Services. Our current service providers are listed on our Subprocessors page at https://www.sessionkeeper.ai/subprocessors. We share your Personal Information with selected third parties, including:

Other users who see your Personal Information (such as your username and email) and any other information you choose to share with them through the Services.

Campaign participants: We may share certain information, including transcriptions and knowledge base content, with other participants in your specific game campaigns, as necessary for the functioning of the Service.

Cloud service providers who we rely on for compute and data storage, including Firebase and Google Cloud services, and Backblaze for off-site backup copies.

Recording and transcription providers: LiveKit, which captures live session audio, and AssemblyAI, which turns recordings into transcripts.

Artificial intelligence service providers that provide backend support for certain SessionKeeper product features, including Google (Gemini), OpenAI, Anthropic, xAI (podcast-style audio recaps), Cohere (the campaign memory feature), and TypeSafe AI (classification). These providers process your content only to return results to us, under terms that do not permit them to train on your data.

Communication and support providers: OneSignal for push notifications, Customer.io for email, and Intercom for support chat.

3D miniature provider: Meshy, which receives character images when you order a 3D miniature.

Platform support providers who help us manage and monitor the Services.

Analytics providers: Amplitude, which receives usage and device information and your account identifiers to help us understand our user base.

Advertising Partners: We work with Meta (Facebook) and OpenAI to measure our ads and show you ads that we think may interest you. We share limited information with them for this purpose. This can include a scrambled (hashed) version of your email address, name, date of birth and account ID, your device's advertising ID, your IP address, and events such as signing up or starting a subscription. We do not share your recordings, transcriptions or campaign content with advertising partners.

Providers of integrated third-party programs, apps or platforms. When you connect third party platforms to our Services, you authorize us to share designated information and data created and/or uploaded by you to our servers with these third-party programs on your behalf.

Payment processors and app stores: Stripe, RevenueCat, Apple and Google. These payment processors are responsible for the processing of your Personal Information, and may use your Personal Information for their own purposes in accordance with their privacy policies.

Law enforcement agencies, public authorities or other judicial bodies and organizations. We disclose Personal Information if we are legally required to do so, or if we have a good faith belief that such use is reasonably necessary to comply with a legal obligation, process or request; enforce our terms of service and other agreements, policies, and standards, including investigation of any potential violation thereof; detect, prevent or otherwise address security, fraud or technical issues; or protect the rights, property or safety of us, our users, a third party or the public as required or permitted by law (including exchanging information with other companies and organizations for the purposes of fraud protection).

Change of corporate ownership: If we are involved in a merger, acquisition, bankruptcy, reorganization, partnership, asset sale or other transaction, we may disclose your Personal Information as part of that transaction.

We do not sell your Personal Information.

5. HOW LONG WE STORE YOUR INFORMATION

SessionKeeper stores all Personal Information for as long as necessary to fulfill the purposes set out in this Policy, or for as long as we are required to do so by law or in order to comply with a regulatory obligation. In particular:

  • Account information is kept until you delete your account or ask us to delete your data.
  • Recordings, transcriptions and generated content are kept until you delete the session or campaign, or ask us to delete your data. The raw pieces of an upload are deleted about 45 days after a session is processed. After that, we keep only the processed recording.
  • Voiceprints are kept only as described in section 6.
  • Backup copies are kept for a limited time so we can recover from failures. When you ask us to delete your data, copies in our backups are deleted as those backups expire. Until then, we keep them secure and use them only to recover from a failure.
  • Billing records are kept as long as tax and accounting laws require.
  • Security logs are kept for set periods, so we can investigate problems and protect the Services.

Some of our service providers keep copies for a short time under their own terms. For example, some AI providers keep requests for up to 30 days to monitor for abuse.

When deleting Personal Information, we will take measures to render such Personal Information irrecoverable or irreproducible, and the electronic files which contain Personal Information will be permanently deleted.

6. VOICEPRINTS

Speaker identification is optional. If you turn it on, we create a voiceprint from your voice. A voiceprint is a set of measurements of a person's voice that lets the Service recognize who is speaking in a recording. Illinois law, and the laws of some other states, treat voiceprints as biometric information. This section is our public policy for voiceprints, including how long we keep them and when we destroy them.

Consent. We create a voiceprint only after you agree to it in the App. We do not create voiceprints for people who have not agreed. We do not create voiceprints for Studio organizations.

Purpose. We use your voiceprint only to recognize your voice, so that recordings and transcriptions of your campaign show who is speaking. We do not use it for any other purpose.

Storage and protection. Your voiceprint is stored in the United States with our cloud provider, Google (Firebase). We protect voiceprints at least as carefully as the other confidential information we hold.

No sale or other disclosure. We do not sell, lease or trade voiceprints, and we do not otherwise profit from them. We do not disclose your voiceprint to anyone, except the cloud provider that stores it for us, or when the law requires us to.

Retention and destruction. We permanently delete your voiceprint within 30 days after the first of these events:

  • the campaign the voiceprint belongs to is deleted;
  • you withdraw your consent;
  • you ask us to delete your data; or
  • three years pass since your last interaction with SessionKeeper.

Copies in our backups are deleted as those backups expire. Until then, we keep them secure and use them only to recover from a failure.

Withdrawing consent. You can withdraw your consent at any time by emailing support@sessionkeeper.ai from the email address on your account. Withdrawing consent turns off speaker identification for you. It does not affect the rest of your account.

7. YOUR RIGHTS

In certain circumstances you have the following rights in relation to your Personal Information that we hold.

Access. You have the right to access the Personal Information we hold about you, and to receive an explanation of how we use it and who we share it with.

Correction. You have the right to correct any Personal Information we hold about you that is inaccurate or incomplete.

Erasure. You have the right to request for your Personal Information to be erased or deleted.

Object to processing. You have the right to object to our processing of your Personal Information where we are relying on a legitimate interest or if we are processing your Personal Information for direct marketing purposes.

Restrict processing. You have a right in certain circumstances to stop us from processing your Personal Information other than for storage purposes.

Portability. You have the right to receive, in a structured, commonly used and machine-readable format, Personal Information that you have provided to us if we process it on the basis of our contract with you, or with your consent, or to request that we transfer such Personal Information to a third party.

Withdraw consent. You have the right to withdraw any consent you previously applied to us. We will apply your preferences going forward, and this will not affect the lawfulness of processing before your consent was given.

How to make a request. To exercise your rights, please email support@sessionkeeper.ai from the email address on your account. We confirm that a request comes from the account holder through that email address. Prior to any response to the exercise of such rights, we will require you to verify your identity in this way. In addition, we may require additional information (for example, why you believe the information we hold about you is inaccurate or incomplete) and may have valid legal reasons to refuse your request. We will inform you if that is the case.

We respond to requests within 30 days. If we need more time and the law allows it, we will tell you why.

When you ask us to delete your data, we delete your account and the campaigns and sessions you own within 30 days. Some copies in our backups and internal records take longer to remove. We keep them secure, use them only to recover from failures or to meet legal duties, and delete them as they expire. A recording can contain the voices of several people. Removing one person's voice from a recording means deleting that session, and we will explain your options if this applies to you.

You can also do many things yourself in the App. You can edit your content, delete sessions and campaigns, turn off Community Insights for a campaign, and unsubscribe from our emails.

California and other US states. If you are a California resident, California law affords you certain rights regarding our collection and use of your personal information. To learn more about your California privacy rights, please visit our Privacy Notice for California Residents at https://www.sessionkeeper.ai/california-privacy-policy. If you live in another US state with a consumer privacy law, you may have the rights listed above, including the right to know what Personal Information we collect and how we use and disclose it. You also have the right not to be treated differently for using your rights. You may use an authorized agent to make a request for you. We will ask for written permission signed by you, and we may ask you to confirm your identity with us directly. We do not sell your Personal Information. We do use advertising partners, as described in sections 3 and 4. Some state laws call this "targeted advertising." You can limit it with the "Cookie settings" link on our Website and with the ad tracking settings on your mobile device.

8. SESSIONKEEPER STUDIO

Studio is a web portal that organizations use to record and analyze their own sessions. When an organization uses Studio, that organization decides how its data is used. It is the controller of that data. We process the data on its behalf, as its processor or service provider. We use that data only to provide the Services to that organization, under our contract with it. We do not use it for product analytics, marketing or published statistics, and we do not create voiceprints for Studio organizations.

If you take part in sessions through an organization that uses Studio, that organization's own privacy notice explains how it uses your information. Please send privacy requests about that information to the organization. If you send such a request to us, we will forward it to the organization within 5 business days and help the organization respond.

9. CHILDREN

The Service and Website are not targeted at children, and we do not knowingly collect Personal Information from children under the age of 13. If we learn that we have collected Personal Information from a child under 13, we will delete it. If you learn that a child has provided us with Personal Information in violation of this Policy, please contact us as indicated below.

10. CONTACT & COMPLAINTS

For inquiries or complaints regarding this Policy, please first contact us at support@sessionkeeper.ai and we will endeavor to deal with your complaint as soon as possible. This is without prejudice to your right to launch a claim with a data protection authority.

11. DATA SECURITY

SessionKeeper maintains and implements physical, administrative, and technical safeguards to protect the confidentiality, integrity, and availability of personal information. However, the transfer of Personal Information through the internet will carry its own inherent risks and we do not guarantee the security of your data transmitted through the internet. You make any such transfer at your own risk.

The Website and Service may provide features or links to websites and services provided by third parties. Any information you provide on Apps, third-party websites or services is provided directly to the operators of such websites or services and is subject to their policies governing privacy and security, even if accessed via our Website or in connection with our Service.

12. CROSS-BORDER DATA TRANSFERS

SessionKeeper is based in the United States, and we store your Personal Information in the United States. If you use the Services from outside the United States, your Personal Information is transferred to, and processed in, the United States. Laws in the United States may differ from the laws applicable to your country of residence. Our service providers are US companies. Some AI providers may process requests outside the United States under their standard terms. Information we process for Studio organizations is stored only in the United States.

Where we transfer Personal Information from the EEA or the UK, we will ensure that the appropriate safeguards are in place to ensure an adequate level of protection, such as the Standard Contractual Clauses. Further details regarding the relevant safeguards can be obtained from us on request.

13. CHANGES

Where required, we will update this Policy from time to time. When we do so, we will make it available on this page and indicate the date of the latest revision. Please check this page frequently to see any updates or changes to this Policy.

14. ABOUT US

If you have any questions, comments or concerns about our Privacy Policy, you may contact us by email at support@sessionkeeper.ai attn: Privacy Officer or by mail to:

SessionKeeper LLC
Attn: Privacy Officer
7627 Lake Street, Suite 206, #1159
River Forest, IL 60305

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