How we protect family information in the Guild.

This Privacy Policy applies to Guild of Imagination LLC, Guild of Imagination, https://guildofimagination.com, https://guildofimagination.com, online clubs, booking pages, contact forms, email communication, community spaces, video sessions, and related online services we operate.

Privacy contact: info@guildofimagination.com or /contact/#contact-form.

Operator mailing address: TBA

Operator phone number: TBA

If more than one operator collects information through our services, this policy will identify the operator or service provider where appropriate. Guild of Imagination will respond to parent questions about our privacy practices.

This policy explains how we collect, use, share, protect, retain, and delete information connected to our online clubs and family services.

Our programs are designed for children and teens ages 8 to 17. Because some participants are under 13, this policy includes a Children’s Privacy and COPPA section.

This policy covers information collected through our own website and services. If your family joins through a marketplace, payment processor, game platform, video platform, or other third-party service, that service may have its own privacy policy and terms.

We may collect information a parent or guardian provides through registration, booking, checkout, forms, support messages, parent communication, consent flows, account setup, and program participation.

This may include parent or guardian name, email address, phone number, billing details, account information, child name, child age or birthdate, club selection, schedule, interests, experience level, notes about fit or support needs, missed-session details, refund or cancellation requests, and messages sent to us.

Payment card information is handled by payment processors such as Stripe, PayPal, WooCommerce-connected payment tools, marketplace partners, or similar providers. Guild of Imagination does not need to store full payment card numbers to run clubs.

We try to collect only the information reasonably needed for a child to participate safely and successfully.

Depending on the club, we may collect or receive a child’s first name, display name, age range, club participation, video or audio during sessions, chat messages, creative work, character ideas, game choices, parent-approved game platform details, and session-related activity.

Children should not share home addresses, phone numbers, private usernames, school names, exact locations, or other personal identifying information in sessions, community spaces, chat, or gameplay.

For children under 13, we require parent or guardian involvement and consent before collecting, using, or disclosing personal information from the child, except where the Children’s Online Privacy Protection Act allows a limited exception.

We may obtain parental consent through parent registration, checkout, account setup, direct consent forms, parent communication, identity or age verification steps, or a platform-based consent process when appropriate.

If we learn that we collected personal information from a child under 13 without required parent consent, we will take reasonable steps to delete that information or obtain proper consent.

We do not condition a child’s participation on the child providing more personal information than is reasonably necessary for the club or service.

When COPPA requires a direct notice, we will provide the parent or guardian with information about what we collect from the child, how we use it, whether we disclose it, how the parent can consent or refuse consent, and how the parent can contact us.

If we make a material change to how we collect, use, or disclose personal information from children under 13 in a way that requires new consent, we will provide notice and request consent as required.

If a parent does not provide required consent within a reasonable time, we may delete the parent contact information collected for that consent process and the child may not be able to participate.

We use information to register families, process bookings and payments, deliver clubs, match children with appropriate groups, run live sessions, provide support, communicate with parents, manage accounts, send club updates, enforce conduct expectations, protect safety, troubleshoot technology, provide missed-session access, process refunds or cancellations, improve services, and comply with legal obligations.

We may use parent contact information to send family updates, support messages, schedule reminders, billing notices, policy notices, and marketing communications. Parents can unsubscribe from marketing emails.

Guild of Imagination sessions may be recorded. Recordings may include a child’s image, voice, display name, gameplay, chat, creative work, or participation.

We use recordings for safety, missed-session access, quality review, support, Guild Master review, parent follow-up, and program improvement. We do not publish a child’s image, voice, full name, or identifiable session recording publicly without additional parent permission.

Session recordings and related materials are for enrolled families, Guild Masters, staff, and authorized support uses. Families should not share private session links, recordings, downloads, or club materials publicly.

When we offer community spaces, group messages, chat, forums, downloads, or other interactive features, we may collect posts, replies, profile information, display names, uploaded content, and activity needed to run the community.

Community activity must follow Guild rules. Children may not exchange personal identifying information. We may review, remove, restrict, or preserve content when needed for safety, moderation, support, or legal reasons.

Parents should contact us if they believe a child shared personal information in a session or community space.

Our websites and tools may collect device, browser, IP address, cookie, referral, page activity, and similar technical information for security, analytics, site operation, support, and internal operations.

We do not use children’s personal information for behavioral advertising. If we use marketing or advertising tools, they are intended for parent audiences and not for behavioral advertising to children under 13.

Families can manage cookies through browser settings. Some site features may not work properly if cookies are disabled.

We do not sell children’s personal information.

We may share information with service providers that help us operate the Guild, such as website hosting, booking, payment processing, scheduling, email, CRM, forms, support, video conferencing, community tools, analytics, security, and storage providers.

We may share information with Guild Masters, staff, contractors, and support providers when they need it to deliver clubs, support families, keep sessions safe, or handle parent communication.

We may disclose information if required by law, to protect safety, to enforce our terms or policies, to respond to legal process, or in connection with a business transfer such as a merger, sale, or reorganization.

Our services may use tools such as WordPress, WooCommerce, Stripe, PayPal, GoHighLevel, video conferencing tools, email tools, hosting providers, analytics tools, community tools, support tools, and game or marketplace platforms.

When families enroll through third-party platforms such as Outschool, Recess, game platforms, VR platforms, payment processors, or video tools, those platforms may collect information under their own privacy policies.

We take reasonable steps to work with service providers that can protect personal information and use it only for the services they provide to us.

Parents and guardians may contact us to ask what personal information we have collected from their child, request correction, request deletion, refuse further collection or use, or revoke consent.

To protect children and families, we may need to verify that the person making the request is the child’s parent or guardian before we provide, change, or delete information.

If a parent asks us to delete information or stop further collection that is necessary to provide a club, the child may no longer be able to participate in some or all services.

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, use, loss, misuse, disclosure, alteration, or destruction.

No online system can be guaranteed to be completely secure. Families should use strong passwords, keep account access private, and contact us if they believe an account or session link has been misused.

We keep personal information only as long as reasonably necessary for the purposes described in this policy, including club delivery, account management, support, safety, legal, tax, accounting, dispute resolution, policy enforcement, and business records.

When information is no longer needed, we take reasonable steps to delete it, de-identify it, or securely retain it only as required or permitted by law.

Children’s personal information collected online is retained only for as long as necessary to fulfill the purpose for which it was collected, unless a longer retention period is required by law or reasonably needed for safety, legal, or dispute-resolution purposes.

We may send marketing emails to parents and guardians. Parents can unsubscribe from marketing emails using the unsubscribe link or by contacting us.

We do not knowingly send behavioral advertising to children under 13 using children’s personal information.

We will not publicly use a child’s full name, image, voice, testimonial, recording, or identifiable creative work for marketing without parent permission.

Our services may refer families to third-party websites, game platforms, VR platforms, marketplaces, payment processors, or video tools. Their privacy practices are governed by their own policies.

Parents should review game, platform, headset, marketplace, and account privacy settings before a child participates in a game-based or VR club.

We may update this Privacy Policy from time to time. The updated version will be posted with a new last updated date.

If we make material changes to our children’s privacy practices that require new consent, we will provide notice and request consent as required by law.

Use the contact form at /contact/#contact-form or email info@guildofimagination.com.

For parent requests about a child’s information, please include your name, your child’s name, the club or account involved, and the request you are making. We may ask for additional information to verify that you are the parent or guardian.