Privacy Policy — TEMPLATE¶
Instructions for operators. This template is a fill-in-the-blanks privacy policy you may adapt for your deployment. Replace every
<PLACEHOLDER>with your specific value, review the result with legal counsel, then publish at a stable URL (typicallyhttps://<your-domain>/privacy).This template is not legal advice. It covers GDPR Article 13 disclosures and the MAID-specific surface (AI sub-processors, cookie use, retention). It does NOT cover:
- Jurisdiction-specific requirements outside the EU and California.
- Sector-specific rules (children's services, health, finance).
- Your contractual obligations to upstream parties.
Have a lawyer in your jurisdiction read the filled-in result.
Operator-facing companion documentation lives in
privacy.md.
Privacy Policy¶
Last updated: <YYYY-MM-DD>
1. Who we are¶
<COMPANY NAME> ("we", "us", "our") operates the
<SERVICE NAME> text-based multiplayer game (the "Service"),
available at <SERVICE URL>. We are the data controller for the
purposes of the EU General Data Protection Regulation (GDPR) and the
California Consumer Privacy Act (CCPA), as applicable.
Contact:
- General privacy enquiries:
<CONTACT EMAIL> - Data Protection Officer (DPO):
<DPO EMAIL> - Postal:
<COMPANY ADDRESS>
If you are an EU resident and we are not established in the EU, our
EU representative under GDPR Article 27 is:
<EU REPRESENTATIVE NAME AND ADDRESS>.
2. What personal data we collect¶
When you use the Service, we collect:
| Category | Examples | Purpose |
|---|---|---|
| Account data | Username; email address; password (stored hashed, not in plain text) | Authentication; password reset; service-related notifications. |
| Session data | Source IP address; browser user-agent (web only); session timestamps | Session continuity; abuse mitigation; security audit. |
| Gameplay data | In-game character name; character description; gameplay actions; messages you send to other players or NPCs | Operating the game. |
| Audit log | Administrative actions affecting your account; your IP address at the time of the action | Security; compliance with legal obligations. |
| AI dialogue context | The last few turns of conversation with NPCs that use AI dialogue, including your in-game name and the text you sent | NPC dialogue generation (passed to a sub-processor — see § 7). |
We do NOT collect:
- Real-name verification documents.
- Voice or audio recordings.
- Payment information (the Service has no built-in commerce).
- Tracking cookies or analytic cookies (see § 6).
3. Why we process your data, and on what legal basis¶
Under GDPR Article 6, we process your personal data on the following bases:
| Purpose | Legal basis | Articles |
|---|---|---|
| Providing the Service (account, gameplay, sessions, NPC dialogue) | Performance of a contract | 6(1)(b) |
| Securing the Service (audit log, abuse mitigation, account-tied notifications) | Legitimate interest in protecting players and the Service | 6(1)(f) |
| Retaining audit records | Legal obligation (record-keeping for legal-defense) | 6(1)© |
| Marketing communications (if any) | Consent | 6(1)(a) |
You can withdraw consent for marketing at any time by emailing
<CONTACT EMAIL>; withdrawal does not affect the lawfulness of
processing before withdrawal.
4. Retention¶
| Data | Retention |
|---|---|
| Account record | Until you request erasure (see § 8) or close the account, plus 30 days for backup roll-off. |
| Session data | 30 days from disconnect. |
| Gameplay data | Until you request erasure or close the account. |
| AI dialogue context | Discarded after the dialogue ends. Provider may retain per their policy (see § 7). |
| Audit log | We retain audit records (operator actions on your account, security events) for <RETENTION PERIOD> from the event timestamp, set by us per our jurisdiction's statute-of-limitations. After erasure, audit records about you are retained but personal identifiers are replaced with a [REDACTED] sentinel where the law permits. |
| Backups | Backups are retained on a tiered schedule (daily 14 days, weekly 8 weeks, monthly 90 days). Backup-storage encryption is operator-supplied (MAID does not encrypt archives itself — see § 5). Erasure is fully effective once all tiers have rolled over (≤ 90 days). |
5. Where we store your data¶
We store live data and backups in <JURISDICTION> (specifically:
<DATA CENTER REGION / FACILITY>).
Backups are shipped to a destination in <BACKUP JURISDICTION>.
<STATE YOUR BACKUP ENCRYPTION HERE: MAID does not encrypt backup
archives itself — describe the storage-layer encryption you apply at
the destination (e.g. an encrypted bucket or filesystem), or state
"none">.
If you are an EU resident and any of the above is outside the EU/EEA,
we rely on <TRANSFER MECHANISM: SCCs / adequacy decision / BCR>
for the international transfer. A copy of the mechanism is available
on request at <DPO EMAIL>.
6. Cookies¶
We set exactly one cookie when you use the Service:
| Name | Purpose | Lifetime | Type |
|---|---|---|---|
maid_admin_session (admin UI) or maid_session (player UI) |
Authentication. Lets the server recognise you between requests after you log in. | Session (deleted when you close the browser) by default. | Strictly necessary (functional). |
We do NOT use tracking, analytic, advertising, or third-party cookies. We do not need a cookie banner because the only cookie we set is strictly necessary for the Service.
7. Sub-processors¶
We use the following third parties (sub-processors) that may process your personal data on our behalf:
| Sub-processor | Service | Data shared |
|---|---|---|
<AI PROVIDER 1> (e.g. Anthropic) |
NPC dialogue generation | NPC conversation context including your in-game name and free-text you send in dialogue. NOT your email, password, or audit log. |
<AI PROVIDER 2> (if applicable) |
NPC dialogue generation | As above. |
<BACKUP PROVIDER> (e.g. AWS S3, Backblaze B2, your own) |
Off-host backup storage | Backup archives. MAID does not encrypt them — the provider sees plaintext unless you enable encryption-at-rest at the storage layer (an encrypted bucket or filesystem). Edit this row to state which applies to your deployment. |
<HOSTING PROVIDER> |
Server hosting | All data the Service handles; the provider sees the operating system, not the application data, as long as our disk encryption is enabled. |
<EDIT THE TABLE ABOVE FOR YOUR DEPLOYMENT. List every actual
provider. Remove rows that don't apply.>
If <AI PROVIDER> is not configured on our deployment, no NPC
dialogue context leaves our servers; NPCs fall back to scripted
responses.
We have data-processing agreements in place with each sub-processor
listed above. Copies are available on request at <DPO EMAIL>.
8. Your rights¶
Under GDPR (and CCPA where applicable) you have the right to:
- Access (GDPR Art 15 / CCPA): receive a copy of the personal data we hold about you.
- Rectification (GDPR Art 16): correct inaccurate data.
- Erasure (GDPR Art 17 / CCPA): have your data deleted, subject to the exceptions in those laws (notably, legal-obligation retention of the audit log; see § 4).
- Restriction of processing (GDPR Art 18).
- Data portability (GDPR Art 20): receive your data in a machine-readable format.
- Object (GDPR Art 21) to processing based on legitimate interest.
- Lodge a complaint with a supervisory authority. The EU lead
authority for our deployment is
<LEAD SUPERVISORY AUTHORITY>(<URL>). You may also complain to your local data protection authority.
How to exercise these rights: email <DPO EMAIL> with the words
"GDPR REQUEST" in the subject line. We will respond within one month
(GDPR Art 12(3)). Identity verification will be required before we
act; we will request the minimum information needed to verify you
are the data subject.
9. Children¶
The Service is not directed at children under <AGE THRESHOLD> and
we do not knowingly collect personal data from children under that
age. If you believe a child has provided us with personal data,
please contact <CONTACT EMAIL> and we will delete the account.
10. Security¶
We follow industry-standard security practices including:
- Password hashing with PBKDF2-SHA256 (600,000 rounds, per-account salt). We never store plain-text passwords.
<STATE YOUR TRANSPORT ENCRYPTION HERE>: TLS is available for Telnet (MAID_TELNET__SSL__ENABLED) and for the web client, but is off by default — describe what your deployment actually enables (e.g. TLS terminated at your reverse proxy for the web/WebSocket client, Telnet TLS on or off), or state "none".<STATE YOUR BACKUP-AT-REST ENCRYPTION HERE>: MAID does not encrypt backup archives itself (see § 5) — describe the storage-layer encryption you apply at the backup destination (an encrypted bucket or filesystem), or remove this line if you apply none.- Audit logging of administrative actions.
- Least-privilege database roles (the Service connects with a role that cannot read its own password hashes for other accounts).
- Regular security review per our internal checklist.
No security measure is perfect. If we become aware of a personal-data breach affecting you, we will notify you and the relevant supervisory authority as required by GDPR Article 34.
11. Changes to this policy¶
We may update this policy from time to time. Material changes will
be notified to active accounts via <NOTIFICATION CHANNEL: e.g.
account email, in-game broadcast> at least 30 days before they take
effect.
The "Last updated" date at the top of this document reflects the most recent change.
12. Disclaimer¶
<COMPANY NAME> provides this Service on an as-is basis. This
privacy policy describes how we handle personal data; it is not a
warranty of the Service.
Operator footer (REMOVE BEFORE PUBLISHING): this template was generated from MAID's
docs/deployment/privacy-policy-template.mdat engine version<VERSION>. It is not legal advice. Review with your counsel in<JURISDICTION>before publishing. Update when you add a new sub-processor, change retention, or change residency.