Ethereal Arcades Privacy Policy

Who we are

Ethereal Arcades LLC operates etherealarcades.com. This policy covers visits to our website, messages to the studio, and contributor applications through our linked Google Form. For privacy questions or requests, email support@etherealarcades.com.

Information you provide

When you use our contact form, we receive your name, email address, chosen topic, and message. If you email us directly, we receive your contact details and whatever you include in the email. We use this information to answer inquiries, handle support requests and bug reports, and discuss press, partnerships, or email preferences.

The “Newsletter & Email Preferences” topic is for questions. Submitting this form does not subscribe you to a newsletter. Please do not include passwords, payment details, or unnecessary sensitive information.

Contributor applications can include your preferred name, email and other contact details; profile or portfolio links; country or region and time zone; age group and guardian availability; experience, work samples or résumé links; availability; role-specific skills, tools, equipment and recording needs; and information about the creation and ownership of submitted work. We use applications to assess interest and suitability for contributor roles, communicate with applicants, and consider unsuccessful applicants for future openings during the retention period below.

Who handles your information

Austin and Kaydence handle Support and contributor applications within the studio. This describes studio-team access; service providers and authorized administrative tools also process information to perform their functions.

Our website contact form sends submissions to Web3Forms for processing, storage, spam prevention, and email delivery to support@etherealarcades.com. Support messages are forwarded to our Management group using Google’s group services. Web3Forms uses infrastructure providers and says it may send submitters’ IP addresses and email addresses to CleanTalk and Akismet for spam screening. Its privacy policy is at https://web3forms.com/privacy.

We use Google Workspace email, groups, forms, and spreadsheets for correspondence and new contributor applications. Google’s Cloud Data Processing Addendum (https://cloud.google.com/terms/data-processing-addendum/) describes processing of Workspace content, while its Cloud Privacy Notice (https://cloud.google.com/terms/cloud-privacy-notice) covers technical service information. Earlier application records remain in Google services managed separately from our Workspace account; Google’s Privacy Policy (https://policies.google.com/privacy) describes Google’s processing through those services.

Website delivery and security

Cloudflare provides website hosting and security. It processes technical information such as IP addresses, traffic-routing information, and system information to deliver and protect the website. Depending on the enabled hosting features, Cloudflare may also process usage and performance measurements. See https://www.cloudflare.com/privacypolicy/.

The contact page loads Web3Forms and hCaptcha security services before you submit a message. hCaptcha processes security-check responses and interaction information, such as mouse or touch activity, to distinguish people from automated traffic. Security services can use cookies or similar technologies. See https://www.hcaptcha.com/privacy.

YouTube and external services

Our playlist feature loads a YouTube player only after you select “Load YouTube playlist.” It does not request its YouTube player or thumbnail before that choice. Loading it connects your browser to Google/YouTube, which can receive technical information and information about your interaction with the player.

We use YouTube’s privacy-enhanced player. That limits certain uses of embedded video views for personalization; it does not prevent all data processing. Your use of Google/YouTube services and account settings may affect how Google handles your information. Following a link to another service also brings you under that service’s privacy practices. See https://policies.google.com/privacy.

Cookies and browser choices

Our security and embedded-media providers may use cookies or similar browser technologies. You can manage cookies in your browser, although blocking them may affect forms, security checks, or media playback. You can contact us by email instead of using the website form, and you can leave the YouTube player unloaded.

Our website’s own scripts do not change their behavior in response to a browser Do Not Track signal. Provider services may apply their own privacy controls and signal-handling practices. Do Not Track is not a substitute for the choices described above.

How long information is kept

We keep unsuccessful Google applications for consideration for future openings for one year after the decision not to select the applicant. Records may be retained longer where required by applicable law or a legal hold. This period does not describe contracts or other records created if someone joins the team.

We keep routine Support and Management inquiries for one year after the inquiry is resolved, then delete them unless they are needed for a legal obligation or a dispute. This rule applies to our inquiry records, not the separate Web3Forms storage period described below.

Our Web3Forms contact form is currently configured to retain submissions for three years. Its shorter dashboard history window does not mean those submissions have been deleted. This provider setting is separate from our email correspondence and application-retention practices.

Providers also have their own recovery, security-log, and backup arrangements. Deleting an email does not necessarily delete a stored form submission, a forwarded copy, or a backup. Google’s deletion processes (https://policies.google.com/technologies/retention) can retain recovery or backup copies for a period after deletion. The studio’s application-retention period is not a promise that every provider backup disappears immediately on the same date.

Where information is processed

The providers described above operate internationally. Information may be processed outside the country where you live. Their linked terms describe the safeguards and processing arrangements that apply to their services.

Privacy questions and requests

Email support@etherealarcades.com to ask about this policy or request access to, correction of, or deletion of information you have provided. Describe your request and, where possible, write from the address associated with your message or application. We may need information to verify your identity before acting. The rights available, response requirements, and exceptions depend on applicable law, including any obligation to preserve records.

Changes to this policy

Changes will be posted on this page with an updated effective date. Additional notice will be provided where applicable law requires it.