Privacy Policy

Effective November 3, 2026

The short version

Residents and players never need an account — they join with a first name and room number. Only the facility hosting the game (the activity director) has an account. We never ask for birthdays, health, medical, diet or payment information. We do not sell data and we do not show ads.

What the game uses

• Facility account. The host facility signs in with an email address, a password (stored only as a secure hash) and the facility’s name, so its game room and resident list stay its own.
• Resident list and participation. A facility may keep a list of its residents for the game — name, room, and optionally bed and hall — typed in, uploaded from a census, or added when a resident joins a game. We record which days each resident played so the facility can report participation. This list is private to that facility’s account: other facilities, players and phones never see it. The facility can edit it, mark residents as moved out, or erase the whole list and all history at any time. When a census photo or file is uploaded, its text is read by our AI service (Microsoft Azure OpenAI) only to pull out names and rooms; the photo itself is not kept.
• Player first names and room labels. When you join a game on your phone you type a first name and your room number (family and visitors choose “Family / Visitor” instead) so the host can see who answered and count who played. Family and visitors are never added to a resident list.
• Answers during a game. Answers you submit are used to score the game and show the leaderboard.
• Settings on your device. Your game settings, a random device ID for your room code, and your personal stats (games played, best streak) are stored only in your browser or app on your own device.
• Read-aloud and new questions. To read a question aloud or create new questions, the question text is sent to our AI voice and text service (Microsoft Azure OpenAI). No personal information is included.
• Basic server logs. Like any website, our server briefly records technical information such as IP address to keep the service secure and prevent abuse.

Children

Beat the Clock is designed for adults and family groups and does not knowingly collect personal information from children.

Contact

Questions? Contact Checkmate Community through checkmatecommunitytx.org.