Squares Privacy Policy
Effective date: November 5, 2026 · Version 1.0
Summary:
- We collect what we need to run grids: an Organizer's email, and the names, payment choices and any photos that people add.
- Everyone with a grid's link can see its players' names and photos. Only the Organizer sees how each player pays, and which account is yours is never shown.
- We never sell your information, we don't use it for advertising, and we don't use analytics or advertising trackers.
- We strip location and other hidden data from photos.
- Ask us at any time to delete your information.
This Privacy Policy explains how 3BSI LLC, a Michigan limited liability company ("Squares," "we," "us"), collects, uses and shares personal information when you use the Squares website and emails. "Organizer" means someone who makes a grid, and "Player" means someone who picks squares through a share link.
1. Information we collect
From Organizers
- Account: your email address. You sign in with a link we email you, so there's no password.
- Saved username: the Venmo or Cash App you last used, to fill in on your next grid.
- Your grids: titles, team names, your Venmo or Cash App username, any price per square, any quarter payouts, anything you say you're raising funds for, scores, and your record of which players have paid.
- Payments: whether each grid was paid for, and a reference to the Stripe checkout. Stripe processes your full payment details, and we don't receive your full card number.
From Players
- Your name, as you enter it. It doesn't have to be your full legal name.
- How you'll pay: your Venmo or Cash App username, or that you chose cash.
- Your photo, if you add one. Your browser shrinks and crops it before sending it, and we convert it again to a small square image. This removes location, camera and other hidden data. We don't keep the original. We don't use photos for face recognition or collect biometric information.
From people who sign in
Players don't need an account. If you choose to sign in, we also collect:
- Your email address, which you sign in with.
- Which squares you picked while signed in, so you can find them later. Squares picked while signed out aren't linked to you.
- Your saved details: the name, Venmo or Cash App username, payment choice and photo you last used, so we can fill in your forms next time. You can clear these from your account at any time.
Collected automatically from everyone
- IP address: used for a short time to limit abuse, such as too many requests from one place. We don't save it with your account, your grid or your squares. It may appear in server logs, which are deleted after about 30 days.
- Cookies: only the ones needed for signing in and security. These include a session cookie that lasts up to 30 days. We don't use advertising or analytics cookies, and we don't use analytics services.
2. How we use information
We use information to:
- run grids, including showing names and photos, drawing numbers and showing winners;
- send sign-in emails;
- take payment for grids;
- keep the Service secure, and prevent abuse and fraud;
- respond to requests, and comply with the law.
We don't sell your information, share it for advertising, or use it to train AI models.
3. Who can see what
| Information | Who can see it |
|---|---|
| Grid title, teams, cause, payouts, numbers, scores, winners | Anyone with the link |
| Organizer's Venmo or Cash App username | Anyone with the link |
| A Player's name and photo | Anyone with the link |
| A Player's payment username, or that they chose cash | Only that grid's Organizer |
| Whether the Organizer marked a Player as paid | That grid's Organizer, and the Player if they were signed in when they picked |
| Which account picked a square, and your saved details | Only you |
| An Organizer's email address | Not shown to other users |
Links can be forwarded. Anyone who has a share link can see that grid, and people can take screenshots. We can't control what others do with what they see. Share links and photo addresses are long and random, and share pages are kept out of search engines.
Organizers see Player details. Organizers aren't part of 3BSI LLC. How an Organizer uses the details you give them is up to them, although our Terms require them to use those details only to run the grid.
4. How we share information
- Service providers (processors) who handle data only on our instructions:
- Amazon Web Services: hosting, storage, databases and sending our emails.
- Cloudflare: Turnstile, which checks that a person, not a bot, is using our sign-in form. It receives your IP address and information about your browser, and handles them under its own privacy policy.
- Stripe: payments for grids. Stripe receives your email address and payment details from you at checkout, and handles them under its own privacy policy.
- Other apps you use: a link to someone's Venmo or Cash App opens that service, which has its own privacy policy. We don't send them information about you or receive information from them.
- Legal and safety: when required by law, or to protect the rights, safety or property of users, the public or us.
- Business transfers: in a merger, acquisition or sale of assets, subject to this Policy.
5. Your privacy choices and US state rights
Depending on your state (including California, Colorado, Connecticut, Virginia, Texas, Oregon and others), you may have the right to:
- know or access the personal information we hold about you, and get a portable copy;
- correct inaccurate information;
- delete your information;
- opt out of the sale or sharing of personal information and of targeted advertising (we don't do either);
- not be discriminated against for exercising these rights.
How to exercise them: email info@fillthesquares.com. You can clear your saved details yourself from your account. If you're a Player, tell us the name you used and include the grid's link, so we can find your squares. An Organizer can also remove a Player's photo at any time, and can free their squares until the grid is locked.
We will verify your request, and respond within the time the law requires. Deleting a Player's details from a locked grid may leave a blank or anonymized square, so the grid's results still make sense. You may use an authorized agent where your state allows. If we deny your request, you may appeal by replying to our decision.
6. Retention
| Information | How long we keep it |
|---|---|
| Organizer accounts | Until you ask us to delete yours |
| Grids, including Player names and payment details | Until the Organizer's account is deleted, the Organizer asks us to delete the grid, or we delete it after a request under Section 5 |
| Your saved details | Until you clear them or your account is deleted |
| The link between your account and your squares | Until your account is deleted, or the square is freed or its grid deleted |
| A Player's photo | Until the Organizer removes it or frees that Player's last square, the grid is deleted, or you ask us to delete it |
| Sign-in links | Expire and stop working after 24 hours |
| Server logs | About 30 days |
| Database backups | Up to 14 days after information is deleted, then overwritten |
| Payment records | Kept by Stripe, and by us, as required by law |
We delete information within 30 days of a verified request, other than backups and records we must keep by law.
7. Security
We use encryption in transit (TLS) and at rest, and limit access to what's needed to run the Service. No system is perfectly secure. Your email account controls access to your Squares account, so protect it with a strong, unique password and multi-factor authentication. Treat a share link like a private invitation.
8. Children
The Service is for adults 18 and older. We do not knowingly collect information from anyone under 18. If you believe a child has given us information or that a photo shows a child, contact info@fillthesquares.com and we will delete it.
9. United States only
The Service is for US residents, and data is stored and processed in the United States.
10. Changes
We will post changes here and update the effective date. For material changes, we will notify Organizers by email or in the Service before they take effect.
11. Contact
3BSI LLC, a Michigan limited liability company. Privacy questions and requests: info@fillthesquares.com.