This Privacy Policy explains what information DnD Manager collects, how it is used, and the choices you have. Because the Service may be self-hosted, the administrator of your installation is the primary party responsible for how your data is stored and protected.
1. Information we collect
Account information
- Username
- Email address
- Password (stored as a secure hash, not as plain text)
Content you create
- Character sheets and related notes, inventory, spells, and preferences
- Campaign details, memberships, shared notes, and personal campaign notes
- NPCs (full sheets and lite records)
- Calendar sessions, session notes, and links to characters, NPCs, or reference items
- Sharing relationships (who can view or edit a sheet)
Technical and preference data
- Session cookies needed to keep you signed in
- Account appearance settings (theme, accent color, sidebar preference)
- Browser cache of those appearance settings for faster page load
- Password-reset tokens when you request a reset (time-limited)
2. How we use information
- To provide and secure the Service (accounts, sheets, campaigns, calendar)
- To honor sharing and campaign membership permissions you configure
- To support export/import backups you initiate
- To operate optional admin tools that manage reference catalogs
- To queue transactional email (password reset, welcome, campaign invites, sheet shares, session reminders)
We do not sell your personal information. The core Service does not use advertising trackers.
3. When others can see your data
- Character sharing: people you invite can view or edit according to the permission you grant. Review incoming and outgoing shares on the Shared page.
- Campaigns: members can see campaign details, linked characters/NPCs, shared notes, and campaign calendar events.
- Personal notes, personal calendar events, and your contact list: kept private to your account (including players you favorite).
- Session links: campaign members who can open a session may see linked labels and destinations you attach.
4. Cookies and local storage
The Service uses a session cookie to authenticate you after login. Appearance preferences are stored on your account and cached in your browser’s local storage on that device so pages can theme correctly before the rest of the app loads.
The operator may record first-party page analytics (path, page title, whether you are signed in, and a daily hash of IP address plus browser) to understand which screens are used. This data stays in the application database and is not sent to advertising networks.
5. Storage, retention, and security
Data is stored in the application database configured by your installation (typically MySQL on the host running DnD Manager). Passwords are hashed. You should use a strong password and keep access to the host environment restricted.
Retention depends on your account activity and the operator’s practices. Soft-deleted or archived items remain in the database until you restore them from Settings → Archive or they are permanently removed by the operator.
6. Exports and imports
When you export JSON, a copy of the selected content leaves the Service and is under your control. Imported files are processed to create new records in your account. Avoid importing files from untrusted sources.
7. Children
The Service is not directed to children under 13 (or the equivalent minimum age in your jurisdiction). If you believe a child created an account, contact the installation administrator.
8. Third parties and trademarks
Reference catalog content may relate to publicly available fifth-edition DnD materials. DnD Manager is unofficial and not affiliated with Wizards of the Coast. Those parties’ own policies apply to their products and websites.
9. International and self-hosted use
If you run or use a hosted instance, your data resides where that server is located. The operator should tell users about hosting location, backups, and access policies for shared deployments.
10. Your choices
- Update username/email or password in Settings.
- Revoke character shares and leave campaigns you joined.
- Export your data for personal backups.
- Delete your account in Settings → Account (requires your password and typing your username). This permanently removes your login, owned characters/NPCs, personal calendar items, and campaigns you own; memberships in other people’s campaigns are removed without deleting those campaigns.
- Ask the installation administrator for help if you cannot access Settings.
- Clear browser local storage to reset appearance preferences.
11. Changes to this policy
We may update this Privacy Policy by posting a revised version with a new effective date. Continued use of the Service after changes means you acknowledge the updated policy.
12. Contact
Privacy questions should go to the administrator of your DnD Manager installation. For how we describe product use more generally, see also the Terms of Service.
This policy describes how DnD Manager is designed to handle data. It is not personalized legal advice.