Privacy Policy

Effective September 5, 2026

1. Who we are

LarpLog is a tool for college students in the United States who are tracking internship applications. This policy covers the LarpLog website and application at larplog.net. If you want to reach us about anything here, write to privacy@larplog.net.

LarpLog is not affiliated with, endorsed by, or sponsored by any employer named in the product. Employer names and logos identify real recruiting processes and nothing more.

2. How recruiting email reaches LarpLog

LarpLog does not sign in to your mailbox and holds no password or access grant for it. Recruiting mail reaches us in one of two ways, and you choose which: a browser extension you install, or a forwarding rule you create in your own email settings.

The browser extension

The LarpLog extension runs in your browser. When you start an update with Gmail or Outlook on the web open and are signed in to it, the extension can see the messages that page is showing, the same messages you can see, and works out which of them are about job applications.

Deciding that means looking at them. To tell a rejection from a newsletter, the extension reads the sender, the subject and the message text of candidate messages in your mailbox. We want to be precise rather than reassuring here: it is not the case that the extension “never reads” a message it does not send us. It examines candidate message content in order to determine whether it is recruiting-related, and that examination happens in your browser.

Only messages it judges to be recruiting-related are sent to LarpLog. For those, it sends the sender name and address, the subject, the date the message was received, the message text, and identifiers your mail provider assigns so the same message is not counted twice. Anything it decides is not recruiting stays in your mailbox and is not transmitted to us. The local filter can make mistakes, so some non-recruiting candidates may reach the server and be discarded.

The extension does not send, reply to, forward, delete, file or archive anything, and it cannot read mailboxes other than the one you are signed in to in that browser. To read a message it has to open it, and opening a message marks it as read in your mailbox. That is the only change it makes to your mail.

The Connector processes mailbox messages only when you initiate an update from the Connector or LarpLog. Connecting the extension alone does not start an update. It does not process messages just because you open them and has no scheduled mailbox checks. An update may move your selected mailbox tab into a separate window and return it afterward. Keep that window open. Minimizing or closing it can interrupt the update; partial updates are not marked current. Finish later stops the current walk. You can retry immediately, but the next walk may revisit messages already saved; duplicates are suppressed.

In your browser it asks for two things and nothing else: access to Gmail and Outlook on the web, larplog.net, and the local development site at localhost:3002, and local storage, which holds the key linking that browser to your account and how far the last read got. It does not have access to your other tabs, your browsing history, your bookmarks, your downloads or your cookies, and it cannot read any other site you visit.

It is linked to your account by a token stored inside the extension, which pages you visit cannot read. Disconnecting the extension in Settings stops it immediately: the token stops working the moment you disconnect, and the extension can no longer send us anything. Uninstalling the extension removes it from your browser entirely. Neither deletes the applications already built from messages it sent, that is your application history, and it is deleted separately, as described in section 7.

Forwarding

The original method, still supported. Recruiting mail reaches us because you send it, either by setting up a rule in your own email settings that forwards matching messages, or by forwarding them one at a time yourself. Both routes deliver to a LarpLog address that belongs to your account.

Your LarpLog address

Each account is given its own LarpLog email address. Its only purpose is to attach a message that arrives to the right account. Mail sent to that address is received on our behalf by Resend, our email provider, and processed as described below.

Automatic forwarding

You create a rule inside your own email account, currently Outlook, that redirects messages matching terms you enter to your LarpLog address. Your email provider carries out the redirect. We receive only the messages your rule actually sends, we cannot see anything it does not send, and we cannot change what the rule matches. You can edit or delete that rule at any time in your email settings, and forwarding stops when you do.

Manual forwarding

You forward individual recruiting messages to your LarpLog address yourself. You decide, message by message, what we receive.

What a forwarded message contains

A forwarded or redirected message can carry everything the original message carried: the sender, the recipients, the subject, the full body, headers and other metadata, links, and any attachments. We receive whatever your provider sends. What we keep from it is the much shorter list in section 3.

Because a rule matches on words rather than on meaning, a rule can send us a message that is not about recruiting at all. Messages we do not classify as recruiting-related are not written down: they are read by the classifier in the moment and discarded.

Signing in is separate

Signing in to LarpLog gives us no access to your email. You enter an address, we send a single-use link to it, and opening that link signs you in. We never see or ask for your email password, and signing in does not grant any permission over your mailbox.

The address you sign in with does not have to be the one you apply to internships from, and we do not compare the two. A forwarded message is matched to your account by the LarpLog address it was sent to, never by whose mailbox it came from, so you can sign in with a personal address and forward from a university one.

Accounts connected under the earlier version

An earlier version of LarpLog worked by connecting a Google or Microsoft mailbox through that provider’s consent screen and reading it in read-only mode. New accounts are not offered this and it is not part of the current setup. Where an account connected a mailbox that way and has not disconnected it, that access still exists and that mailbox is still synced, so this policy continues to describe it, see sections 4, 7 and 9. You can end it at any time by disconnecting in Settings, or by revoking LarpLog in your Google or Microsoft account settings.

Set forwarding up on the inbox you apply from

When you use forwarding, LarpLog sees the mail your rule forwards. Set the rule up on an inbox your applications do not arrive in and it will find nothing. Forwarded messages can populate your personal log and may qualify for community access when they provide sufficient application evidence.

3. What we keep from a recruiting email

This is the whole of what is written down. It is the same list however the message reached us, forwarded automatically, forwarded by hand, or synced from a mailbox connected under the earlier version.

When a message is recruiting-related, we store:

• the employer and, where the message says so, the role;
• what happened and when, “online assessment received, 15 August”, “final round invitation, 2 September”;
• a stated deadline, or an assessment deadline calculated from an explicit relative time limit;
• the sending domain and the applicant-tracking vendor, if there was one;
• the subject line with personal details removed, so you can see why we filed something the way we did and correct us if we got it wrong;
• a one-way fingerprint of the message, so re-scanning cannot duplicate your history.

We do not store the body of your email. It is read to extract the facts above and then discarded. It is never written to our database, never logged, and cannot be recovered by us afterwards. Attachments are not stored either, we record only whether a calendar invitation was attached, because that indicates a scheduled round.

Your email provider may keep its own record of what it forwarded, in your sent items or its rule logs. That copy is on their systems and under their policies, not ours.

4. Everything else we hold

• Account: the email address you sign in with; your school and graduation year if you enter them. An account created under the earlier version may also hold the name and profile picture its provider supplied at the time.
• Your LarpLog address: the forwarding address issued to your account, and the time mail was last received at it.
• Sign-in links: a one-way hash of each sign-in link, when it expires and whether it has been used. The link itself is not stored.
• Access tokens (earlier version only): where a mailbox was connected under the earlier version and is still connected, the OAuth tokens for it, encrypted at rest. Revoking access in your Google or Microsoft account settings, or disconnecting here, ends our access immediately. No token is created by the current setup.
• Sessions: a signed session cookie so you stay logged in, and the IP address and browser of a sign-in, kept for security.
• Your corrections: when you fix a title or a stage we got wrong, we keep the correction so it holds through the next scan.
• Product analytics: which screens get used, so we know what to fix. You can turn this off in Settings, and doing so does not limit anything else.

5. What other people can see

Online Assessments stores structured assessment details linked to your application: the assessment name, provider, assignment and deadline dates, completion evidence, duration, concrete Skills, and stated monitoring requirements when available. We retain a reference to the original assignment message and, when available, its direct mailbox link so you can open the instructions. Reminder and completion evidence can update the assessment without replacing that original reference. These personal assessment records are not shared with other applicants.

Connector observations and imported or forwarded messages support your personal log, but these sources do not independently authenticate the original sender or message. We evaluate the recruiting information separately from source authenticity. Sufficiently specific recruiting correspondence, including a single strong message, can support community access and individual contributions. Contribution consent is required to add observations to totals, but is not required to view eligible community information. We retain bounded evidence features, keyed identifier digests, source provenance and decision reasons for this evaluation; we do not retain raw bodies for confidence evaluation. Ambiguous employer or role evidence can remain unresolved. We retain limited structured recruiting facts for later reconciliation, not the original message body. If an exact message date is unavailable, we do not invent a dated timeline event.

The point of LarpLog is being able to tell whether an employer has moved at all, which requires more than one person’s data. Here is exactly how yours takes part.

An application with eligible observations contributes one anonymous record per round reached, “someone reached the online assessment for this internship on this date”. That record carries no name, no email address, no school, no recruiter contact, and no timeline that can be followed from one round to the next.

What other users see is a count and a date. What they never see is:

• who you are, or that you exist as a distinct person;
• your other applications, or that any two records came from the same someone;
• anything at all about an employer you applied to and they did not.

Small rounds are suppressed rather than shown as small numbers: a round reached by fewer than five tracked applicants shows no exact number. Counts at or above that threshold may be shown exactly. These protections reduce disclosure risk; they do not guarantee anonymity against all outside information.

Dates are held to a separate and higher bar, because a date is sharper than a count. “Someone reached the final round on the 24th” is one event at one instant, and the only question left is who. So the day a round last went out is shown only when at least ten tracked applicants have applied to that internship, they are the pool the person could be drawn from, and at least two of them have reached that round. The second rule is what stops a single candidate out in front of everybody having their progress published one round at a time; with two, a dated round is never one person’s record. Below either bar the date is withheld entirely rather than blurred.

The two are decided separately, so you may see a round dated without a count beside it. That is deliberate: they answer different questions and give away different things.

Contributing is on by default and you can switch it off in Settings whenever you like. Switching it off stops future contribution and removes your past records from the totals. You keep your own tracker either way; you will lose the view of other applicants, because it is built out of the thing you stopped doing.

6. Why we use your data

• To build and show you your own application history.
• To produce the anonymous round-by-round totals that are the reason the product exists.
• To email you when a role you track moves, if you asked us to.
• To send you a sign-in link when you ask for one.
• To keep accounts secure, prevent abuse, and fix what is broken.
• To comply with the law.

That is the complete list. We do not use it for advertising, we do not build profiles for anyone else, and we do not use it to train machine-learning or AI models, ours or anybody else’s.

7. Our commitments under the Google and Microsoft policies

These commitments apply to mail obtained through a Google or Microsoft mailbox connected under the earlier version described in section 2. The current forwarding setup does not use those APIs to read mail. The commitments are stated here in full because that access still exists for accounts that have not disconnected it.

LarpLog’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Concretely:

• We use Gmail data only to provide the features you can see in the product, your tracker and the board of other applicants.
• We do not transfer Gmail data to anyone except the infrastructure providers listed below that operate the service for us, and never to advertising platforms, data brokers or information resellers.
• We do not sell Gmail data, and do not use it for advertising of any kind.
• We do not let humans read your mail as a matter of course. Access by a person is limited to what you explicitly ask us to look at when you report a problem, what security or the law requires, and aggregated data that identifies nobody.
• We do not use Gmail data to develop, improve or train generalized AI models.

The same commitments apply to mail we read through Microsoft Graph under Microsoft’s developer policies.

8. Who else touches your data

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We have never done either. The only companies that handle it are the ones that run the service:

• Vercel, hosting and delivery of the application.
• Neon, the managed Postgres database, encrypted at rest.
• Resend, our email provider. It receives the recruiting mail forwarded to your LarpLog address and passes it to us, and it sends your sign-in links and any notification emails you opted into.
• Google and Microsoft, for accounts still connected under the earlier version, sign-in and mailbox access at your direction. Your own email provider also handles any message it forwards, under its own policies.
• PostHog, product analytics. It receives event names and counts, your LarpLog account identifier, and no recruiting email contents or mailbox message data. Turning off product analytics in Settings stops this analytics processing.
• Logo.dev, employer logos, requested by our servers from a company name. Your browser never contacts them, and they are never told who is looking.

Each is bound to use the data only to provide its service to us. We may also disclose information where the law requires it, or to protect the safety and rights of users, and we will tell you when we are allowed to.

9. How long we keep it

We keep what is described above for as long as your account exists. There is no automatic expiry: deleting is something you do, and it takes effect immediately.

• Your account and applications: until you delete them.
• Your LarpLog address: for as long as your account exists. Deleting the account retires the address.
• Sign-in links: they expire twenty minutes after they are sent and can be used once. The stored hash is kept only as long as the account.
• Access tokens (earlier version only): until you disconnect the mailbox or revoke access at the provider, either of which removes them.
• Sign-in and security records: for as long as the account exists, and they go with it when you delete it.
• Anonymous contribution records: kept while you are contributing. Withdraw, and they are removed from the totals.

If we later add a schedule that deletes dormant accounts on its own, we will say so here before it starts running.

10. Your rights, and how to use them

Everything here works from Settings, straight away, without emailing anyone:

• See it, your tracker is the data, and every event names the message it came from.
• Correct it, fix a role or a stage we got wrong and the fix sticks.
• Stop it, delete the forwarding rule in your own email settings, which stops new mail reaching us at once, and switch off contribution to other applicants or analytics here. A mailbox connected under the earlier version can be disconnected in Settings.
• Delete it, delete your account and everything tied to it goes with it, permanently.

California residents. You have the right to know what we collect and why, to get a copy, to correct it, to delete it, and to limit how sensitive information is used. We do not sell or share personal information as those terms are defined by the CCPA, so there is nothing to opt out of. The categories we collect are identifiers, your own commercial and professional information, internet activity within the product, and the contents of recruiting email described in section 3, collected from you, from the messages forwarded to your LarpLog address, from a mailbox connected under the earlier version if you have one, and from your browser, for the purposes in section 6. We will not treat you differently for exercising any of this.

If a control here ever fails you, write to privacy@larplog.net and we will handle it within 45 days.

11. Security

• Everything travels over TLS and is encrypted at rest.
• We store no passwords, because there are none, signing in is a single-use link sent to your address, and only a one-way hash of it is stored.
• Your LarpLog forwarding address is long and random, so it cannot be guessed by somebody trying to send mail into your account.
• Where a mailbox is still connected under the earlier version, its tokens are encrypted with a separate key that is not stored beside them.
• Access to production data is limited and audited.

No service can promise perfect security. If a breach ever affects your data, we will tell you and the relevant regulators as quickly as the law requires.

12. Age

LarpLog is built for college students and is not directed at children. We do not knowingly collect information from anyone under 13. If you believe a child has given us data, write to privacy@larplog.net and we will delete it.

13. Where the data lives

LarpLog is operated from the United States and covers United States internship recruiting. If you use it from elsewhere, your data is processed in the United States.

14. Changes

If we change this policy in a way that affects what we collect or who can see it, we will tell you in the product before it takes effect and update the date at the top. Small clarifications get a new date and nothing more.

See also the Terms of Service.