Privacy Policy

Players join a game from their own phone by entering a game code and a team name. Players do not create an account, do not set a password, and are never asked for an email address or a phone number.

Hosts hold an account, run games, and — on paid plans — pay a subscription. Hosts give us considerably more information than players do, because they have to.

Almost every question about privacy on 321Trivia has a different answer depending on which of these you are, so the two are kept separate throughout this policy.

When you join a game, the only thing you tell us about yourself is the team name you choose. Everything else we hold about a player is generated by playing:

• your team name, and your score and ranking in that game;
• the answers you submit, whether they were correct, the points awarded, and the timing of each answer — when the question was opened on your device and when you submitted, measured precisely because speed decides scoring and breaks ties;
• which power-ups you took and used, and any prizes awarded to you;
• whether your device is currently connected, and a count of how many times you left the game screen during a game (hosts see this as an activity signal);
• your free-text answers to any survey questions the host chose to ask at the end of a round or a game;
• in Ice Breaker games, the answers you write about yourself in response to the host’s prompts.

We do not store your IP address or a device identifier against your player record, and we do not fingerprint your device. We do not ask players for contact details, and there is no field anywhere in the join screen to give us any.

Two things follow from this that are worth knowing before you play. First, your team name is visible to the host and to everyone else in the game, so choose a name you are happy for a room to see — a nickname rather than your full name is a good habit. Second, Ice Breaker exists precisely so that other players guess who wrote each answer: what you write there is designed to be shown to the room. Do not put anything in it you would not say out loud.

When you create a host account or use one, we collect:

• your email address, display name, and — if you give one — your organization name;
• your password, stored only as a one-way cryptographic hash. We cannot read it, and nobody at 321Trivia can tell you what it is;
• your hosting preferences and defaults, your saved venues, your uploaded media, and the questions and games you create;
• records of your activity in the Service that we keep for security and support — for example sign-ins, invitations you send, and administrative actions taken on your account;
• if you subscribe: your billing contact details and a summary of your payment method (card brand and last four digits only). Full card numbers never reach our servers — payment details are collected and held by Stripe, our payment processor.

If you contact us through the form on our site, we receive the name, email address, subject, and message you send, and we log the IP address and browser the message came from. That log exists to stop the form being abused to send bulk mail, and for no other purpose.

We use what we collect to:

• run the game you are playing — score it, rank it, and show results;
• give the host the reporting their event needs: scoreboards, participation, survey answers, and venue and game analytics;
• operate accounts — sign-in, email verification, password reset, invitations, and subscription billing;
• keep the Service working and honest: preventing abuse, stopping automated signups, diagnosing faults, and protecting scoring integrity;
• improve our question library. Answer results are aggregated into difficulty statistics for each question. These aggregates are counts, not linked to any individual player;
• reply to you when you contact us.

We do not sell personal information, we do not share it with advertisers, and we do not use it to build advertising profiles.

We do not use advertising cookies, and we do not follow you across other websites. The Service stores a small amount of data in your own browser so that it works properly, and so that we can understand how our own site is used:

• Players: your team name and an identifier for your place in the current game, so that reloading the page or briefly losing signal returns you to your own score instead of locking you out.
• Hosts: a sign-in token, plus interface preferences. If you use the background music feature, your browser also remembers which folder on your computer you chose.
• Players: a device code, kept in a cookie your browser sends back to us but which the page itself cannot read. It is a random value that says “this is the same phone” and nothing about who is holding it. It is what returns you to your own team after a reconnect, and what keeps a single Event Challenge to one attempt per device. It is ours alone and is never shared.
• Everyone: a randomly generated visitor and session identifier. It is how a return visit is counted as the same browser rather than a new one. It is a random value that names a browser and not a person, it is ours alone, and it is never shared with another company. If you later create an account, it is linked to that account — see Analytics below.

This data stays in your browser. Clearing it removes it — and for a player mid-game that means rejoining as a new team, with a new score. Browsers differ in what “clear history” takes with it, so if it happens during a game, ask your host: they can see every team in the room and put it right.

We measure how our own site is used, in two ways.

Our own records. We record which pages are opened on our site, which controls are pressed on them, and how a visit arrived — the site that referred it and any campaign tags in the link. This starts before you have an account, against the browser identifier described above; if you then create one, that earlier activity is linked to your account, so we can see the path that led to a sign-up. We use it to find where our sign-up process loses people, which features go unused, and which hosts might welcome a hand. It stays on our own servers. It is not sold, and it is not shared with anyone else.

Google Analytics. Our public website also uses Google Analytics to understand how people find and move around the site — pages viewed and general interactions. It runs on our live public site only. So that the two sets of records describe one visit rather than two unrelated ones, we store the identifier Google assigns your browser alongside your account, and tell Google our own identifier for you.

Neither receives player answers, scores, survey responses, or Ice Breaker answers. You can block either with any standard browser privacy setting or extension, and the Service will work normally.

We keep this list short on purpose, and each of these providers acts on our instructions:

• Stripe — subscription payments and card processing for hosts.
• Our email provider — sends verification, password-reset, and invitation emails to hosts.
• Google Analytics — website analytics, as described above.
• OpenAI — powers the optional AI question and image builder, and the 321Trivia Assistant described in section 8. What is sent is what you typed, plus — for the Assistant, and only when you are signed in — a summary of your own account: your name, your email address, your plan, and the names, dates, venues and question and player counts of your games. Nothing a player wrote is ever sent: not team names, not answers, not survey responses.
• GIPHY and Pixabay — image and GIF search for hosts building questions. When a host picks an image we copy it into our own storage, so during a game your device loads it from us and never contacts those services.

We may also disclose information where the law requires it, or where it is necessary to protect our rights, our users, or the security of the Service.

The Assistant is the chat bubble in the corner of the site. It answers questions about 321Trivia from a set of help documents we maintain. Using it is entirely optional — nothing else on the site depends on it.

We keep what you ask it. Every question and answer is stored, grouped into the conversation it belonged to, along with the date, which help documents were used, and whether you were signed in. 321Trivia staff read these. We do it for one reason: the questions people ask are the clearest signal of what our help documents are missing, and we would rather fix a gap than keep answering around it.

Treat it as you would an email to support. Type what you need answered and nothing more — please don't put passwords, card numbers, or anything sensitive into it.

If you are signed in, the Assistant can also answer questions about your own account, and is given a summary of it to do so: your name and email, your plan, and the names, dates, venues and question and player counts of your games. It is only ever given your account. It cannot see another host's games, and it is never given anything a player wrote — no team names, no answers, no survey responses.

Your question and that summary are sent to OpenAI to produce the answer, under the terms in section 7. If you are not signed in, no account information exists to send and the Assistant simply answers from the help documents.

Conversations are kept for up to 12 months and then deleted. You can ask us to delete yours sooner — see section 13.

A few design decisions have privacy consequences worth stating outright, because they are commitments and not accidents:

• Music on a host’s computer is never uploaded. When a host links a local music folder, their browser reads those files on their own machine and plays them there. No audio is copied to us, and none of it is sent to players.
• We do not record audio or video, and we do not access your camera or microphone.
• We do not track players across other websites.
• We do not require a player to identify themselves to play.

Game and player data — scores, answers, timings, and survey responses — is kept for as long as the host keeps that game. When a host deletes a game, the players, answers, power-up records, prize awards, and survey responses belonging to it are deleted with it. Hosts can also reset a game, which clears its players and answers.

Some records outlive the game they came from. Aggregate question statistics are retained to calibrate question difficulty, and are not linked to any individual player. If a host saves a feedback record from an event, that record keeps the player names, quoted survey answers, and final scores it was built from, and belongs to the host until they delete it.

Host account data is kept while the account exists. Billing and payment records are kept for as long as tax and accounting rules require.

Assistant conversations are kept for up to 12 months from the date they were held, and then deleted.

Backups. We take encrypted database backups so we can recover from a failure. Daily backups are kept for two weeks and monthly backups for twelve months. Information you have asked us to delete may persist in a backup until that window passes, after which it is destroyed with the backup. We do not restore backups to recover deleted data except to recover from an outage.

Player information from a game is visible to:

• the host who ran the game, and other members of that host’s organization, who share its games and reporting;
• other players in the same game, who see team names and scoreboards, and — in Ice Breaker — the answers players wrote about themselves;
• 321Trivia staff, where necessary to operate, support, and secure the Service.

If you played at a venue’s trivia night, the host is normally the venue or the person running the event, not 321Trivia. They decide what to do with the scoreboard and any survey answers they collected.

321Trivia is a general-audience service and is not directed to children under 13. We do not knowingly collect personal information from children — a player supplies only a team name.

Where a school, teacher, or youth organization uses 321Trivia with students, that institution is responsible for obtaining any parental consent its rules or local law require, and for deciding what students are asked to enter — particularly in Ice Breaker games and survey questions, where students type free text. If you believe a child has provided us with personal information, contact us and we will delete it.

You can ask us for a copy of the information we hold about you, ask us to correct it, or ask us to delete it. Depending on where you live you may have further rights, and we apply the same process to everyone regardless.

Hosts can update most of their information directly in host settings, and can delete their games and their account.

Players have two routes. The quickest is to ask the host who ran the game, since they can delete the game and everything in it. Or write to us with the game code and the team name you used, and we will remove your entry. Because we do not collect contact details from players, the game code and team name are how we find you — without them we may be unable to identify your data, which is a consequence of collecting so little in the first place.

We will not discriminate against you or degrade the Service for exercising any of these rights.

We protect the Service with encrypted connections, hashed passwords, access controls that limit staff to what their role requires, audit logging of privileged actions, and regularly tested backups. No system is perfectly secure, and we cannot guarantee absolute security — but if a breach affects your information, we will notify you and the relevant authorities where the law requires it.

We may update this policy as the Service changes. The effective date at the top of the page always reflects the current version. If a change materially affects how we handle information, we will give notice through the Service before it takes effect.

Questions about this policy, or a request about your information? Contact us at info@321trivia.com. Please put “Privacy” in the subject line so it reaches the right person quickly. See also our Terms of Service.