See also our Disclaimer for our public legal position and our Privacy Policy for how we handle your data.

By creating an account on The Character Vault ("the Vault"), you agree to these Terms of Service. If you do not agree, do not register.

You are responsible for all content posted under your account. You agree to keep your login credentials secure. You may not share accounts or impersonate other users. Accounts belong to individuals, not characters or fictional personas.

You agree not to post, upload, or share content that is:

• Sexually explicit, pornographic, or involving minors in any sexual or inappropriate context
• Targeted harassment, hate speech, or material designed to intimidate or harm a real person
• Spam, advertising, or unrelated commercial content
• Text, art, or imagery you do not own and do not have permission to use
• Verbatim or substantial extracts of copyrighted rulebook text, art, maps, or other licensed materials from any system
• Real personal information about individuals posted without their consent

Dark themes, horror, mature fiction, and morally complex characters are welcome across every system the Vault supports. Gratuitous real-world harm and reproduction of copyrighted material are not.

The Vault lets you upload images (character portraits, gallery pictures) and enter free-text descriptions for your characters. By uploading or posting such content, you warrant that at least one of the following is true:

• You created the content yourself and hold the rights to it.
• You hold a valid licence permitting the upload and display described in these terms.
• The content is in the public domain.
• Your use qualifies as fair use, fair dealing, or an equivalent legal exception in your jurisdiction.

You retain ownership of any original content you create. You grant the Vault a non-exclusive, royalty-free, worldwide licence to store, host, display, and serve that content solely as needed to operate the platform and present it to people you have chosen to share it with. This licence ends when you delete the content or your account.

You must not upload:

• Copyrighted artwork, photographs, illustrations, or screenshots you do not own or have permission to use — including official rulebook art, sourcebook illustrations, or images sourced from a publisher's site or social channels.
• Photographs or likenesses of real people who have not consented to their likeness being used.
• AI-generated images that infringe a specific artist's distinctive style or trade dress in a way that would constitute infringement.
• Images you "found on the internet" without verifying you have the right to use them.

"Faceclaim" carve-out. Using a publicly-circulated image of a person — actor, model, public figure — as a "faceclaim" to represent a character is a long-standing convention in tabletop and online roleplay communities, and is broadly tolerated for personal, non-commercial use. We ask that you keep this in mind:

• Prefer Private or Unlisted visibility for sheets that use such images. Avoid using faceclaims on Public sheets, which are visible to the open internet.
• Do not use a faceclaim in a way that defames the depicted person, sexualises them without their consent, or implies they endorse anything.
• We will remove any image on request from the depicted person or their authorised representative, no questions asked.

If you are unsure whether you have the right to upload an image, do not upload it. The Vault may remove uploaded content at any time, with or without notice, if we believe in good faith that it violates these terms or third-party rights.

You agree to indemnify and hold the Vault harmless against any claim, demand, or damages (including legal costs) arising from content you upload that infringes a third party's rights.

If you are a rights holder and need to report infringing content, please see the Disclaimer for the takedown procedure.

Sheets you mark as Public or Unlisted — together with any uploaded images attached to them — are visible to other users and, in the case of Public sheets, to the general public. You retain responsibility for that content. You can set any sheet to Private at any time, unless an administrator has locked it following a policy review.

Note that links to Unlisted sheets can be forwarded by recipients; treat Unlisted as "shareable but not promoted", not as private.

Administrators may review reported content, lock sheets to Private, or remove accounts that violate these terms. Moderation decisions will include a reason. Persistent or serious violations may result in permanent account removal without notice.

These terms may be updated as the Vault grows and adds support for new systems or features. Continued use of the Vault after any change constitutes acceptance of the revised terms.

The Character Vault ("the Vault") is an independent, non-commercial fan tool for tracking tabletop roleplaying game characters. It is operated by hobbyists, for hobbyists, and is provided free of charge.

The Vault is not affiliated with, sponsored by, endorsed by, or otherwise connected to any tabletop roleplaying game publisher or rights holder. This includes, but is not limited to:

Paradox Interactive · White Wolf Publishing · Renegade Game Studios · Onyx Path Publishing · Wizards of the Coast · Paizo Publishing · Free League Publishing · Chaosium · Tuesday Knight Games · Darrington Press · Modiphius Entertainment · Catalyst Game Labs · Massif Press · R. Talsorian Games · Cubicle 7 · Games Workshop · Evil Hat Productions · Pelgrane Press · Stonemaier Games · and any other publisher whose system is referenced on this platform.

All game system names, rules, mechanics, settings, lore, art, trade dress, and trademarks remain the exclusive property of their respective publishers and rights holders. Any reference to such names on the Vault is solely for the purpose of allowing users to organise and label their personal characters by the system being played.

Sheet templates on the Vault implement only the mechanical character-creation framework of each supported system: attribute lists, skill lists, trait fields, derived calculations. Users provide their own character details into those frameworks.

The Vault does not host, distribute, sell, or otherwise make available:

• The full text or substantial extracts of any rulebook
• Setting fiction, lore, or descriptive content from published sourcebooks
• Official artwork, illustrations, maps, or other licensed materials

Users are reminded in our Terms of Service that they may not paste rulebook text or upload official art into their character sheets.

If you are a rights holder (or an authorised representative of a rights holder) and you believe content hosted on the Vault infringes your copyright, trademark, or other rights, please contact us with the following information:

• A description of the work or rights at issue
• The URL(s) of the allegedly infringing material
• Your contact information (name, organisation, email)
• A good-faith statement that the use is unauthorised and that the information you have provided is accurate

We will review legitimate good-faith notices promptly and act on them — typically by removing the content and notifying the user who uploaded it. The user may submit a counter-notice if they believe the takedown was issued in error or that their use was lawful.

Accounts engaged in repeated or wilful infringement will be terminated.

If you are a depicted person (or their representative) and an image of you has been uploaded without your consent, please contact us. We will remove the image promptly without further inquiry.

Contact: [TBD — to be added]

The Vault is provided "as is", as a free fan service. We make no guarantees of uptime, data preservation, accuracy, security, or fitness for any particular purpose. Use of the Vault is at your own risk, and you should back up anything important to you locally.

To the fullest extent permitted by law, the operators of the Vault disclaim all liability for any direct, indirect, incidental, or consequential damages arising from your use of the platform.

This disclaimer may be updated as the Vault adds support for new systems or features. The current version is always shown here.

This Privacy Policy describes what information The Character Vault ("the Vault") collects from you, how it is stored, and how it is used. By using the Vault, you agree to the practices described here.

• Username — chosen by you when creating an account.
• Email address — used solely for password resets. We do not send marketing or newsletter email.
• Password — stored as a salted hash; we never see or store your plaintext password.
• Character sheet data — every field, value, attribute, note, and selection you enter into your sheets. This is the core data of the platform.
• Uploaded images — character portraits and gallery images you upload, stored on our hosting alongside your sheets.
• Session token — a randomly-generated value stored in a cookie on your device, used to keep you logged in. It expires when you log out or after a period of inactivity.

We do not run analytics, tracking pixels, advertising scripts, or third-party trackers of any kind. We do not fingerprint your device or browser. Your hosting provider's standard server logs may briefly retain your IP address for routine operations such as abuse prevention; we do not aggregate or analyse this data.

• Username and password hash → to authenticate you when you log in.
• Email address → only when you request a password reset.
• Character data and images → to render your sheets back to you and, when you choose, to display them to other users (Unlisted, Public, or Chronicle sharing).
• Session token → to keep you logged in across page loads.

We do not sell your data. We do not share your data with third parties for advertising, analytics, or any other commercial purpose.

• Private sheets are visible only to you.
• Unlisted sheets are visible only to people who have the direct URL.
• Public sheets are visible to anyone, including search engines.
• Chronicle sheets are visible only to members of the chronicle group you have shared with.

You control the visibility of every sheet from its visibility selector and may change it at any time. See the Terms of Service for the rules governing publicly-visible content.

You may delete individual sheets at any time from the dashboard. You may delete your entire account — and all associated data, including uploaded images — at any time from the Account settings. Deletion is permanent and cannot be undone.

When you delete content or your account, we remove the data from active storage promptly. Server backups (if any) may retain a copy for a short rotation period before being overwritten.

The Vault is not intended for users under 13. If you believe a child under 13 has registered, please contact us via the Disclaimer's takedown contact and we will remove the account.

This Privacy Policy may be updated as the Vault adds new features. Substantial changes will be reflected in the "last updated" date below.