Privacy Policy
Last updated: 15 September 2026.
1. Who is responsible
DM Screen is a personal project of Gijs Willem Paulides, who is responsible for deciding how personal data is used to provide dm-screen.com. This person is the data controller. Paid subscriptions and financial administration are handled through their business paulides.dev, KVK 42156001.
- Privacy contact: info@dm-screen.com
This policy covers accounts, campaign participation, website operation, support and rank subscriptions. You can use a nickname, but email addresses, account identifiers and information linked to an account can still be personal data.
2. Information we collect and its sources
| Category | Examples and sources |
|---|---|
| Account and profile | Email, nickname, initials, profile colour, preferences, account timestamps and administration settings that you provide or that the service creates. |
| Authentication | A password hash if you use a password, password-reset and session information, and login-provider identifiers. If you choose Google or Microsoft sign-in, we receive account information including email, provider identifier and profile name; the profile name may initially become your nickname. |
| Campaign activity and content | Membership, roles, invitations/join requests, characters, notes, maps, images, sounds, videos, dice rolls, campaign log entries and settings. These come from you, other permitted campaign members and your use of the service. |
| Technical and operational information | Request information such as IP address, browser/device information and timestamps; security/error logs; game-screen client identifiers, screen dimensions, active components and last-seen times used to operate shared displays. |
| Billing | Stripe customer, checkout, product and subscription identifiers, subscription status, billing period and payer/recipient associations. Stripe receives the payment and billing details submitted through its checkout. We receive information needed to administer the subscription and reconcile payments. |
| Support | Your contact details, messages and information supplied when requesting assistance or exercising your rights. |
Stripe handles payment-card entry; DM Screen does not store full card numbers or card security codes. Campaign members may provide information concerning you when managing membership, shared content or a gifted rank.
An email address and authentication information are necessary to create and secure an account. Billing information is needed only when relevant to a purchase. Optional profile fields and campaign uploads can be left out, although some features require the relevant content or settings.
3. Why we use it
| Purpose | Legal basis |
|---|---|
| Create and secure your account; provide campaigns, synchronised game screens and preferences | Performance of our agreement with you, where the processing is objectively necessary to provide the requested service. |
| Process a rank purchase and administer renewal, access and cancellation | Performance of the subscription agreement with the payer. For necessary gifted-rank administration concerning the recipient, our legitimate interest in delivering the requested gift, balanced against their rights. |
| Send password resets, transactional notices and essential service communications | Performance of the agreement or compliance with a specific legal obligation, depending on the message. |
| Diagnose problems, prevent abuse, administer the service and understand operational usage | Our legitimate interests in a secure, reliable service and proportionate operational improvement, balanced against users' privacy, particularly children's interests. |
| Respond to support requests | Performance of the agreement where the request concerns it; otherwise our legitimate interest in answering enquiries. |
| Keep required accounting records, answer privacy requests and comply with lawful demands | Compliance with applicable legal obligations. |
| Establish, exercise or defend legal claims | Our legitimate interest in protecting legal rights, limited to information necessary for the claim. |
We do not use acceptance of this policy as consent to every use of data. If we introduce an optional activity that needs consent, we will ask separately and explain how to withdraw it.
DM Screen automatically links rank access to subscription status; contact us if you think that status is wrong. Stripe/Link independently applies payment and fraud checks under its own notices. This description of DM Screen does not describe or limit their decision-making.
4. Campaign privacy and administrator access
Campaign content is accessible through DM Screen to permitted campaign members according to their roles and settings. It is not a public campaign directory. Owners may manage membership and permissions, and users may display content on a shared game screen. Anyone physically viewing that display can see what is shown.
Your display name, initials, rank and contributions may be visible to other campaign members. Active Ascendant supporters may also appear by display name and rank in the dashboard acknowledgement visible to signed-in users, including users outside their campaigns. If no nickname is set, your email may be used as your display name. Choose a nickname if you do not want that fallback to identify you by email.
The service administrator can access account details, usage records and campaign content. Access is used for administration, support, security, investigating abuse, legal requirements, internal testing and product improvement. Exports for testing and improvement are anonymised before use, including before any AI-assisted analysis of usage and statistics. Campaign privacy does not mean the content is inaccessible to the administrator or hosting providers.
Avoid uploading sensitive information about real people. Fictional character information is not necessarily personal data, but identifying information about a player is.
5. Providers and other recipients
We share information only as needed for the purposes described in this policy, including with the following providers:
| Provider or recipient | Role and relevant information |
|---|---|
| Fly.io | Application hosting and delivery; processes information handled by the hosted service and associated operational logs. Hosts the PostgreSQL cluster and its volume snapshots. The application and PostgreSQL machines and volumes are in Amsterdam; snapshot retention is described below. |
| Tigris | Storage and delivery of uploaded files and associated metadata using an EU bucket. |
| Mailgun | Transactional email delivery through the EU endpoint and incoming email routing. Receives email addresses, message content, attachments and delivery information, and forwards incoming support mail to the owner's Google Gmail inbox. Open and click tracking are disabled. |
| Stripe/Link | Managed Payments merchant-of-record checkout, billing, transaction support and subscription events; handles payment, fraud-prevention and legally required information under its own notices. |
| Google/Gmail | Messages to info@dm-screen.com are forwarded to the owner’s Gmail inbox for support, complaints and privacy requests. Processes message content, attachments, contact details and email metadata. |
| Google or Microsoft, if you choose their sign-in | Authenticate you and supply the information described above. Their own privacy notices explain their handling of your provider account and sign-in activity. |
| Permitted campaign members | Receive the profile and campaign information made visible through their role and your sharing choices. |
| Professional advisers or public authorities, when necessary | Receive limited information needed for accounting, legal advice, lawful demands or protecting legal rights. |
Junda provides domain services. Incoming and outgoing email is handled by Mailgun, with incoming messages forwarded to Google Gmail. Domain registration does not give Junda access to the campaign database.
Service providers process information for the purposes described above under the terms governing their services. Providers acting independently for their own purposes, including payment and login providers, explain those activities in their own privacy notices.
We do not sell personal data or share it for behavioural advertising. For internal testing and product improvement, we anonymise exported data before use. We may use AI tools to analyse anonymised usage information and statistics. This analysis is not the training of an AI model on identifiable user or campaign data. The anonymised material supplied for analysis must not identify users or permit their identities to be reasonably reconstructed.
6. Where information is processed
The application and PostgreSQL database machines and volumes are hosted by Fly.io in Amsterdam, the Netherlands. Uploaded files use a Tigris EU bucket, and transactional email uses Mailgun's EU endpoint. Incoming support mail is forwarded to the owner's Google Gmail inbox. We do not maintain an additional database backup outside the Fly volume snapshots described in section 8.
These hosting choices do not mean all processing stays in the European Economic Area (EEA). Provider administration, support, email, authentication, payments and subprocessors can involve processing outside the EEA, including in the United States. The Amsterdam location of the database volumes does not establish the storage location of every backup or provider operational record.
For international processing, the providers describe the following transfer protections:
- Fly.io's privacy statement describes its EU–US Data Privacy Framework participation and contractual protections for onward transfers.
- Google's transfer framework notice describes adequacy decisions, including the EU–US Data Privacy Framework for covered transfers to Google LLC, and standard contractual clauses where required.
- Sinch's data processing agreement describes standard contractual clauses and the Data Privacy Framework for Sinch Email, which includes Mailgun.
- Stripe's privacy policy describes its international payment processing and use of adequacy decisions, standard contractual clauses and other applicable transfer mechanisms.
An adequacy decision recognises an appropriate level of protection in a country or for a covered recipient. Standard contractual clauses impose contractual data-protection duties on the parties. Their applicability depends on the recipient and transfer; an EU hosting region is not itself a transfer safeguard. For information about safeguards relevant to your data, or how to obtain a copy, contact info@dm-screen.com. You may also use the provider links above to access their notices and request information directly.
7. Cookies, browser storage and usage information
DM Screen uses functional cookies and browser storage to keep you signed in, protect your session and operate features. This includes the application-session cookie (configured default name: _dm_screen_session) and browser session storage for game-screen client identifiers. Remembered login is configured for one month from sign-in without continuously extending that period; signing out invalidates remembered login tokens. Local storage saves interface preferences such as panel visibility, map-toolbar selection and game-screen preview state, normally until cleared or replaced.
You can use your browser settings to clear or block storage, but login and other requested functions may stop working.
We do not currently use advertising trackers or third-party audience-analytics tools. Mailgun open and click tracking are disabled. The administrator can nevertheless inspect operational activity and stored usage information, as described in this policy. “No advertising tracking” does not mean that no records of your use exist.
If campaign members select externally hosted content or an embedded website, the external provider may receive your IP address and browser information and may use its own storage. Embedded content can load automatically when the relevant page or game screen opens; DM Screen does not currently provide a separate consent prompt for every external embed. Campaign owners should choose external content with their players' privacy in mind. Using an uploaded map avoids contacting an external map website. External login and payment pages also have their own notices and storage practices.
Before introducing optional tracking that requires consent, we will explain it and obtain that consent before it starts.
8. Retention and deletion
We aim to keep personal data only for as long as needed for the stated purposes, subject to applicable legal duties. Account and campaign information is stored to provide the service. Some campaign deletion is soft deletion: removal from normal access does not immediately erase underlying records. Personal-data deletion requests are handled manually by email.
| Information | Retention period or criteria |
|---|---|
| Account and campaign data | While the account or campaign is maintained and the information is needed to provide it. There is no automatic deletion solely for inactivity. We assess continued necessity when handling closure or deletion, when a campaign ends, and when reviewing stored data. |
| Ordinary deleted personal data, content and uploads | We handle erasure manually and delete or irreversibly anonymise information that must be erased within 30 days after a deletion request or deletion is initiated, subject to justified legal exceptions. We explain any exception. Removing content from normal view can happen before permanent erasure. |
| Ordinary diagnostic logs | Fly's searchable application logs have a documented retention period of 7 days. Separately retained ordinary diagnostic extracts are deleted within 30 days of collection. |
| Game-screen operational history | While needed to maintain or reconnect the relevant screen or investigate a specific fault. Identifiable history that is no longer needed is covered by the deletion process above; marking a screen expired does not itself erase its records. |
| Checkout, subscription and financial records | Subscription identifiers and status while needed to administer access, payments or a dispute. Records required for accounting are retained for the applicable statutory period; only the necessary financial information is kept for that purpose, not the entire campaign or account. Stripe/Link applies its own legal retention duties to its transaction records. |
| Support correspondence | Deleted within 12 months after resolution, including forwarded Gmail copies and attachments, unless a specific legal duty or ongoing dispute requires longer retention. |
| Database backups | Fly takes daily PostgreSQL volume snapshots. Our most recent inspection showed approximately six days of snapshots; this is an observed rolling window, not a guarantee of erasure exactly six days after a request. After live data is erased, residual copies expire with the snapshots. We reapply completed deletions if we restore an older snapshot. |
Retention is handled through provider settings and manual administration; we do not represent all of these periods as automated purge settings. We limit longer retention to the information and time necessary for the particular legal obligation or dispute.
To request deletion of your account or personal data, email info@dm-screen.com, preferably from the address associated with your account. We handle deletion requests personally, including those involving Stripe-linked accounts. We will assess the request, delete or irreversibly anonymise data where required, and explain any information that must remain and why. You do not need to wait for a self-service deletion feature. The response times and verification process below apply.
Stripe/Link separately handles requests concerning its Managed Payments transaction information and Link accounts; these requests may cancel associated subscriptions. We assess what must be removed from DM Screen separately.
Other campaign members' rights and shared contributions may require an individual assessment. A campaign's collaborative nature does not automatically justify keeping your identifiable personal information forever. A technical database restriction is not, by itself, a legal reason to refuse erasure.
9. Your privacy rights
Depending on the circumstances, you may ask to access or correct your personal data, have it erased, restrict its use, or receive qualifying data in a portable format. You can object to processing based on legitimate interests. Where processing relies on consent, you can withdraw that consent without affecting the lawfulness of earlier processing.
Contact info@dm-screen.com. We may ask for proportionate information to verify that the request concerns you; we do not routinely require a copy of an identity document. Requests are normally free of charge.
We will respond without undue delay and normally within one month. If the law permits an extension for a complex request or multiple requests, we will tell you within the first month and explain why. If we cannot fulfil a request, we will explain the reason and your options.
You may complain to the Dutch Autoriteit Persoonsgegevens or another competent supervisory authority, including the authority in the EU country where you live, work or where the alleged infringement occurred.
10. Younger users
Children may create their own DM Screen accounts. The service does not currently provide parental controls or a built-in parental-authorisation process. You do not need to publish your real name; younger users should avoid adding unnecessary real-world identifying details to campaigns.
Where the law requires a parent or guardian to authorise account use, a purchase or specific personal-data processing, contact us so the required authorisation can be addressed before that activity. We do not treat a child's acceptance of these terms as a substitute for legally required parental consent. If we learn that personal data was collected without required authorisation, we will restrict the relevant processing and arrange authorisation or deletion as appropriate. A free account requires no payment card; purchases require authorisation to use the payment method. These payment rules do not replace children's privacy rights.
Parents, guardians and children can contact info@dm-screen.com about an account or privacy concern. We assess requests with regard to the child's own rights and verify authority where necessary.
11. Security and policy changes
We use technical and organisational measures appropriate to the service and the risks, including access controls and authentication. No online system can guarantee complete security. We address incidents and provide notifications when required by law.
We will update this policy if the service or its data practices change. The last-updated date identifies the current version; this notice describes our practices from publication. Material changes will be brought to your attention where appropriate. We will obtain consent before new processing where consent is required.
Questions about this policy can be sent to info@dm-screen.com.