This policy describes how SubZero Studios LLC (“we,” “us,” or “our”) handles information when you use our website and related services (the “Site”). It is provided for transparency and is not legal advice. If you need certainty for your situation, consult a qualified attorney.

1. Who we are

The Site is operated by SubZero Studios LLC. For privacy-related requests, reach us through the same channels we publish on the Site (for example, our public Discord invite, when shown in the footer or on our contact pages).

2. Information we collect

Depending on how you use the Site, we may process:

• Account and Steam sign-in. If you sign in with Steam, we receive identifiers and profile details from that process (such as your Steam ID, display name, and avatar URL) and store them with your account. We also store internal account fields needed to run the Site (for example, a placeholder email format used by our application framework, login timestamps, and role flags such as staff or contributor status where applicable).
• Sessions and security. We use cookies and similar technologies to keep you signed in, protect against abuse, and maintain basic session state. Standard server and application logs may include information such as IP address, user agent, timestamps, and requested URLs.
• Usage logging. For many HTML pages, we record the URL path visited, the time of the request, and, if you are signed in, an internal user reference. We do not use this for JSON/API responses, and we exclude certain staff and internal routes from this logging.
• Content you provide. When you use community features, we store the information you submit or publish—such as creator profiles (display name, bio, links, skills, organization details when provided), learning guide pages you author, Games of the Week submissions or votes, organization verification or membership requests, staff directory content where applicable, and similar records tied to your account.
• Notifications. We may store in-app notifications and related metadata so you can see activity relevant to your account.
• Steam Web API. To display public Steam profile information (such as avatars) on the Site, our servers may request data from Valve’s Steam Web API using credentials we configure. Those requests are subject to Valve’s terms and policies.

3. How we use information

We use the information above to:

• Provide, operate, and improve the Site and its features;
• Authenticate users and maintain sessions;
• Display public profiles and community content you choose to publish;
• Communicate operational messages and on-Site notifications where applicable;
• Protect the security and integrity of the Site, investigate abuse, and comply with law when required.

4. Legal bases (EEA, UK, and similar regions)

Where GDPR or similar laws apply, we rely on appropriate bases such as: performance of a contract (providing the services you request); legitimate interests (security, fraud prevention, improving the Site, and understanding aggregate usage), balanced against your rights; and consent where we specifically ask for it.

5. Sharing of information

We do not sell your personal information. We may share information with:

• Service providers that help us host, operate, or secure the Site (for example, hosting or infrastructure vendors), subject to confidentiality and processing terms.
• Valve / Steam when you use Steam sign-in or when our servers call Steam’s APIs, as governed by Valve’s policies.
• Law enforcement or others if we believe disclosure is required to comply with law or to protect rights, safety, or security.

Some features may display information you have made public on the Site (for example, a published creator profile) to other visitors.

6. Retention

We keep information for as long as needed to provide the Site, meet legal obligations, resolve disputes, and enforce our agreements. You may be able to remove or update certain content through the Site (such as editing or deleting a creator profile where that feature exists). For other deletion requests, use the channels described under Who we are; we may need to verify your request.

7. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing. To exercise these rights, reach us through the channels described under Who we are. We may need to verify your identity before fulfilling certain requests. You may also have the right to lodge a complaint with a supervisory authority.

8. International transfers

We may process and store information in the United States or other countries where we or our providers operate. If we transfer personal information from regions that require safeguards, we use appropriate mechanisms as required by applicable law.

9. Children

The Site is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact us through the channels under Who we are, and we will take appropriate steps to delete it.

10. Third-party sites and embeds

The Site may link to third-party websites or services (for example, Discord, YouTube, or partners). Their privacy practices are governed by their own policies. Embedded content may set or read cookies according to the third party’s rules.

11. Changes

We may update this policy from time to time. We will post the revised version on this page and update the “Last updated” date. Continued use of the Site after changes means you accept the updated policy, to the extent permitted by law.