Privacy Policy

Last updated: 18 September 2026

1. Data We Collect

We collect the following categories of personal data when you use Echelon:

  • Account data: email address, username, and encrypted password hash.
  • Profile data: any optional profile information you provide.
  • Campaign data: campaign names, roster details, battle records, and any narrative content you enter.
  • Invitation data: where a campaign host invites someone by email address, we store that address in order to send the invitation. See section 5, since this may be someone who does not have an Echelon account.
  • Email delivery data: whether a message we sent was delivered, bounced, or reported as spam, and the address it was sent to if it bounced or was reported.
  • Usage data: pages visited, actions taken within the app, browser type, IP address, and device identifiers.
  • Cookie data: see our Cookie Policy for full details.

2. How We Use Your Data

We use your personal data to: provide and maintain the Service; manage your account and authenticate you; enable campaign collaboration with other players; respond to your support requests; send service-related notifications; send occasional product update emails about new features; and analyse usage patterns to improve the Service.

Product update emails are sent to registered account holders only, are limited to news about Echelon itself, and are never sent on behalf of third parties. They are switched on by default and you can switch them off at any time, from Settings, or with the unsubscribe link carried by any product update we send, which needs no sign-in. Turning them off does not affect service messages such as campaign invites and post-battle reminders, which are controlled by a separate setting on the same page. We do not sell or rent your email address.

3. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA) and UK, we process your personal data under the following legal bases:

  • Contract: processing necessary to provide the Service you have signed up for.
  • Legitimate interests: improving and securing the Service, preventing fraud and abuse, and telling existing account holders about new features in a product they already use. You can object to the last of these at any time by switching product update emails off, and we act on that immediately.
  • Consent: analytics cookies (you may withdraw consent at any time).
  • Legal obligation: where required by applicable law.

4. Data Sharing

We do not sell your personal data. We may share data with: third-party service providers who assist us in operating the Service (hosting, analytics) under data processing agreements; other campaign participants where you choose to share campaign data; and law enforcement or regulatory bodies where required by law. All third-party processors are contractually bound to process data only as instructed and to maintain appropriate security measures.

5. If You Are Not an Echelon User

You may appear in our records without ever having signed up. There are two ways this happens, and in both cases the only personal data we hold about you is your email address.

  • Someone invited you to their campaign. An Echelon user entered your address to invite you to a tabletop campaign they are organising. We store that address so we can send you the invitation and so the link works when you open it. We rely on legitimate interests, meaning yours and the host's, in being able to arrange a game together. It is a single invitation, not a mailing list, and we will not send you anything else unless you create an account.
  • A message to you bounced, or you reported it as spam. We add your address to a suppression list so that we stop sending to it. Keeping this record is the only way to honour it. If we deleted it we would simply email you again.

An invitation is retained with the campaign it belongs to. To have your address removed from an invitation, or to ask what we hold about you, email support@sqlsquared.co.uk . You do not need an account to make that request, and the rights in section 7 apply to you in full. If you ask us to erase a suppression entry, we will do so, but be aware that this makes your address mailable again.

6. Cookies

We use cookies and similar tracking technologies. Please see our Cookie Policy for detailed information about what cookies we use and how to manage them.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access: request a copy of the personal data we hold about you.
  • Rectification: request correction of inaccurate or incomplete data.
  • Erasure ("Right to be Forgotten"): request deletion of your personal data.
  • Portability: receive your data in a structured, machine-readable format.
  • Restriction: request that we restrict processing of your data in certain circumstances.
  • Objection: object to processing based on legitimate interests.
  • Withdraw consent: where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact us at support@sqlsquared.co.uk. We will respond within 30 days. California residents may also have additional rights under the CCPA.

8. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Account data is deleted within 30 days of account deletion. Campaign data may be retained in anonymised, aggregated form for analytical purposes. Usage logs are retained for up to 12 months. Invitation records, including the address invited, are retained with the campaign they belong to; suppression entries are kept indefinitely, because deleting one would allow us to email that address again. We may retain certain data longer where required by law.

9. Contact & Data Protection Officer

For privacy-related enquiries or to exercise your data rights, contact: support@sqlsquared.co.uk. Echelon is a product of SQL Squared Ltd, registered in England & Wales (Company No. 15613394). Registered address: Greenways, Merthyr Road, Llwydcoed, Aberdare, CF44 0YF. If you are in the EEA or UK and believe we have not addressed your concerns, you have the right to lodge a complaint with your local data protection authority (e.g. the ICO in the UK).

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