Privacy Policy

GameTime OS is operated by GameTime Brands ("we", "us"). This policy explains what we collect, why, who else sees it, and what you can ask us to do about it. It covers the GameTime OS application at gametimeos.app.

What we collect

Your account

Your email address, and your name and profile picture if you sign in with Google. If you sign in with an email and password, the password is handled by our authentication provider and we never see or store it in a form we can read. The mobile number you give at sign-up, which we use to reach you about your account and billing. It is also the phone number on your own card on My Team, where everyone on your team can see it, as described below.

Your business

Your company name, industry, the services you offer, your city, the web addresses you give us (your website, Google Business Profile, Facebook and Instagram), and anything you write to describe how your business operates.

What you do in the product

The work you record: win conditions, Plays, Drives, Steps, Flags, Messages, meeting records, Wrap Ups, and the sales figures you enter on the Scoreboard. Your sales figures are visible only to you.

If you run the Operator's Map, the figures you type, the stage of the Climb you pick, whether you built to it or started there, and the read it works out are saved against your account so you can come back to them and see how they changed. A finished run keeps a summary of your People check — a verdict and two counts, never a name or a score. That is yours alone; no teammate sees it.

The Map's Mindset check-in saves your four answers — your energy, what is weighing on you, who you talk to, and your last full day off — with that run, so next time you can see what moved. Only you can see them: not your managers, not any teammate, not a brand you belong to. Nothing scores them. The AI Staff sees them only if you press Talk it through and then send that message yourself; nothing reads them for it otherwise. Deleting the run deletes them.

If you use Owner's Box, the QuickBooks reports you choose are read on your own device; the files themselves are never uploaded. What we save is what the report needs: the figures read from them (account and section totals by month, and your Balance Sheet's lines), the debts you list (the lender, what it financed, the balance, rate, payment and payoff date), your answers about your own pay, draws, retirement and taxes, your settings, and each month's finished report, so the next one can be compared with it. From your A/R and A/P aging reports we keep only the totals and, from each, at most ten customer or vendor names with their balances — the largest and the most past due — never the whole list, and never to contact anyone. Only you can see any of it: not your managers, not any teammate, not a brand you belong to. The AI Staff sees a report only if you press Talk it through and then send that message yourself. Deleting a report deletes it.

If you connect QuickBooks Online instead of exporting the reports, we read your QuickBooks company's name once, when you connect, to label the connection; the reports are read only when you press Pull. Each press reads those four reports for the month-end you pick and passes them straight back to your browser, where they are read exactly as an exported file would be; our server does not keep them. What we store is the connection itself (encrypted), your QuickBooks company's name and ID, and when you last pulled.

We keep a record of who was assigned what, by whom, and when they finished it, and we show it on the person's own page. It is how anyone can see the story of a piece of work rather than just its current state.

People on your team

When you add someone to My Team, you are giving us personal information about another person. We store their name, role, phone number, email address, who they report to, and the responsibilities you assign them. The phone number and email address are visible to everyone on your team — the phone is there so your team can reach a backup from your Start of Day post, and the email is where your weekly wrap up is sent. If you end a weekly meeting, we email that week's wrap up to every teammate whose address you have entered, unless you have ticked “don't send them the weekly wrap up” on their roster card. Leave the address blank and they are never emailed. You are responsible for having a lawful basis to share that with us, and for telling your people that you have. We use it only to run your account — never to contact them for our own purposes. If you invite a teammate and choose to email it, we send the address on their card a link carrying a one-time code and your business's name, through Resend. That email address also points the person to your team: if they sign up or sign in to GameTime OS with it, confirmed, before they have joined, we show them your business's name and ask for their invite code instead of setting up a business of their own. It shows them nothing else, and they still cannot join without the code. If you invite a teammate to sign in, they create their own account and see your business's work items — Plays, Drives, Flags and Messages — but never your sales figures, billing, or hiring records; revoking their access cuts all of it off immediately. If someone you invite saves a phone number or photo on their own profile, it replaces the one on their card, and the name on the card stays the one you gave it. If you joined someone's team, the phone number and photo you save on your profile show on your card there, to everyone on that team; take them off your profile and they come off the card. If you leave the team, your card keeps the last number and photo it showed until the owner changes them. If you close your account while you are still on the team, the number and photo your profile put on your card come off it. You are on My Team too: your own card shows the name, photo and phone number on your profile — change them there and the card follows — and the email address you sign in with; only you change your card. On your profile you choose whether it is drawn on your team's org chart, and where you sit on it. On the chart or off it, your card stays on your roster: everyone on your team can still see it, that phone number and email address included, just as they see each other's, and you can still be handed work and named as a backup. When a weekly meeting ends, we email the wrap up to that address too, unless you tick “don't send me the weekly wrap up” on your card.

We also record when a teammate acknowledges your Start of Day post and whether they opened the morning film, and when a teammate taps Got it on a Message you asked them to confirm, and we show you a list of who has and who hasn't. Tell your people that exists: it is a record of their activity in your account, and you are responsible for having a lawful basis to keep it.

Each teammate can file an End of Day — the day's results, anything that went wrong, and who they want to thank. What they write is read by you, your General Manager and any Supervisor on your team, and we record when you or your General Manager mark it seen, and who did. A filing stays in your account after the person who wrote it leaves your team, under the name they filed it with. Tell your people that too.

People you're hiring

When you add a candidate in Recruitment, you are giving us personal information about another person. We store what you enter: their name, email, phone, city, the opening they applied to, the stage they're at, your rating of them, where they came from, your notes, and any resume link. This is heavier than a teammate record — it includes contact details and your own free-text assessment — so the same responsibility applies with more weight: you must have a lawful basis to share it with us, and it is used only to run your account, never to contact the candidate and never for our own purposes. Deleting a candidate deletes the record.

Scores you give your people

When you score someone on the People check, you are recording your assessment of another person. We store the ten 1-to-5 scores, the seat you put them in and the date. Only you — the account owner — can see them: not your managers, not any teammate, not a brand you belong to, and the AI Staff never reads them. Each score is kept as a dated record so you can see change over time; you can delete one, and removing a teammate deletes all of theirs.

Conversations with the Staff

What you ask the AI Staff, what it answers, and the record of which agents were consulted along the way. Any files you upload to an agent's Knowledge Base.

Video

Highlight videos you record in the Start of Day Huddle, plus film on older Messages. See How long we keep things below — most of them delete themselves.

Technical

Standard server logs from our hosting provider: IP address, browser type, and the pages requested. We do not use advertising trackers and we do not sell data to anyone, ever.

Who else sees it

We use a small number of processors. Each one gets only what it needs to do its job.

• Supabase — our database and authentication. Holds essentially everything listed above.
• Vercel — hosting, and page-speed measurement. Sees requests and standard logs, and receives performance timings from your browser (the page you loaded, how fast it rendered, your connection type and country) — no cookies, no account identity.
• Anthropic — the AI models behind the Staff. When you talk to an agent, your message, your company context, what you saved on Train your Staff that the agent reads, and any Knowledge Base files for that agent are sent to Anthropic to generate the reply. A customer review you paste into Reply to a review is sent to Anthropic to draft your response, and is not stored. A photo you ask Coach AI to look at on the Marketing page is sent to Anthropic as a smaller copy to choose the photo for your ad, and is not stored; framing a photo for the ad happens on your own device and sends nothing. A post or reply you publish in The League is also sent to Anthropic, on its own and with none of your company context, to be read against the community rules after it publishes; if it looks like a problem, a report is filed for the League Office to look at — nothing is removed or changed by the AI. A Read sends numbers on its own schedule: the monthly financial Read sends your sales and Scoreboard figures, and the weekly Meta Read, which you turn on, sends last week's totals from your Meta ad account and Page with your Meta record. We keep the findings it writes for your Win the Week, not a copy of the numbers.
• Voyage AI — routing and library search. The first message of a new conversation may be sent to Voyage to work out which agent should take it, and when an agent searches the Playbook library to answer you, the search query is sent to Voyage to be matched against the library.
• Cloudflare — video hosting for Huddle Highlights and legacy Message film, and file storage for Playbook downloads.
• YouTube and Vimeo — the players for some Playbook films, on a Playbook's page and inside its book. A YouTube film's still image is loaded from YouTube when the page shows it, and YouTube's or Vimeo's own player loads when you press play (on a Playbook's page, also when you rest the pointer on a film for its silent preview). From then on the player is theirs, and it may set its own cookies and note what you watch under their own privacy policies; YouTube's plays in its privacy-enhanced mode. We send them nothing about you or your business.
• Stripe — payment processing, when you choose a paid plan. Your first payment happens on Stripe's own pages. On the Plan screen you change plan, cancel, update your card and download receipts without leaving GameTime: the card form there is Stripe's own, loaded from Stripe into the page, so your card details go to Stripe and never touch GameTime, and Stripe's script may collect device information to prevent fraud. We store your plan and a Stripe customer reference, never a card number. Receipts pass through GameTime only to reach you, and we keep no copy.
• Resend — sending transactional email, including the weekly wrap up to you and the teammates you have listed and, if you ask for it on the free calculators, your calculator result, the invitation a brand sends when it adds your address as an operator, and the invitation to join your team, when you choose to email it to the address on a teammate's card. Your team's addresses are blind-copied, so nobody receives a list of their colleagues' personal email addresses.
• Jobber — only if you choose to connect your own Jobber account on the Marketplace. We read your paid-invoice totals from Jobber to propose monthly sales figures; we store the connection itself (encrypted), never your invoices or your customers, and we never write anything to Jobber. Disconnecting removes the connection immediately.
• Google — if you choose to sign in with Google, to authenticate you. Separately, and only if you choose to connect your business's Google Analytics and Search Console on the Marketing page, we read monthly totals — website visitors, the share of visits that took an action you marked, and how often your business's name was searched — to propose figures for your Scoreboard. We store the connection itself (encrypted) and the property, site and search terms you pick, never your analytics data, and we never change anything in your Google accounts. Disconnecting removes the connection and revokes our access.
• Meta — only if you choose to connect your business's Meta ad account on the Meta page under Paid channels, or your Facebook Page and Instagram on the Social page. For ads we read monthly totals — what you spent and Meta's count of your results — to offer figures for your record; a month is saved only when you press Use. For your Page and Instagram we read totals only — followers, views, reach and interactions — and show them without storing them, except the follower count you choose to save to your Scoreboard with Use. If you turn on the weekly Meta Read, the same totals for the last two weeks are read once a week and sent to Anthropic, as described above, and are not stored. We store the connection itself (encrypted), the name on the Facebook login, the ad account and the Page you pick and the Instagram account linked to it, never your ads, your posts, your audiences, your followers' identities or anything about the people who saw them, and we never create, post, pause or change anything in your Meta accounts. Disconnecting removes the connection and revokes our access.
• Intuit (QuickBooks Online) — only if you, as the owner, choose to connect your QuickBooks company on Owner's Box. When you connect we read your company's name. When you press Pull we read four reports — the Balance Sheet, the Profit and Loss by month, and the A/R and A/P aging summaries — for the month-end you pick and hand them to your browser without storing them. We ask QuickBooks for its accounting permission and nothing else. Intuit's permission would also allow changes, but we only read: we never create, change or delete anything in QuickBooks. We store the connection itself (encrypted), your company's name and ID and when you last pulled. Disconnecting removes the connection and revokes our access; you can also remove it from your Intuit account.

Course and conference codes

If your plan includes a seat on the course or a conference invite, we issue a code against your account. When you redeem one, GameTime's own staff match that code to your name in order to enrol you — so redeeming a code tells them who you are.

We may also disclose information if the law requires it, or to protect our rights or someone's safety. If our business is ever sold or merged, your information may transfer with it, and we will tell you before that happens.

What the Staff cannot do

The AI Staff has no access to the web. It cannot browse, search or fetch a page. When you give us the address of your website or your Google Business Profile, we pass that address to an agent as text you typed — the agent has not read the page and is told so explicitly.

What other people can see

Most of what you put into GameTime OS is visible only inside your own business. Four things are not, and they are worth knowing before you use them.

The League. Posts, replies and votes you write in The League are visible to other operators there — not just to your business. Your name and handle are shown on them. Anyone there can report a post; reports, and the AI read described above, go to the League Office, and a person decides what happens next.

Your profile. Your public profile page shows your name, handle, photo, cover image, the short description you write and any social links you add. It is visible to other people using the product, outside your own business. Everything else on your account — your address, phone, date of birth and company details — stays private, except that if you run a business, your phone number and the email address you sign in with also show on your own card on My Team, to your team, as described above. If you joined a team, the phone number and photo you save on your profile also show on your card on that team's My Team.

Your team. Teammates you invite see the work items in your business — Plays, Drives, Flags and Messages — and the phone numbers and email addresses on My Team, yours included, as described above. They never see your sales figures, your billing, anything on Owner's Box, or your hiring records.

Your brand, if you belong to one. Some businesses here belong to a brand — one head office and many independent operators. That brand's Front Office publishes the Game Plans and Assignments you read on your Playbook pages, and a person from it can take a seat on your Team so they can coach you. While they hold that seat they see your business as a General Manager does — Plays, Drives, Flags, Scoreboard, sales figures, Huddle, team — and can work in it alongside you. The seat shows on your My Team screen with their name on it, you can remove it yourself at any time, and it does not consume a seat your plan pays for. On its own desk the Front Office sees your name, your company name and when you last signed in — nothing else about your business. If a brand added your email address before you had an account, it holds that address as a pending invitation until you sign up and finish setting up, and it can withdraw it. Your Coach AI conversations are not included. We send your brand no reports, and it cannot read across its operators: one business at a time, by opening it.

Cookies and local storage

We use no advertising cookies and no tracking pixels, ever.

A few things are stored in your own browser. Signing in keeps a session token there, which is what stops you having to log in on every page. The free calculators keep the figures you type, so they are still there when you come back; those figures are not sent to us unless you ask us to email them. The app remembers how you left it: light or dark, which sections you folded, and small working notes such as a League post you have not finished, a figure from Google you chose not to take, or that you chose to set up your own business rather than join a team that added your email address. And if you open a team invite link or the join screen before you have finished signing in and joining, your browser keeps a note that you came to join a team, along with the invite code if you came with one, so the join screen is waiting for you when you come back. That note is removed once you join in that browser, the invite code in it is not used more than a day after it was saved, and the app stops using it no later than seven days after you last opened the join screen. Clearing your browser's site data removes all of it.

When you press Connect on QuickBooks, Google, Meta or Jobber, we set one cookie that lasts ten minutes: a random code that proves the sign-in coming back from that service was started in your browser, so a link someone else started can't attach their account to your business or yours to theirs. It is sent only to our connection for that service, carries nothing else, and is cleared as soon as you come back.

Free calculator emails

If you ask us to email you a result from the free calculators, we send your figures to your address through Resend and do not store the figures. We keep your email address, which calculator you used, whether you ticked “Also send me GameTime OS news”, whether the email went out, and the date. The box starts unticked: we only write to you again if you ticked it, and you can say stop by replying to any email we send. To have your address deleted, email us at the address at the bottom of this page.

How long we keep things

Your account data is kept for as long as your account is open. When you close it, we delete your data within 30 days, except where we are required to keep records longer.

Video is different, by design. Every clip is created with a deletion date attached. The app stops showing it after four weeks and the hosting provider deletes it shortly after. Huddle Highlights always age out on that schedule. The only clips that survive are older Message videos promoted to the Film Room, which makes them permanent on purpose.

Your choices

You can ask us to show you what we hold, correct it, delete it, or send it to you in a portable form. Depending on where you live you may also have the right to object to certain processing or to complain to a regulator. Email support@whygametime.com and we will respond within 30 days.

Security

Data is encrypted in transit and at rest. Access to your rows is enforced in the database itself rather than only in the application, so another operator cannot read your business by asking differently. No system is perfect, and we will not pretend otherwise — if we ever have a breach that affects you, we will tell you.

Location

We are based in the United States and your information is processed there. Our processors may operate globally. If you are in the European Economic Area or the United Kingdom, transfers are made under standard contractual clauses or an equivalent mechanism.

Children

GameTime OS is a tool for running a business and is not intended for anyone under 18. We do not knowingly collect information from children.

Changes

If we change this policy in a way that matters, we will update the date at the top and tell account holders by email. Continuing to use the product after a change means you accept it.

Contact

GameTime Brands — support@whygametime.com