Privacy Policy
How we collect, use, and protect your personal information
Last updated: October 2026
Introduction
ScriptoriumGM is a product of AI Leadership Lab, operated by Ribble Ridge Associates Limited. We are committed to protecting your privacy and ensuring transparency about how we collect, use, and safeguard your personal information. This Privacy Policy explains our practices regarding personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The Short Version
The detail is below, and the detail is what governs. This is what it adds up to.
- Your campaign content is yours. We never use your uploaded documents to train any AI model, and we never sell your data.
- The Campaign Assistant sends your content to AI providers to answer you. Who they are, what each one receives, and what they may do with it is set out in the sub-processor table.
- One image provider trains on image prompts, and we cannot turn that off. We would rather you read that here than find it in someone else's terms.
- You own the images you generate.
- Marketing cookies only run if you say yes. Decline, or ignore the banner, and nothing goes to Meta.
- When something breaks we get a report, and sometimes a recording of the screen. Your notes, your library and everything you type stay blanked out in a recording. The Campaign Assistant's replies to you do not.
- Delete your account and we delete your data from our live systems at the time you ask.
- If we get something wrong, complain to us first. You can also go to the ICO at any time.
Who We Are
Data Controller: Ribble Ridge Associates Limited (Trading as AI Leadership Lab)
Company Number: 15047002
Contact Email: ross@scriptoriumgm.com
Product: ScriptoriumGM
Information We Collect
Account Information
- Email address (required for account creation and communication)
- Username (chosen by you for identification within the service)
- Password, if you create one. Sign-in is handled by Firebase Authentication, which stores your password in hashed form; we never see or hold it ourselves
- Profile information if you choose to add it
Google Sign-In Data
If you choose to sign up using Google, we may receive:
- Your Google account email address
- Your Google profile name
- Your Google profile picture (if you've set one)
Campaign and Usage Data
- Campaign content you create (characters, locations, notes, etc.)
- Files you upload to your campaigns
- Conversation history with our AI assistant
- Usage patterns and feature interactions (to improve our service)
Technical Information
- IP address and location data (for security and service delivery)
- Browser type and version
- Device information (for compatibility and support)
- Essential cookies for authentication and service functionality
- How you found us, if you gave marketing consent when signing up (the advert, campaign or website that sent you, and the page you first landed on)
- Error reports and performance measurements when something goes wrong, and sometimes a recording of the screen (see Error Monitoring and Session Recording below)
Discord Integration Data
If you connect a Discord server to a campaign, we collect and store:
- Your Discord server (guild) ID and the IDs and names of the channels, including threads, you choose to connect
- Your Discord user ID and username, so we can identify who set up the connection
- The date and time we last read a connected channel
We do not store the content of any Discord message. When the Campaign Assistant needs context from a connected channel, we fetch recent messages directly from Discord at the moment you ask a question, pass them to our AI provider to generate a response, and then discard them. Nothing is written to our database, search index, or any cache. One exception: a Discord thread's name often echoes the message that started it, so we retain that name as part of the connection record, even though the thread's messages themselves are never stored.
This means we read messages posted by everyone in a connected channel, not just you. Anyone who posts in a channel you connect, including players who have never signed up for ScriptoriumGM, has their messages read on the same basis, obtained from Discord at your direction when you chose to connect the channel. See Discord Channel Grounding below for the full explanation and the rights available to people whose messages we read this way.
How We Use Your Information
Service Provision (Legitimate Interest)
- Provide access to ScriptoriumGM's campaign management features
- Process AI assistant requests and generate content
- Store and organize your campaign data
- Ensure service security and prevent fraud
- Provide technical support when needed
Service Improvement (Legitimate Interest)
- Analyze usage patterns to improve features and performance
- Develop new features based on user needs
- Troubleshoot technical issues
- Ensure platform stability and performance
Communication (Consent/Legitimate Interest)
- Send essential service communications (with legitimate interest)
- Send marketing emails about ScriptoriumGM (with your consent)
- Respond to your support requests and inquiries
- Notify you of important updates or security issues
Discord Channel Grounding (Legitimate Interest / Contract Performance)
- Read connected Discord channels, at the moment you ask, to give the Campaign Assistant context about what's happening in your game
- Never store, retrain, or reuse Discord message content beyond that single response
- See Discord Channel Grounding below for the full explanation and the rights available to people whose messages are read this way
Processing of Document Content
When you upload documents to the Service, the content of those documents is processed for the following purposes only:
- Converting document content into vector representations (embeddings) stored in our vector database, used to retrieve relevant passages in response to your queries
- Transmitting relevant retrieved passages to our AI Provider(s), currently Anthropic, acting as our data processor (see current AI sub-processor details), to generate responses to your questions
The content of your uploaded documents is not used to train, fine-tune, or otherwise improve any AI model. That covers the documents themselves. Separately, when you ask the Campaign Assistant to generate an image, it writes a short prompt describing what to draw, which may mention people, places or scenes from your campaign. One of our image providers reserves the right to use those prompts to train its own models, which we set out in the AI sub-processor table below. The legal basis for this processing is the performance of our contract with you (UK GDPR Article 6(1)(b)).
Discord Channel Grounding
When you (the campaign owner) connect a Discord channel, the content of those messages is processed for one purpose only: answering your questions inside the Campaign Assistant using the context of what's actually being discussed in your game's Discord server.
What happens, step by step:
- You choose which channels to connect. We post a one-time notice in each channel explaining what's about to happen. Nothing is read until you've connected the channel and that notice has posted successfully.
- When you ask the Campaign Assistant something, and it decides Discord context would help, it searches or reads directly from Discord across the channels you've connected. This can mean the full history of those channels, not just recent activity, optionally narrowed by channel, by who said it, or by a time frame; it may also pull a channel's recent messages for surrounding context.
- Those messages are sent to our AI Provider(s) as part of generating a response to you, the same way your own notes and uploaded documents are (see "Processing of Document Content" above).
- The messages are then discarded. We do not save them anywhere. The only record we keep is that the channel was read, and when.
Legal basis
For you, the campaign owner, this processing is part of performing our contract with you (UK GDPR Article 6(1)(b)), the same basis as the rest of the Campaign Assistant.
For the other people whose messages are read, the players and anyone else who posts in a connected channel, we rely on legitimate interests (UK GDPR Article 6(1)(f)) in providing the feature you've asked for, balanced against those individuals' rights by the safeguards below.
What we do to protect people who aren't ScriptoriumGM users
- We post a notice in every channel you connect, explaining that the Campaign Assistant reads that channel and linking to this policy.
- Their messages are never stored, sold, used to train any AI model, or used for anything other than answering your question in the moment.
- Anyone can object to having their messages read; see "Right to object" immediately below.
Right to object
If you post in a Discord channel connected to ScriptoriumGM and you don't want your messages read, you have the right to object to this processing at any time. Contact us at support@scriptoriumgm.com. We will act on your request, which may mean disconnecting the channel from the Campaign Assistant while we address it, or asking the campaign owner to. This right exists whether or not you have a ScriptoriumGM account.
You have the same rights over this processing as anyone else described in this policy, including the right to complain to us under section 164A of the Data Protection Act 2018 and the right to complain to the ICO. See "Contact Us & Making Complaints" below.
Third-Party Service Providers & Data Transfers
To provide ScriptoriumGM's services, we work with carefully selected third-party service providers. Some of these providers are based in the United States and other countries outside the UK. Where we transfer personal data, including Discord channel content processed under "Discord Channel Grounding" above, to our AI Provider(s), see Current AI Sub-processors below for who they are today and the transfer mechanism that applies to each, including the two providers where no such mechanism is currently in place. We ensure equivalent appropriate safeguards are in place for all other international data transfers in accordance with UK GDPR requirements.
Authentication, File Storage and Campaign Data
Google (Firebase Authentication, Cloud Firestore and Cloud Storage, operated by Google LLC) manages sign-in and holds your uploaded files, campaign notes and conversation history.
Search Over Your Documents
Pinecone (Pinecone Systems, Inc.) stores the vector representations of your uploaded documents that make them searchable. Our Pinecone workspace is hosted in the European Union.
Application and API Hosting
Vercel (Vercel Inc.) serves the website, and Fly.io (Fly.io, Inc.) runs our application server and its PostgreSQL database. Our Fly.io machines and database run in Frankfurt, Germany.
AI and Machine Learning Services
We integrate with artificial intelligence and machine learning service providers, see Current AI Sub-processors below, to power our AI assistant features for content generation and campaign assistance. Your uploaded documents are processed solely to provide retrieval and AI assistance features to you; they are not used to train, fine-tune, or otherwise improve any AI model.
Payment and Subscription Services
Third-party payment processors and subscription management platforms handle billing and subscription services when you choose to upgrade your account.
Communication and Community Platforms
We integrate with Discord, operated by Discord Inc. (444 De Haro Street, San Francisco, CA 94107, USA), when you choose to connect a campaign to a Discord server. Discord channel content is processed as described in "Discord Channel Grounding" above and shared with our AI Provider(s) on the same basis as your own notes and documents.
Error Monitoring and Session Recording
Sentry (Functional Software, Inc., 45 Fremont Street, 8th Floor, San Francisco, CA 94105, USA) tells us when something in ScriptoriumGM breaks, and records what happened on screen so we can see why. Our Sentry workspace is hosted in the European Union: error reports, performance measurements, server log messages, activation counts and session recordings are all stored in Frankfurt, Germany.
An error report tells us what broke and where, and carries your IP address, your browser and device details, and the account you were signed in as. It does not carry your notes, your uploaded documents, your conversation with the Campaign Assistant, or anything you typed. We also send Sentry performance measurements for the pages and requests you use, our own server log messages, and counts of how far new GMs get in their first session. Those counts carry no identifier of any kind, not even an account number. This is necessary for our legitimate interest in keeping ScriptoriumGM working and finding out what is going wrong with it (Art. 6(1)(f) UK GDPR), and you can object to it at any time.
Session recording is different, and what a recording does and does not contain is set out under Session Recording below.
Sentry engages its own sub-processors, including cloud providers in the EU and the United States, and publishes the current list at sentry.io/legal/subprocessors.
Data Processing Agreements
Our providers are not all on the same footing, so we set this out provider by provider rather than claiming a single standard across all of them.
Anthropic, which powers the Campaign Assistant, and OpenAI, which generates some of our images, operate under data processing agreements that require them to:
- Process data only according to our instructions
- Implement appropriate security measures
- Comply with UK GDPR and data protection requirements
- Notify us of any data breaches promptly
- Delete or return data when services are terminated
Two of our image-generation providers do not offer terms of that kind. Black Forest Labs and Ideogram operate under their own developer terms rather than a data processing agreement with us. Black Forest Labs' terms allow them to use image prompts and generated images to train and improve their own AI models, and we cannot switch that off. Ideogram's developer agreement contains no data-protection provisions, and reserves their right to use data they receive in any manner consistent with their own privacy policy. Ideogram does, however, commit not to use prompts or generated images to train its models, except where content is flagged as breaching their usage rules.
Image-generation providers receive only the prompt used to create a picture, together with settings like size and quality. They never receive your notes, your uploaded documents, your Discord messages, or anything identifying your account. The prompt itself is written by the Campaign Assistant from what you asked for, so it may describe people, places or scenes from your campaign.
Current AI Sub-processors
We use a third-party AI provider to generate Campaign Assistant responses, process your uploaded documents, and, where you've connected a channel, process Discord messages as described in "Discord Channel Grounding" above. We use a separate set of providers to generate images when you ask the Assistant for artwork. We keep the specifics here, in one place. If our providers change, this table is what changes, not the rest of this policy.
| Provider | Role | Location | International Transfer Mechanism |
|---|---|---|---|
| Anthropic | Generates AI responses from your notes, uploaded documents, and (where connected) Discord channel content | United States | UK International Data Transfer Addendum to the EU Standard Contractual Clauses, incorporated into our agreement with Anthropic |
| OpenAI | Generates images when you ask the Campaign Assistant for artwork. Receives your image prompt only. | United States | UK International Data Transfer Addendum to the EU Standard Contractual Clauses, under OpenAI's data processing addendum |
| Black Forest Labs | Generates images when you ask the Campaign Assistant for artwork. Receives your image prompt only. | United States (Black Forest Labs Inc., a Delaware company). Their service runs on Microsoft Azure; they do not publish which region handles requests. | None. Black Forest Labs does not offer a data processing agreement or standard contractual clauses under their published developer terms. |
| Ideogram | Generates images when you ask the Campaign Assistant for artwork. Receives your image prompt only. | United States (Ideogram AI, Inc., governed by Delaware law, with a notice address in Toronto, Canada). They do not publish a processing location. | None. Ideogram's developer agreement contains no data protection provisions and no transfer mechanism. |
Which provider generates a given image depends on the image quality and style settings you choose in the Campaign Assistant.
You own the images you generate. Every provider above assigns ownership of generated images to us, and our Terms of Service pass that ownership on to you. Because these are generative models, an image you create may not be unique: another person giving a similar description may receive a similar image.
Black Forest Labs uses image prompts, and the images generated from them, to train their own AI models. Their developer terms give them a perpetual and irrevocable right to use both, including to train and improve their models and to display them publicly. That right does not end when you stop using ScriptoriumGM, and it is not something we can turn off. Anthropic and OpenAI do not train on what we send them, and Ideogram commits not to except where content is flagged as breaching their usage rules. We have decided to keep using Black Forest Labs for image generation.
Last updated: September 2026. If we add or change a provider, we'll update this table and, where the change is material, notify you as described in "Changes to This Policy" below.
Data Retention
Active Accounts
We retain your account data and campaign content while your account remains active.
Deleted Accounts
When an account is deleted we remove the account record, campaign content, uploaded files, conversation history and document embeddings from our live systems at the time of deletion, not on a delay. One exception is the error reports and session recordings held by our error-monitoring provider, which age out on their own cycle; see Error Reports and Session Recordings below. Copies can survive for a while in routine encrypted backups until those age out on their normal cycle; we do not use those backups to restore a deleted account.
Error Reports and Session Recordings
Sentry deletes session recordings and error reports 90 days after it receives them. Performance measurements, server log messages and activation counts are deleted after 30 days, except that Sentry keeps a reduced sample of performance measurements for 13 months. We cannot shorten any of those periods. When you delete your account, the error reports and recordings Sentry already holds are not removed at that moment; they age out on the periods above. This is the one exception to "at the time of deletion, not on a delay" under Deleted Accounts above.
Essential Communications
Records of essential service communications may be retained for up to 7 years for legal compliance.
Discord Channel Content
Message content is never retained. It exists only for the moment it takes to answer your question, then it's discarded. We retain the fact that a channel is connected, its name and ID, when we last read it, and when the connection notice was posted, for as long as the connection stays active; this is deleted when you disconnect the channel. Content sent to Anthropic as part of generating a response follows Anthropic's own data handling practices. As of this policy's last update, Anthropic does not retain prompt or response content by default for the models ScriptoriumGM uses (see Anthropic's current data retention policy for the most up-to-date position, including limited exceptions for legal or safety purposes).
Your Rights Under UK GDPR
If you're not a ScriptoriumGM user but your Discord messages have been read by the Campaign Assistant
See Discord Channel Grounding above for your right to object. The rights below describe what ScriptoriumGM account holders can do with their own data.
You have the following rights regarding your personal data:
Right of Access
Request a copy of your personal data
Right to Rectification
Correct inaccurate personal data
Right to Erasure
Request deletion of your data
Right to Restrict Processing
Limit how we use your data
Right to Data Portability
Receive your data in a portable format
Right to Object
Object to certain types of processing
Right to Withdraw Consent
Withdraw consent for marketing communications
Right to Complain to Us
Complain directly to us about how we have handled your data, under section 164A of the Data Protection Act 2018
Right to Complain to the ICO
Lodge a complaint with the Information Commissioner's Office
Cookies and Tracking
Essential Cookies
We use essential cookies to maintain your login session and ensure the service functions correctly. These are necessary for the operation of ScriptoriumGM and do not require consent.
Marketing & Attribution Cookies
With your consent, we use Meta Pixel, operated by Meta Platforms Inc. (1 Hacker Way, Menlo Park, CA 94025, USA), to measure the effectiveness of our advertising on Instagram and Facebook. This technology sets cookies on your device and may send information (such as anonymised page views and conversion events) to Meta's servers in the United States. This processing is based on your consent (Art. 6(1)(a) UK GDPR), which you can withdraw at any time using the "Cookie Settings" link in the footer of any page. For information about how Meta uses data, please see Meta's Privacy Policy.
In addition to the browser-based Meta Pixel, our server sends matching conversion events to Meta's Conversions API for measurement accuracy. The same consent controls apply, and they apply to everything: if you have not given marketing consent, we send Meta nothing at all from our server, including your IP address.
If you arrive from an advert or a tagged link, the address can carry campaign labels (which advert, campaign or website sent you) and, for Meta adverts, a click identifier. We hold these in your browser's memory for the visit and do not write them to your device or send them to us unless you give marketing consent. If you have given marketing consent when you create an account, we save them on your account record, once: the campaign labels, the page you first landed on and the website that linked to us (its name only, never the full address). We use them to understand which adverts and links bring us GMs who go on to use ScriptoriumGM, and we never share the campaign labels with anyone. The Meta click identifier is also written to a cookie and sent to Meta with your sign-up, as described above. We delete the stored click identifier after 90 days, and the rest when you delete your account. If you withdraw marketing consent through "Cookie Settings", we delete all of it from your account: straight away if you are signed in, otherwise the next time you sign in on that browser. If you decline, or simply never answer the banner, none of it is sent to us and it is discarded when you close the tab.
Session Recording
We use Sentry (Functional Software, Inc.) to record what happens on screen while you use ScriptoriumGM, so we can see where the product trips people up and fix it. We do not record every session. A recording is kept when something goes wrong during your visit, and during the first week after you sign up, which is when we most need to know whether ScriptoriumGM is making sense to you. Recording stores one short-lived entry in your browser's session storage, which your browser clears when you close the tab. No cookie is set. Recordings are stored in the European Union.
Almost everything on screen is blanked out before the recording leaves your browser. Your notes and their titles, your library, your campaign canvas, your filenames, your account pages and every image are replaced with grey blocks. Anything you type is blanked out too, including the messages you write to the Campaign Assistant, and including anything you type and then delete before sending.
The one thing we record as written is the Campaign Assistant's replies to you. We record those because a recording that blanks out the assistant's answer cannot tell us the one thing we most need to know, which is whether the assistant actually answered you. The assistant's replies describe your campaign, so a recording can contain your world as the assistant retold it back to you. What the assistant quotes from somewhere else stays blanked out: passages from your uploaded documents, excerpts from your notes, and messages from your connected Discord channels.
A recording also captures your clicks, scrolling and mouse movement, which pages you visited, the requests the page made to us, and messages the page wrote to your browser's developer console, along with your IP address, your browser and device details, and the account you were signed in as. It is not a video and not a series of screenshots; it is a record of how the page changed, played back.
Recordings are kept for 90 days and then deleted. Sentry fixes that period and we cannot make it shorter. You can ask us to stop recording you, and to delete the recordings we hold for you, by emailing support@scriptoriumgm.com. We will act on that request.
Data Security
We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, or unauthorised disclosure or access, in accordance with Article 32 of the UK General Data Protection Regulation:
- All data transmission is encrypted using industry-standard TLS
- Passwords are securely hashed and never stored in plain text
- We use reputable cloud providers with strong security credentials
- Limited access controls for our systems
Data Isolation and Separation
Your uploaded files and conversation history are stored in per-user locations, and every request for your content is checked against your account before anything is returned. Searches of your document library are scoped to the campaign you are working in, so material from one campaign is not returned while you are working in another.
Age Restrictions
ScriptoriumGM is intended for users aged 16 and above. If you are under 16, please do not use our service or provide any personal information. If we become aware that we have collected personal data from someone under 16, we will take steps to delete such information promptly.
This age restriction applies to ScriptoriumGM account holders; Discord separately requires its own users to be at least 13. If you believe a channel connection has resulted in us processing a child's personal data inappropriately, contact us and we will investigate and remove it.
Contact Us & Making Complaints
Contact Us
To exercise your rights or if you have questions about this Privacy Policy, contact us at:
support@scriptoriumgm.com
We will respond without undue delay and in any event within one month of receiving your request. Where a request is complex, or where you have made several, we may extend that by up to two further months and will tell you if we do.
If you don't have a ScriptoriumGM account
You don't need one to reach us about your Discord messages; see Discord Channel Grounding above.
Complaints
If you believe we have not handled your personal data properly, you can complain to us directly. Section 164A of the Data Protection Act 2018 gives you that right, and we are the first place to raise it. Email support@scriptoriumgm.com with "Data protection complaint" in the subject line. We will acknowledge your complaint within 30 days and tell you what we are doing about it.
You can also lodge a complaint with the Information Commissioner's Office (ICO), and you do not need our permission to do so:
Website: www.ico.org.uk
Phone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by email or through our service. The "Last updated" date at the top of this policy indicates when the most recent changes were made.
Legal Basis Summary
| Data Processing Activity | Legal Basis |
|---|---|
| Providing ScriptoriumGM service | Contract Performance |
| Generating images you ask the Campaign Assistant for | Contract Performance |
| Account security and fraud prevention | Legitimate Interest |
| Service improvement and analytics | Legitimate Interest |
| Essential service communications | Legitimate Interest |
| Document processing for AI retrieval | Contract Performance |
| Discord channel connection setup (campaign owner) | Contract Performance |
| Reading Discord channel content for AI grounding (message authors) | Legitimate Interest |
| Marketing communications | Consent |
| Marketing cookies (Meta Pixel) | Consent |
| Recording which advert or link brought you to us (at sign-up) | Consent |
| Error monitoring, performance measurement and activation counts | Legitimate Interest |
Where we rely on legitimate interests, you have the right to object to that processing at any time on grounds relating to your particular situation (UK GDPR Article 21). Email support@scriptoriumgm.com and we will stop unless we can show compelling legitimate grounds that override your rights. Where we rely on consent, you can withdraw it at any time without affecting processing carried out before you did.