Privacy Policy for the Beneos VTT Browser Extension

Last updated: 7 November 2026

This policy explains what the Beneos VTT browser extension does with your data. It applies to the extension only. Our shop and website are covered by our general Privacy Policy, which continues to apply to everything else.

This policy is limited to practices the extension actually performs. It does not reserve rights we do not exercise.

Terms used in this policy.

Virtual tabletop, abbreviated VTT: browser-based software for playing tabletop role-playing games, in which a game is held as a document on the provider's own servers. Section 7 names every platform the extension supports and where each one is operated. At the time of this version, that is Roll20.
Your game: one game on such a platform. Different platforms call this a campaign, a game or a table; this policy uses "game" throughout.
Your table: the people who have access to that game, which normally means your players.
Your Beneos key: a value our server issues for one game, and which the extension needs in order to load the content your subscription covers. The extension's own interface currently calls this your stream key.
The extension: the Beneos VTT browser extension, and nothing else.

1) Information on the Processing Described Here and Contact Details of the Controller

1.1 The controller for the processing described here, within the meaning of Article 4(7) GDPR, is Benjamin Härmstädt, Beneos Battlemaps, Rhönstraße 3, 64832 Babenhausen, Germany, Phone: +49 170 3224178, e-mail: legal@beneos.net. VAT identification number: DE348036429.

1.2 We have not appointed a data protection officer, because we are not required to do so. Data protection enquiries reach us directly at the address above, and we answer them ourselves.

2) Scope of This Policy

2.1 This policy covers the extension and the Beneos servers it communicates with.

2.2 It does not cover the virtual tabletop platform you use. Each such platform is operated by a separate company, you hold your own account and your own agreement with that company, and its own privacy policy governs what it does with the data held in your game. We are not the controller for that processing. Sections 6 and 7 describe the one point at which the extension and your platform meet, because it is relevant and easy to overlook.

3) Data Stored on Your Device

3.1 The extension stores the following in your browser's local extension storage. This storage belongs to your browser profile on your own computer. It is not synchronised to any Beneos server, and it is not synchronised through your browser account.

Your e-mail address. So that you do not have to enter it again at each sign-in. It leaves your device when you sign in, see section 4.
A pairing identifier. A random value the extension generates once. It links this browser to your Beneos account, so that signing in once is sufficient. It leaves your device with every sign-in and every key request, see section 4.
Your Beneos key. Issued by our server for one game. It originates with us, and section 6 describes where it is then stored.
Your settings. Sound on or off, volume, still-image mode, character sheet version, token perspective, the tab you last had open, background source, and the browser tabs on which you have permitted the window. These never leave your device.
Which in-app notices you have read. So that the same notice is not shown to you twice. This never leaves your device.
A record that you consented to this policy. The date of your consent and the version of the notice you consented to. Nothing further: no address and no identifier. We are required to be able to demonstrate that consent was given, and this record is the whole of it. It remains on your device, alongside the data it refers to.

3.2 You can delete all of it at any time by removing the extension. Uninstalling an extension deletes its local storage, and nothing of it remains in your browser. Section 11 describes the control that deletes your account data without uninstalling anything.

4) Data the Extension Transmits to Us

The extension contacts Beneos servers in the following four situations and in no others. Each is listed with the data it carries.

4.1 Requesting a sign-in code

When you enter your e-mail address and request a sign-in code, the extension transmits your e-mail address and the pairing identifier of this browser. We then send you a one-time code by e-mail.

Purpose: to allow you to sign in to your existing Beneos account without entering a password into a browser extension.

Legal basis: Article 6(1)(b) GDPR, performance of our contract with you. You purchased access to Beneos content, and signing in is the means of reaching it.

4.2 Submitting the code

When you submit the code, the extension transmits your e-mail address, the code and the pairing identifier. If the code is correct, we record that this browser belongs to your account. The code is single use and is not stored by the extension.

Legal basis: Article 6(1)(b) GDPR.

4.3 Requesting a Beneos key for a game

When you first use the extension in a game, it requests a Beneos key for that game from our server. It transmits:

The pairing identifier, so that we know which account is making the request.
A one-way fingerprint of the identifier your platform uses for that game. This is a SHA-256 hash. The identifier itself never leaves your device. We use the fingerprint to recognise the same game again, and we cannot derive the original value from it.
The name of the game, truncated to at most 96 characters. This is a label you chose yourself, and it is transmitted in readable form so that you can distinguish your own games in your Beneos account. If you prefer not to disclose it, rename the game on your platform before using the extension there.
An identifier for the platform, so that we know which kind of game the request relates to. For Roll20 this is the fixed value "roll20".
The Beneos key you already hold, if any, so that we return the same key rather than a new one. A new key would cause every map you have already placed to stop loading.

Purpose: to issue the key that allows your game to load the content your subscription covers.

Legal basis: Article 6(1)(b) GDPR.

4.4 Loading news items and the content catalogue

The extension loads the Beneos news items and the content catalogue. These requests carry no account data whatsoever: they are public files, identical for everyone, and they are retrieved without your key and without your identifier.

Legal basis: Article 6(1)(f) GDPR, our legitimate interest in presenting the content that exists and informing you of changes to the service.

4.5 Server log data

As is usual for a web server, ours record each request: the IP address it originated from, the date and time, the address requested, the response status, and the browser identification string your browser transmits. We use these records to operate the service and to detect and prevent abuse. We do not use them to build a profile of you, and we do not combine them with your account in order to analyse your behaviour.

Legal basis: Article 6(1)(f) GDPR, our legitimate interest in operating a functioning and secure service.

5) Data the Extension Does Not Collect

5.1 The absence of a practice cannot be observed, so we state it. The extension does not collect:

your browsing history, or any record of the websites you visit;
the content of any page other than the game page of a supported platform (section 7);
anything you type, with the sole exception of the e-mail address and the code you enter into the extension's own sign-in form;
your location;
analytics, usage statistics or telemetry of any kind. The extension contains no analytics code;
advertising identifiers. We do not use the extension for advertising;
your password or account details for any virtual tabletop platform, your chat messages, your characters or your other games.

5.2 We do not sell your data, and we do not disclose it for any third party's advertising.

6) Data Written Into Your Game

6.1 In order to place an animated map, the extension stores a map address in the scene of your game, and that address contains your Beneos key. Two consequences follow, and we state them rather than leave them to be discovered:

The address is stored in your game, which means the operator of your virtual tabletop holds it. Section 7 names that operator and the country it operates from. We do not transfer the address there: your own browser writes it into the document you hold with that operator, under your own agreement with them.
Anyone at your table who can inspect the scene can read the key. Section 6.2 sets out what that does and does not mean for you.

6.2 What the key is, and what it is not. Your Beneos key identifies a game. It grants no permission, it is not a password, and it is not tied to your identity: it cannot be used to sign in to your Beneos account, to view your e-mail address, to alter anything, or to obtain content your subscription does not cover. We treat it as a name, not as proof of permission.

6.3 What is never written into your game. Your e-mail address, your sign-in code and your pairing identifier remain within the extension's own background service. They are never written into any field on your virtual tabletop and are never exposed to its pages.

7) The Virtual Tabletop Platforms the Extension Supports

7.1 This section names each platform the extension works with, together with its operator and the country from which it is operated, because that is where the data described in section 6 is held. Before the extension supports a further platform, we add a paragraph for it to this section, so that this information is available to you before the data exists, and not afterwards. We are not the controller for what an operator does with the data held in your game there; your own agreement and that operator's own privacy policy govern it.

7.2 Roll20

Operator: Roll20, LLC, United States of America.

According to its own Terms of Service and Privacy Policy, the service "is controlled, operated and administered by Roll20, LLC and its affiliates from their offices within the United States of America", and personal data "may be transferred, stored and processed in the United States or any other country" in which it or its service providers maintain facilities. The map address described in section 6 is therefore held in a third country within the meaning of Chapter V GDPR.

This disclosure is not a transfer by us. It arises from your own use of a service you have contracted with, and your browser performs it. We inform you of it because you may not expect it and because you cannot observe it without inspecting the scene yourself.

Roll20 states that it has appointed the Prighter Group as its privacy representative for the European Union within the meaning of Article 27 GDPR. Rights relating to the data held in your Roll20 game are exercised against Roll20, and that representative is the point of contact for it.

8) Processors and Other Recipients

8.1 We use the following service providers. Each processes data solely on our instructions, under a data processing agreement as required by Article 28 GDPR.

OVH SAS, European Union. Hosting for beneos.cloud and www.beneos-database.com: the account service, the sign-in endpoints and the content catalogue.
Brevo (Sendinblue SAS), European Union. Dispatch of the sign-in code by e-mail. They receive your e-mail address for that purpose.
Cloudflare, globally distributed, including the United States. Operation of gate.beneos.stream and r.beneos.stream, which deliver the map files and resolve map addresses. These requests carry your Beneos key and the usual connection data, including your IP address.

8.2 Transfers outside the European Union. Cloudflare operates a worldwide network, so a request from your browser may be handled by a server outside the European Union, and data may be processed by Cloudflare, Inc. in the United States. That transfer is covered by the European Commission's Standard Contractual Clauses, which form part of the Cloudflare Data Processing Addendum we have agreed to. You may request a copy of the relevant terms at the address in section 1.

8.3 Beyond these, the extension uses no third-party services. It loads no code, fonts, scripts or trackers from anyone else: everything it requires is contained within the extension itself.

9) Duration of Storage

9.1 The periods below apply to the data described in sections 3 and 4.

Everything in your browser's local extension storage: until you withdraw your consent or uninstall the extension. It is held on your device and under your control.
Your sign-in code: it expires shortly after issue and is single use.
Your account data, the pairing of this browser to your account, and the game fingerprints and labels: for as long as you hold a Beneos account. If you request deletion of your account, we delete them, except where we are required by law to retain records, for example tax records relating to a purchase.
Server log data: we retain it only for as long as we require it to operate and secure the service, and we delete it thereafter.
The map address held in your game: this is not held by us. It remains in your game until you remove it there, and the operator named in section 7 determines its retention. Section 11.3 describes what happens to it when you withdraw your consent.

10) Your Rights

10.1 Under the GDPR you have the right to:

access your data and receive a copy of it (Article 15);
rectification of inaccurate data (Article 16);
erasure (Article 17);
restriction of processing (Article 18);
data portability, that is, to receive your data in a machine-readable form (Article 20);
object to processing we base on a legitimate interest (Article 21). This applies to the processing described in sections 4.4 and 4.5.

10.2 To exercise any of these, write to legal@beneos.net. We will respond within one month. We do not charge for this, and we do not require a reason.

10.3 These rights are exercised against us and cover the data we hold. For the data held in your game on a virtual tabletop platform, they are exercised against that platform's operator, named in section 7.

10.4 You may also lodge a complaint with a supervisory authority. The authority responsible for us is Der Hessische Beauftragte für Datenschutz und Informationsfreiheit, Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany. You may also complain to the authority of your place of residence or employment.

11) Consent and Withdrawal

11.1 Before the extension transmits anything to us for the first time, it sets out what it will transmit and requests your consent. Until you consent, it makes no request that carries your data.

11.2 You may withdraw at any time. The extension's panel contains a control that signs you out and deletes your e-mail address, this browser's pairing identifier, your Beneos key and the consent record from your device. It is a single action, in the same place in which you consented. Your settings remain, because playback preferences contain no information about you.

11.3 One consequence is stated before the action and not after it. Deleting your Beneos key causes maps you have already placed in your games to stop loading, because the key forms part of every map address. Signing in again issues a new key and not the previous one, so those scenes must be set up again. The control states this before it acts, and it requires a second confirmation.

11.4 Uninstalling the extension removes everything it stored, including the consent record.

11.5 Where we rely on your consent, you may withdraw it at any time, and withdrawal does not render the processing carried out before it unlawful. Where we rely on Article 6(1)(b) GDPR, the contract, declining means we cannot provide you with access to the content, because signing in is the means by which access operates.

12) Google's Limited Use Requirements

12.1 Our use of information received from Google APIs, and of all data the extension obtains, adheres to the Chrome Web Store User Data Policy, including its Limited Use requirements. In particular:

we use the data only to provide and improve the single purpose stated in the extension's Chrome Web Store listing, which is streaming Beneos content into a game on a supported virtual tabletop (section 7);
we do not transfer the data to others, except as necessary to provide that purpose through the processors named in section 8, to comply with applicable law, or as part of a merger or acquisition, in which case we would request your consent;
we do not use or transfer the data for serving advertisements;
we do not use or transfer the data to determine creditworthiness or for lending purposes;
we do not allow humans to read the data, except with your explicit consent for a specific request, where it is necessary for security purposes such as investigating abuse, to comply with applicable law, or where the data is aggregated and anonymised for internal operations.

13) Security

13.1 Every request the extension makes uses HTTPS, so that what passes between your browser and our servers is encrypted in transit. The extension holds no unencrypted connection and contains no plain HTTP address.

13.2 Your e-mail address, your pairing identifier and your Beneos key are handled solely within the extension's background service and are never passed to a virtual tabletop's own pages. The extension requests the narrowest browser permissions with which it can operate, and it can act only on the sites listed in its store entry.

14) Children

14.1 The extension is not directed at children, and we do not knowingly collect data from children. If you believe that a child has provided us with data, write to us and we will delete it.

15) Automated Decision-Making

15.1 We do not use automated decision-making or profiling within the meaning of Article 22 GDPR.

16) Amendments to This Policy

16.1 If what the extension does with your data changes, we amend this page first and change the date at the top. If a change means that we collect something new, the extension informs you within its own interface and requests your consent again before it does so. We do not rely on a silent update to a web page for that.

16.2 The addition of a further virtual tabletop platform is such a change. It receives its own paragraph in section 7, naming its operator and the country from which it is operated, before the extension works with it.

17) Contact

17.1 Beneos Battlemaps, Benjamin Härmstädt, Rhönstraße 3, 64832 Babenhausen, Germany, e-mail: legal@beneos.net.