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Information Access Rules


This page is a supplement to the Privacy Policy. While the Privacy Policy is a legal document which describes how we may use data, this is an informational document which describes who can see certain data. This is not a legal document, and does not represent part of our Terms of Service or Privacy Policy. This document represents our current practices at time of writing, and may be outdated or updated without notice.

Last updated: November 14, 2022

Collection of Personally Identifying, Private, and Confidential Information

We collect, store, process, and use a large number of types of information. Most of this information is related to one or more of our users, however, very little of it is information that could be used to identify you in an automated way. Some examples include Events, Reviews, Forum Posts, and Blog Posts. None of these routinely contain personal information, however they are linked to user accounts (which do), and they do include free text fields (which might incidentally contain names or other personal information).

We collect, store, process, and display this information based on your consent (both express and implied), in support of our legitimate interests and those of the Judge Program, and in accordance with applicable law.

We use this information to develop, operate, and maintain our websites. We use it to provide information to Judge Program leadership and to other Judge Projects. Finally, we store information to allow us to investigate and debug issues related to our websites, to monitor and improve site performance, to protect our sites and our users, and to resolve problems and add features to the site. We may use the information that we have collected in ways other than those listed here in order to analyze, respond to, and recover from an attack, disaster, or other incident.

Structured Personally Identifiable Information

To the best of our knowledge, the only information we intentionally collect that someone could possibly use to uniquely identify you is the following:

  • Username (if you choose one that identifies you personally)
  • First and Last Name
  • Location (City, US State, and Country)
  • Email Address (if you use one that identifies you personally)
  • GEM Number
  • IP Address
  • (optional) Judge Profile Photo
  • (optional) Phone number
  • (optional) Your usernames on other websites and communications platforms

We use this information to refer to you (on staff lists, for example), to allow other users to search for you, to display information about you to other users, and to maintain an accurate record of your Judge membership. Access to this information is described in “Right to Privacy”, below.

If you would like to correct any of this information, you may do so via your judge profile, except as follows:

  • Username, Real Name, and GEM Number can be corrected by contacting an admin
  • IP address is collected automatically by our web server

Unstructured Personally Identifiable Information

Many parts of the site contain free text fields, such as forum posts, or reviews. Sometimes, those fields may contain names or other information that identifies a person. We do not link those fields to users or persons who are referred to, and we do not perform any profiling, processing, or targetting based on PII which may incidentally be contained in these fields. Access control for this type of data is based on the object that contains it (e.g., the Review or the Forum Post where some person is identified by name).

Information from other services

We receive data from other websites, including previous judge testing systems. We may import this data into our websites, and we may update relevant user accounts based on that data. We may also receive information from other sources related to the Judge Program, such as periodic updates of judge activity from Legend Story Studios.

Information from your use of our services

We collect information about the parts of our site that you use and how you use them. This includes information that your computer sends to us when you use our site. We use this for statistical analysis, to help find and fix bugs that you may encounter, and to help guide our development efforts towards the areas where they are needed.

Web Server Logging

As with any web server, we collect information about every web request that we receive, including the source of the request, the URL that is being requested, and other metadata about the request and our response to it.

We automatically delete these logs after about 30 days, however, we may save this data and store it for a longer period of time if it is needed, for example to investigate an incident, or to analyze a bug.

Use of cookies

Cookies are short strings that we send to your web browser, and which we ask your web browser to send back to us whenever you visit a new page on our site. These cookies allow us to remember that you have previously logged in, or recall other information from previous use of the site. You are able to view, block, and delete cookies in your web browser, however, this often will negatively affect the functionality of websites. For example, if you block cookies from, it will not be possible to stay logged in.

We use cookies to track the fact that you are logged in, and what account you are logged in to. We also use cookies to remember information related to your preferences. We do not share these cookies with any other web server, and we ask your web browser not to share the cookies with any other web server either.

Google Analytics also uses cookies to attempt to provide us with information about how users interact with our website, for example, by providing anonymous and aggregate data about how users navigate our site.

Use of Private and Confidential Information

Many types of information within JudgeHub may be available publicly, even to users without an account. Anyone with a GEM number can register a JudgeHub account, and anyone can get a GEM number. The requirements to get an account may change in the future, but please be advised that some information may be available publicly or to any user who registers an account.

Some specific information is considered confidential. This includes Exams, Reviews, non-public Forums, Event Applications and Comments on them, and some other more minor types of information. These all have complex access rules, but generally, they’re visible to the person who created them, the people who they’re intended for, and to specific groups of users who routinely use that type of information, like members of specific Judge Projects, specific employees of LSS, or Site Admins.

The information that we get from your use of our services, or from other services like Google Analytics, is used internally to our development team. Any such information (like IP addresses or webserver access logs) that can be associated with a specific user is never shared publicly, and it is not shared at all except under exceptional circumstances (such as investigations of misconduct or abuse).

Development, Operations, and Backups

Our servers are managed by the Legend Story Studios Information Technology team and the root users. The following is a list of the main users with such access, however, other LSS staff may have or receive access upon request:

  • Joshua Scott
  • Klaus Lassacher
  • Dan Collins
  • Joe Kavanagh

These users have access to the servers in order to maintain the site, including for development, debugging, investigating issues, incident response, and disaster recovery. These users have the technical capability to access any piece of information stored in our database and any file uploaded to the site.

Judge Program Operations and Statistical Analysis

At the discretion of LSS and the root users listed above, we may provide some data to trusted users within Legend Story Studios and the Judge Program in order to support LSS and Judge Program initiatives and processes and statistical analyses. We release this data on a case-by-case basis, and we limit this data to the minimum amount needed to meet the legitimate goals of the team making the request. Wherever practicable, such data will be anonymized and aggregated before it is shared with the requesting team.

Access Rules for Specific Information

Please note that the details in this section list users and groups with access to specific types of information, and the admins listed above will not be repeated in every category, even though users with direct database access can access each piece of information listed below.

Information about Judges

A filterable map showing the approximate location of judges is available to L1+ judges. Users with the "Location Hidden" profile setting do not appear on the map.

A filterable and searchable list of judges is visible to all users. L1+ judges have unrestricted access to search and filter this list. L0 and Uncertified users are only able to see certified judges located within a certain radius of themselves, to facilitate TOs searching for judges. We may allow L0 judges unrestricted access to search and filter in the future.

Registered users without a Judge Certification can see judge Profile pages, but will need some link to them in order to find them. They cannot view a complete list of profile pages, but can see profile pages if, for example, they click a link from a forum post made by that user. We may allow these to be accessed without an account in the future, with sensitive information hidden according to profile preferences.

Your city, state, and country can be hidden by selecting the "Location Hidden" profile setting. Otherwise, it is visible to anyone who can see your profile page, your entry on an event staff list, project membership list, forum post, or a number of other locations. If you choose to hide your location, only your Region will be visible in these places.

Your email address is not visible on your profile to other judges. However, it is visible to admins of any event you are on staff for or applied to. Additionally, if you use the "contact" form to email a user, they will receive your email address in the "Reply-to" header of that email.


Event drafts are visible only to users who are associated with the event as a Judge Manager or Staff Member.

Published events are visible to all users.

Users may choose a profile setting to hide their name on staff lists for future events to registered users, or to certified (L1+) judges only. Their name will still be visible on past events, and their name will be visible to other users who are on the staff for that specific event.

Event applications and comments on event applications are only visible to users who have been designated as an "admin" by the event creator. By default this is only the event creator, but other users can be added.

Event forums are visible only to users on staff for that event.

It is possible to grant users access to all events or all event forums, and this may be used in the future for certain organized play staff who require it, however, currently this is not used outside of development and debugging.


Exam questions are visible to the exam content team and to anyone who has seen that question on an exam. Comments on exam questions are visible to the exam content team and the comment author.

Statistical summaries of exam results, including performance on specific questions and on the exam as a whole, are visible to the exam content team leads.

Individual exam scores and exams themselves can be accessed by certain admins for debugging and to correct issues.


Reviews and comments on them are visible to the author and the subject. Either the author or the subject may share them with other users.


Checklists, including reviews, events, and exam scores associated with them, are visible to the team responsible for reviewing that checklist.

Your Rights

Right to Privacy

JudgeHub and are primarily about communicating with and sharing information among the community. However, some of the information we handle is private, and we are careful to only share that information with users who need access to it. If you have a JudgeHub account, here is how we handle privacy-sensitive information:

  • Passwords are never stored in plaintext. Password hashes and IP addresses are only accessible to server admins.
  • Email addresses are only available to the admins of events that you are on staff or applied for, LSS employees, and server admins.
  • You can choose to hide your location and profile photo in your Judge Hub profile page. If you do, this information will only be available to the groups you choose, and to server admins.
  • If you choose to provide a phone number (in the relevant field of your user profile), it is only available to certified (L1+) judges.
  • Your username, first and last name, judge level, and region may be shown publicly. Only registered users of Judge Hub can search for a specific user and view this information; however, it may also be shown next to an article you wrote or a forum post you made.
  • User information, or statistical summaries of user information, will be shared with project leaders only after they have demonstrated a verified requirement for that data, and agreed to protect any personal information from unwarranted disclosure.

None of the information above is ever sold, exchanged, or shared with any company for advertising purposes.

Additionally, some information is confidential, as described elsewhere in this document. Confidential information generally has complex access control rules, which limit access only to the individuals who need access to that specific item.

We expect all users, and especially users with privileged access to privacy-sensitive or confidential information, to safeguard that information appropriately. If a breach of privacy-sensitive or confidential information is reported to us, we will investigate the matter, take any appropriate action, and notify any users who were affected. If you wish to report such an incident to us, please contact the admins.

Controlling Emails you Receive

We will never contact you with advertising of any kind, and you can disable almost all automatic notifications from Judge Hub. We do reserve the right to contact you:

  • To respond to a communication that you send to us
  • To provide or request information about your account or Judge certification status
  • To provide or request information about a bug or server error that you have encountered
  • To inform you of updates to our terms and conditions or other legal documents
  • To investigate reports of abuse or security issues
  • As directed by the Judge Program and LSS

Additionally, other users can contact you using the “Contact a Judge” form. When they do, you receive their email address (in the reply-to header), but they do not receive yours unless you reply. Users’ use of this feature is subject to our Terms of Service. If you receive an email from JudgeHub that appears to violate those terms, please contact us so that we can investigate.


When you submit your own content to, we require you to grant us legal permission (a “license”) to use that content indefinitely. When you write an Article, post to the Forums, write a question for an Exam, or contribute your expertise to the Judge Program in one of many other ways, we are committed to making your work available to the Judge Program for as long as there is a Judge Program around to learn from it. However, you remain the legal owner of your work, and our license doesn’t limit your own rights. As the owner of the content, you retain the right to use it or restrict its use elsewhere, to sell it, and so on.

Sometimes people move on from the Judge Program and want their content removed from our websites. If we are hosting content that you own, and you would like us to remove that content, please contact us. We generally won’t remove content that is still in use or important to the Program, so be sure to explain what content you’re referring to, and why you’d like it removed. We’ll respond to your request as soon as we can.

Freedom from Harassment

The Judge Program has a comprehensive policy on appropriate conduct known as the Judge Code of Conduct. If JudgeHub is being used against you or someone you know (e.g. inappropriate forum posts, blog posts, judge reviews, or emails), you can contact or any of the server admins privately.

Right to Access Information

Broadly speaking, all information that we have about you, that you are entitled to access, is already available to you on our website through normal means. As long as you do so in accordance with our Terms of Service, you may retrieve a wide range of information this way.

However, if you would like our assistance retrieving information that you have provided to the site, or which you believe others have provided about you and which you are entitled to access, you may contact an admin.

Right to Correct Information

JudgeHub is largely self-service. The only potentially PII that you cannot edit is your name, username, and GEM number. Those fields can be updated by contacting us. However, if you notice any other incorrect personal information being displayed about you on JudgeHub, and you’re unable to correct it through the website, you may contact us. Please include the URL and a description of each piece of information you are concerned with. We will determine whether to comply with your request, and we will inform you of our decision.

Note that old or historical data (old blog posts, forum posts, reviews, etc.) will generally not be edited or removed simply because it is out of date.

Right to be Forgotten

We recognize a limited right to be forgotten. If you choose to leave the Judge Program and would like all traces of your presence removed from public view, please contact us.

We are not able to delete user accounts from our database. Because almost all information in our database is linked to at least one user account, deleting a user account would corrupt or destroy a large amount of database records. (For example: deleting a user account would cause errors whenever a user tried to access any event you had ever been on staff for, or any forum thread you had ever posted to.) If you wish to be forgotten by JudgeHub, you can request that your account be disabled. This has the following effects:

  • Your JudgeHub profile page will cease to exist
  • Your JudgeHub profile photo will cease to exist
  • You will no longer appear in JudgeHub “Judge List” search results or on the “Judge Map”
  • It will no longer be possible for users to add you to an event or project, create an exam for you, or write a review of you
  • It will no longer be possible for users to contact you through JudgeHub
  • You will no longer receive any JudgeHub notification emails
  • Any active Judge Certification associated with you will be removed
  • You will no longer appear in any administrative exports of JudgeHub users
  • You will no longer be able to log in to JudgeHub
  • You will no longer be able to log in to any other services that use JudgeHub for authentication

However, any information which you have previously submitted to JudgeHub may remain accessible to other users. For example, if you have written a review, that review will still be visible to any other JudgeHub users who have the right to access it. That review will list you by name as the “reviewer”. However, no profile photo will be displayed, and any links to your profile page will return a “404 Not Found” error.

Regarding reactivating accounts:

  • For compliance reasons, we will always accept requests to “deactivate” accounts, as long as we can confirm that you are the legitimate account owner, and that you understand the consequences of this decision.
  • We will reactivate accounts at our sole discretion. In particular, to reduce the burden on our volunteer developers, if the timing, frequency, or manner of request suggests that it is frivolous, we reserve the right to decline to reactivate accounts.