Privacy Policy

Last updated October 15, 2026

This policy explains what GatherSolo ("we") collects when you use the GatherSolo app on the web, Android or iPhone, why, who else handles it, and how to have it deleted. Questions go to support@gathersolo.com.

What we collect

• Your account: your email address and name. If you sign in with a password, the password is stored by Google's Firebase Authentication as a one-way hash; we never see it. If you sign in with Google, we receive your name and email address from Google.
• Your profile and settings: your role (member, host or admin), your choices such as reminders and tips, and when you last had the app open.
• What you do in the app: gatherings you create or sign up for, requests and invitations, messages you send, notifications, answers to forms, game moves, and files you upload (pictures, PDFs and sound files for handouts, boards and your toolbox).
• Calls: your camera, microphone and any screen you share are sent live to the other people in the call through our video provider, Agora. We do not record calls.
• Transcripts, only if you agree: when a host turns on transcripts and you say yes, your device turns your speech into text and the lines are kept with the gathering, with your name. Your browser's or phone's own speech service (Google's or Apple's) hears your audio to do this. If you say no, nothing you say is transcribed.
• Stories: in genres that have them, such as tabletop roleplaying, the host or someone in the gathering can have a session written up as a story with AI. The session's transcript (including the names in it) is sent to our AI provider, Groq, which writes the story; the story is kept with the gathering and read by those the host chose: the gathering, GatherSolo members, or anyone with its link. Signing up to such a gathering means agreeing to this.
• How much you take part in a gathering: while you are in a gathering's call, your device measures how long you are there and how long you talk, from how loud your microphone is, never what you say; nothing is recorded. We also count your moves in activities (a dice roll, a card, a chat message). Only that gathering's host and our admins see these numbers, to run better gatherings; other members, and you, don't. Practice sessions are not measured.
• Membership and payments: your plan, its status and dates, and a customer reference from our payment processor, Stripe. Your card or bank details go to Stripe directly; we never see or store them.
• Error reports: when something goes wrong in the app, a short description of the error, with your account ID, is sent to us so we can fix it.

We do not use advertising, ad trackers or analytics services, and we do not sell your information or share it for advertising.

Why we use it

To run the service you asked for: signing you in, showing and running gatherings and calls, delivering messages and reminders, keeping your membership and billing, keeping the community safe (hosts and admins can remove people and block accounts), and fixing problems.

Who else handles it

• Google Firebase: sign-in, the database, file storage, server functions and hosting of the app.
• Agora: carries live audio and video between the people in a call.
• Stripe: takes payments and keeps payment records.
• Google or Apple speech services: only if you agree to a transcript, through your own browser or phone.
• Groq: writes stories from session transcripts, in gatherings that have stories. It does not keep what it is sent.
• Resend: sends our emails, such as invitations you ask us to send to friends and notices to our admins.
• Cloudflare: our domain's DNS.

Other members see what you share with them: your name, the gatherings you take part in, your messages, your video and audio in calls, and transcript lines if you agreed. Hosts see who has signed up for their gatherings, and how much each person took part in them (time in the call, talk time, activity moves). Admins can see account details to run the service. We may disclose information if the law requires it.

How long we keep it, and deleting your account

We keep your information while your account exists. You can delete your account at any time from the account menu (Delete my account). That removes your sign-in, your profile, your gathering sign-ups, your place in every conversation, the files you added and your membership record.

Some things stay, because they belong to other people too: messages you sent in conversations other people are still in, lines of transcripts you agreed to, which stay with the session under the name "Former member" instead of yours, and how much you took part in past gatherings, without your name. Stripe keeps payment records for as long as the law requires.

Your choices and rights

You can change your settings in the account menu, decline transcripts, and delete your account. Depending on where you live you may have the right to see, correct, export or delete your information; write to support@gathersolo.com and we will answer within 30 days.

Security

Traffic to the app is encrypted. Access to data is limited by security rules on our database and storage, and only your own account, the people you share with, and admins can read what is yours.

Children

GatherSolo is for adults. You must be 18 or older to create an account.

Changes

If we change this policy we will update the date above, and tell members in the app before a significant change takes effect.