Privacy Policy

D&D With Dee — Privacy PolicyEffective Date: June 20, 2026

 

 

D&D With Dee (“we,” “us,” “our”) provides tabletop role-playing game sessions, camps, and events for children and teens, both online and in person, in Austin, Texas. This Privacy Policy explains what information we collect from players and their parents or guardians, how we use it, and the choices you have. We take the privacy of the young people in our care seriously, and this policy is written to comply with the Children’s Online Privacy Protection Act (COPPA) and general good data-handling practice.

 

1. Information We Collect  We collect information directly from parents or guardians during registration, billing, and ongoing communication. We do not knowingly collect personal information directly from children without parental involvement.From Parents/GuardiansParent/guardian name, email address, and phone number Child’s name, age or grade level, and any relevant accommodations (e.g., allergies, learning needs) you choose to shareBilling information necessary to process payment (see Section 2 — we do not see or store full card numbers)Emergency contact information for in-person camps and sessions. For camps only: health insurance information, collected as a safety precaution and deleted or returned once the camp concludes (see Section 7)Photo/video consent status, if you have opted inFrom GameplaySession recordings or transcripts (online sessions), used solely to help us write session summaries and improve game-running; these are not shared publicly with identifying audio/videoCharacter names, in-game choices, and session notes, which may be referenced (using first names or character names only) in blog-style session logsAutomatically CollectedBasic website usage data (e.g., pages visited) collected via our website platform, Wix, for site functionality and securityTools We Use to Collect and Store InformationTo be transparent about where your information lives, we currently use the following tools:Wix — our website host, used for site functionality and to process payments (PayPal, Apple Pay, credit/debit cards)Google Forms, Google Docs, and Google Sheets — used for registration, intake forms, photo/video consent forms, and session/camp planning recordsPayPal — our payment processor; PayPal handles full payment card data, which we never receive or storeQuickBooks — used for invoicing and bookkeeping, where we retain parent and child names alongside billing records as required for our financial recordkeeping2. Payment InformationPayments are processed through our website’s secure payment system, which accepts PayPal, Apple Pay, and major credit/debit cards. Card numbers and full payment credentials are handled entirely by PayPal and our website’s payment processing (Wix Payments), and are never transmitted to or stored by D&D With Dee. We only see the payment method used and the transaction outcome (e.g., “paid via PayPal, $45.00”). Billing records (parent and child name alongside payment amounts) are kept in QuickBooks for invoicing and bookkeeping purposes.3. Photos, Video, and RecordingsWe may photograph or record campers and players during sessions, camps, or events for use on our website, blog, newsletter, or social media. We only do this with prior written parental consent, collected via a signed consent form before the camp or session begins. Parents may decline photo/video consent without affecting their child’s ability to participate. If you wish to revoke previously given consent, contact us using the information in Section 9 and we will remove identifying images from future use to the extent reasonably possible (note that previously published/shared content may not be fully retractable from third-party platforms like Facebook or Instagram).4. How We Use InformationTo register your child for camps, weekly games, or one-off events and manage schedulingTo communicate with you about sessions, schedule changes, or camp logisticsTo process payment for servicesTo ensure camper safety (e.g., allergy or emergency information)To write and publish session logs, blog posts, and newsletter content, using first names or character names rather than full identifying information unless you’ve separately agreed otherwiseTo improve our programs and curriculumWe do not sell your information or your child’s information to third parties. We do not use children’s information for behavioral advertising.5. Information SharingWe share information only as needed to operate our business:With Wix, our website platform, and PayPal, our payment processor, solely to operate the site and process paymentsWith Google (Forms, Docs, Sheets), used to manage registration and intakeWith QuickBooks, used for invoicing and bookkeepingIf required by law, such as in response to a valid legal request, or to protect the safety of a childWe do not share player or parent information with advertisers or data brokers.6. Parental Rights and ConsentBecause our players are children and teens, we rely on parents and guardians to consent to data collection on their child’s behalf. As a parent or guardian, you have the right to:Review the personal information we hold about your childRequest correction of inaccurate informationRequest deletion of your child’s personal informationRefuse to allow further collection or use of your child’s information (which may affect our ability to continue providing services)Revoke previously granted photo/video consent (see Section 3)To exercise any of these rights, contact us using the information in Section 9. We will respond within a reasonable time, generally within 30 days.7. Data RetentionWe retain registration and billing records (including in QuickBooks) for as long as reasonably necessary for business, tax, and recordkeeping purposes. Session notes and transcripts used to generate blog content are retained as part of our campaign archives unless a parent requests removal. Health insurance information collected for camps is deleted or returned to the parent/guardian once the camp has concluded; we do not retain it afterward. If you withdraw your child from our programs, you may request that we delete contact information held in our Google Forms/Docs/Sheets that is no longer needed for legal or financial recordkeeping.8. Data SecurityWe take reasonable steps to protect the information we hold, including using reputable, secure third-party platforms for scheduling, payment, and communication. However, no method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security.9. Contact UsIf you have questions about this Privacy Policy, or wish to exercise any of the rights described above, please contact:D&D With DeeEmail: Dee@DnDwithDee.comPhone: (512) 806-9516Location: Austin, TX10. Changes to This PolicyWe may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. We will post the updated policy on this page with a revised effective date. Significant changes affecting how we handle children’s information will be communicated directly to parents/guardians where practical.