Privacy Policy

The short version

• We collect what it takes to run rooms: the names people play under, their votes, and the like. Your account itself is Penguin HQ's.
• Everyone in a room sees its players' names and votes, and anyone with the link to an open room can join it.
• We don't sell your information, show ads, or track you across other websites. Our analytics count visits without cookies.
• Stripe handles sprite pack payments, so we never see your card number.
• Email cameron@webmatter.io for a copy of your information, or to have it deleted.

The rest of this policy has the details.

What we collect

When you play in a room

Anyone can start or join a room, with or without an account. When you do, we collect:

• the name you play under, and your penguin;
• your votes, the group you join, and whether you're watching instead of voting;
• what's in the room: its name, deck, groups and topics, and any issues lined up in it;
• each revealed round: its topic or issue, every player's name and vote, and the results. These make up the room's history.

If you're not signed in, your browser remembers the name you played under, so you don't have to type it again (see Cookies and browser storage).

When you're signed in

• Penguin Poker reads your name, email address, penguin and color scheme from your Penguin HQ account, and the companies you're in.
• The penguin and color scheme you pick here are saved to your Penguin HQ account, so they show in every Penguin app.
• The sprite packs you buy.

When you're part of a company

• The company's teams in Penguin Poker and who's on each, and its rooms and custom decks. The company itself, its members and their roles are Penguin HQ's.

When you buy a sprite pack

Payments go through Stripe. You enter your card details on Stripe's checkout page, and we never see or store your card number. Stripe receives your email address and what you're buying, and tells us once it's paid. Company plans are paid for in Penguin HQ, under its policy.

When your company connects a tool

Companies on paid plans can connect Jira, GitHub, Linear and Slack. When an owner or admin connects one, we keep who connected it, and:

• Jira and Linear: access tokens, which we encrypt, and the names and addresses of the Jira sites or Linear workspace the connection reaches. For Linear, also the name of the person who connected it. For Jira, we ask Atlassian for that name when an owner or admin opens the company's Jira settings, and don't keep it.
• GitHub: the names of the GitHub accounts and organizations Penguin Poker is installed on. We use the connecting person's GitHub sign-in once, to check they may connect it, and don't keep it. Penguin Poker gets a short-lived token from GitHub whenever it needs one, and doesn't store those either.
• Slack: the token for Penguin Poker's Slack bot, which we encrypt, the workspace's name, and the channel each room posts to.
• Issues: when someone lines issues up in a room, each issue's key, title and link, and any estimate the room saves to it.

When you visit the site

• Your browser sends your IP address and details like its type and version with every request, as it does to any website. Our hosting provider uses them to deliver the site and protect it from attacks. Our own logs record what was requested, whether it worked, how long it took, and which account made the request, along with details of any errors. They don't record IP addresses, apart from attempts to sign in to our staff tools, which we log to stop break-ins.
• We count visits with Plausible Analytics. It sees the page you visit, the site that sent you, your browser, operating system and device type, and your country, region and city, worked out from your IP address. It doesn't store your IP address or set cookies, and can't tell who you are.
• The site's fonts come from Google Fonts, so your browser fetches them from Google, which receives your IP address and browser details.

When you contact us

If you email us, we keep your message and our reply.

How we use it

We use your information to:

• run Penguin Poker: seat you in rooms, show votes and results, keep each room's history, and remember your penguin and settings;
• know who you are when you're signed in, from your Penguin HQ account;
• run companies' teams and rooms;
• take payments for sprite packs, and give each company what its plan includes in Penguin Poker;
• work with the tools your company connects, as its people direct: searching for issues, saving estimates and posting results;
• understand how Penguin Poker is used, in aggregate, so we can improve it;
• answer you when you write to us, and tell you about changes to these policies;
• prevent abuse, and meet legal obligations such as keeping payment records.

We don't sell your information, rent it out, or use it for ads.

Legal bases

If you're in the European Economic Area, the United Kingdom or another place with similar law, we rely on these legal bases:

• Contract: to provide Penguin Poker to you and your company, including rooms, sprite packs and connected tools.
• Legitimate interests: to keep Penguin Poker secure, prevent abuse and understand how it's used. We rely on these only where your rights don't outweigh them.
• Legal obligation: to keep payment and tax records, and to answer lawful requests.
• Consent: where we ask for it. You can withdraw it at any time.

Who sees your information

People in your rooms

Everyone in a room sees each player's name and penguin, who has voted, and every vote once the cards are flipped. A room's past rounds, with each player's name and vote, stay visible to anyone who opens it, and on paid plans anyone in the room can download them as a spreadsheet. Anyone with the link to an open room can join it, so assume its name, topics and lined-up issues can be seen by whoever has the link. Members-only rooms are open only to their company's members, or a team's.

Your company

Members of a company see one another's names, email addresses, penguins and roles, here and in Penguin HQ. Members who run the company's rooms can search its connected Jira, GitHub or Linear and line up what they find. In Jira and Linear, those searches run with the access of the person who connected the tool, and estimates are saved as that person. An estimate saved to an issue can be seen by anyone who can see the issue in that tool. When a room posts its results to Slack, the post shows the room's name, each topic or issue, and the spread of votes, but never who voted what.

Service providers

These companies help us run Penguin Poker, and handle your information to provide their services to us:

• Render hosts the app and its cache, and Penguin HQ's database, which keeps Penguin Poker's information too, in the United States (Oregon).
• Cloudflare sits in front of the site, delivering it and protecting it from attacks.
• Stripe processes sprite pack payments. It also uses payment information under its own privacy policy, for example to prevent fraud.
• Plausible Analytics counts visits, in the European Union.

Tools your company connects

When your company connects Jira (from Atlassian), GitHub, Linear or Slack, we send that tool what it needs to do what your company asks: searches, the estimates you save, and the results you post. Each of those companies handles that information under its own terms and privacy policy.

For legal reasons, and if Penguin Poker changes hands

We may disclose information when the law requires it, or when we believe in good faith that it's needed to protect the rights, property or safety of our users, the public or us. If Penguin Poker is sold or merged, or its assets are transferred, your information may be transferred with it, and this policy will continue to apply to it.

Cookies and browser storage

We use only the cookies Penguin Poker needs to work. There are no advertising or tracking cookies, and our analytics don't use cookies at all.

• __Secure-penguin_session keeps you signed in. It's Penguin HQ's, set for all of penguinhq.dev so every Penguin app knows it's you, and lasts 30 days. Signing out here deletes it, which signs you out of every Penguin app in this browser. Penguin HQ's policy has the details.
• pp_guest lets rooms recognize your browser, so you keep your seat and vote when you reload a room without being signed in. It lasts a year.
• pp_admin keeps our staff signed in to Penguin Poker's admin tools. It lasts 12 hours, and nobody else gets it.

Your browser's local storage also keeps the name you play under when you're not signed in, and your seat in each room you've joined: your group, and whether you're watching. Clearing this site's data in your browser removes all of these.

Stripe sets its own cookies on its checkout pages, when you buy a sprite pack.

How long we keep it

• Your account, sessions and companies: Penguin HQ's, kept as its policy says.
• Sprite packs you own: as long as your account lasts.
• Rooms and their history: kept so teams can come back to them, until whoever created a room, or its company, asks us to delete it.
• What's happening in a room right now, like who's there and votes not yet revealed: a day after the room was last used.
• A company's teams, rooms and decks: until its owners ask us to delete the company.
• Connected tools: until the company disconnects them, which deletes their tokens. Issues already lined up in rooms stay with those rooms.
• Payment records: Stripe keeps them as long as financial laws require.
• Logs: our hosting provider keeps them for a limited time.

When you delete your Penguin HQ account, which you ask for by email, it goes from every Penguin app, with your sprite packs and your place on Penguin Poker's teams. Votes you've cast stay in rooms' past rounds under the name you played under, unless you ask us to remove them too. Deleted information can remain in backups for a limited time.

Your choices and rights

• Change your penguin and color scheme from your profile here. Your name, email address, password and two-step verification are in your Penguin HQ account.
• Email cameron@webmatter.io to get a copy of your information, to correct it, or to delete it, account and all. We'll answer within 30 days, and may ask you to confirm who you are first, for example by writing from your account's email address.
• Your company's owners and admins manage its membership in Penguin HQ, and can tell you more about how your company uses Penguin Poker.

Depending on where you live, including the European Economic Area, the United Kingdom and US states such as California, the law may give you the right to access, correct, delete or get a copy of your information; to object to or restrict how we use it; and to withdraw consent you've given. We won't treat you differently for using these rights. If you're in the EEA or the UK, you can also complain to your local data protection authority.

We don't sell or share personal information as California law defines those terms. And because we don't track you across other websites, there's nothing for Do Not Track or Global Privacy Control signals to turn off.

Security

We protect your information with HTTPS, by encrypting connected tools' tokens, and by keeping guests' browser ids out of rooms, which only see a hash of them. Penguin Poker reaches its database only through Penguin HQ's private data service, and access to the systems that run it is limited. Penguin HQ's policy covers how it protects your account. No system is perfectly secure, so we can't promise your information will never be exposed, but if a breach affects it, we'll tell you as the law requires. You can help by using a password you don't use anywhere else for your Penguin HQ account, and turning on two-step verification there.

International transfers

We're based in the United States, and Penguin Poker runs there. If you use it from somewhere else, your information is transferred to the United States and stored and processed there, where data protection law may differ from yours. Cloudflare, which every request passes through, handles requests in data centers around the world, and Plausible processes its analytics in the European Union. Where the law requires safeguards for these transfers, we rely on those our providers offer, such as the European Commission's standard contractual clauses.

Children

Penguin Poker isn't meant for children under 13, or under the minimum age where they live, and we don't knowingly collect their information. If you believe a child has given us information, email cameron@webmatter.io and we'll delete it.

Changes to this policy

We'll post any changes to this policy here, with a new date at the top. If a change significantly affects how we handle your information, we'll tell you by email or in the app before it takes effect.

Contact us

Questions, requests or complaints about privacy: email cameron@webmatter.io. Penguin Poker is run by Webmatter Solutions LLC, in Texas, United States.