Privacy Policy
Last updated: 2026-06-01
Mosswood Codex is a hosted campaign-management tool for tabletop role-playing games. This policy explains what data we collect, why, who else sees it, and how to get your data back or have it deleted.
We try to keep this short and concrete. If anything is unclear, write to support@mosswoodcodex.com.
What we collect
When you create an account, we collect:
- Email address — for sign-in, password reset, and account notifications.
- Display name — shown next to your characters, dice rolls, and whiteboard edits inside the campaigns you're a member of.
- Password hash — Supabase, our auth provider, stores a salted hash; the host never sees your password in plaintext.
When you use the service, we collect:
- Campaign content you create — characters, hex notes, NPCs, dice rolls, whiteboard strokes, session logs, calendar entries, etc.
- IP address and request metadata — via Vercel's hosting infrastructure for security, abuse prevention, and uptime monitoring. Vercel rotates these logs on its own schedule (currently 30 days).
- Audit log of significant actions — who created/edited/deleted what, with timestamps. Kept for 180 days then deleted.
- Daily backups — full database snapshots taken once per day. Retained for 14 days (daily) + 8 weeks (weekly) + 6 months (monthly).
We do not run third-party analytics, ad tracking, or marketing cookies. The only cookies the service sets are the Supabase auth session cookie (required for sign-in) and a small accept-flag for the cookie banner.
How we use it
- To operate the service: render the pages you visit, deliver realtime updates to other campaign members, send the emails you trigger.
- To protect the service: detect abuse, enforce rate limits, investigate security incidents, respond to legal requests.
- To improve the service: aggregated server-error reports via Sentry help diagnose bugs. Sentry receives stack traces and the URL of the page that errored, not your campaign content.
We do not sell your data. We do not share it with advertisers or data brokers.
Who else processes your data
The hosted Mosswood Codex service depends on these processors:
| Processor | Role | What they see |
|---|---|---|
| Supabase | Auth + database + storage | Everything you store in the service |
| Vercel | App hosting + CDN | Request metadata + IP addresses + the rendered pages |
| Resend | Transactional email | Email address + the contents of emails we send you |
| Cloudflare | DNS + signup captcha | DNS lookups + captcha tokens |
| Sentry | Server-error reporting | Stack traces + URL paths (not your data rows) |
Each of these is bound by their own privacy policy and terms. We choose them because they have strong security and privacy practices, but we can't speak for them — read theirs if you want details.
Where it's stored
The Supabase project is hosted in AWS region us-east-2 (Ohio, United States). If you are accessing the service from outside the US, your data is transferred to and stored in the US. Supabase's standard Data Processing Agreement and Standard Contractual Clauses apply to those transfers.
How long we keep it
- Account profile + campaign content — kept until you delete your account.
- Email + IP request logs — Vercel rotates on a ~30-day cycle.
- Audit log entries — 180 days, then deleted.
- Backups — 14 daily + 8 weekly + 6 monthly snapshots, rolling.
- Sentry error reports — Sentry's default retention (currently 90 days for the free tier).
When you delete your account (Section: Your rights) we purge your auth record, profile, and all rows you authored within 14 days. Audit log entries that reference you are scrubbed: your user identifier is replaced with a one-way SHA-256 hash so we can still tell "GM X did something at time Y" without knowing which real user X was.
Your rights {#your-rights}
You can, at any time:
- Export your data. Sign in and go to
/account/export. The download is a gzipped JSON containing your profile, characters, dice rolls, whiteboard authorship, audit history, and campaign memberships. - Delete your account. Sign in and go to
/account/delete. There's a 14-day grace period during which you can rescind. After 14 days, the host purges everything described above. - Change your email or password. Sign in and go to
/account/settings. - Ask us a question. Write to support@mosswoodcodex.com.
If you are in the EU/UK/California or another jurisdiction with specific data-protection rights (GDPR, UK GDPR, CCPA, CPRA), the export + deletion flows above satisfy your access and erasure rights. Write to us for anything else — including objections to processing or complaints to your supervisory authority.
Children's privacy
Mosswood Codex is not designed for children under 13. We don't knowingly collect personal information from anyone under 13. If you believe a child has signed up, write to support@mosswoodcodex.com and we'll delete the account.
Security
We use HTTPS everywhere, Supabase's row-level security to keep campaign data scoped to its members, and infrastructure-level protections via Vercel and Cloudflare. No system is perfectly secure; if you spot a vulnerability, write to support@mosswoodcodex.com and we'll respond quickly.
In the event of a data breach involving your personal information, we'll notify you by email within 72 hours of confirmation.
Changes to this policy
When this policy materially changes, we'll notify you by email and update the Last updated date at the top. The previous version is available on request.
Contact
The data controller for Mosswood Codex is the host. Reach them at support@mosswoodcodex.com.