Privacy Policy

1. Definitions

For the purposes of this Privacy Policy:

• "Service", "Portal", "System", "Website", "Bot" refers to the SLC Portal, the associated Discord Bot, and all related services provided by Salt Lake City Roleplay.
• "SLC Administrators", "System Administrators", "Developers", "We", "Us", "Our" refers to the administrative and development team of the related systems, not our community admins.
• "User", "You" refers to the individual accessing or using the Service.
• "Ticket" refers to a support channel or thread created within the Service for communication between Users and Staff.

2. Introduction

This Privacy Policy describes how we collect, use, and protect your personal information when you use the Portal at slcrp.xyz (the "Service"). By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect several types of information from and about users of our Service:

2.1 Information You Provide

When you authenticate and use the Service, we collect information that you provide directly to us, including:

2.2 Automatically Collected Information

When you access and use the Service, we automatically collect certain information, including:

• IP Address: Your Internet Protocol (IP) address used within the session
• Session Information: Session tokens, authentication state, and session duration
• Automatic data preservation: All entered information within application fields are saved automatically and retained for 2 hours
• Discord Server Synchronization: We periodically refresh your server list using your stored Discord OAuth tokens to ensure feature availability and accuracy.
• Usage Data: Information about how you interact with the Service, including:
• Pages visited and features accessed
• API endpoints accessed
• Actions performed within the Service
• Time and date of access
• Activity Logs: Records of your activities, including:
• Login and logout events
• Administrative actions performed
• Moderation actions taken
• Shift management activities
• Leave of absence requests
• Playtime Data: If applicable, information about your playtime sessions, including start times, end times, and duration

2.3 Cookies and Similar Technologies

We use session cookies and similar technologies to maintain your authentication state and remember your preferences. These cookies are essential for the Service to function properly and are automatically deleted when you close your browser.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Authentication and Authorization: To verify your identity and determine your access level to the Service
• Service Provision: To provide, maintain, and improve the Service
• Account Management: To manage your account and link your Discord and Roblox accounts
• Activity Tracking: To log and track your activities for administrative and audit purposes
• Security: To detect, prevent, and address technical issues, fraud, or security threats
• Compliance: To comply with legal obligations and enforce our Terms of Service
• Communication: To communicate with you about your account or the Service
• Analytics: To analyze usage patterns and improve the Service's functionality

4. Data Storage and Security

4.1 Data Storage

Your information is stored securely in our databases. We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy. Please note that staff applications and form submissions are stored permanently, and Discord OAuth tokens are stored in a dedicated, secure collection for as long as they are required for account synchronization and administrative audit purposes.

4.2 Security Measures

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using HTTPS/TLS
• Secure session management
• Access controls and authentication requirements
• Regular security assessments and updates

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: We may share your information when you have given us explicit consent to do so
• Service Providers: We may share information with trusted third-party service providers who assist us in operating the Service, conducting our business, or serving our users, provided they agree to keep this information confidential
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities
• Protection of Rights: We may disclose information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety
• Administrative Access: Authorized administrators may have access to your information for the purpose of managing the Service and ensuring compliance with policies

6. Third-Party Services

6.1 Discord

We use Discord OAuth2 for authentication. When you authenticate with Discord, Discord's Privacy Policy applies to the information Discord collects. We encourage you to review Discord's Privacy Policy at https://discord.com/privacy.

6.2 Roblox

We use Roblox OAuth2 for account verification. When you verify your Roblox account, Roblox's Privacy Policy applies to the information Roblox collects. We encourage you to review Roblox's Privacy Policy at https://en.help.roblox.com/hc/en-us/articles/115004630823.

7. Your Rights and Choices

You have certain rights regarding your personal information:

• Access: You can request access to the personal information we hold about you
• Correction: You can request that we correct any inaccurate or incomplete information
• Deletion: You can request that we delete your personal information, subject to certain limitations
• Withdrawal of Consent: You can withdraw your consent for certain data processing activities
• Account Deletion: You can request deletion of your account and associated data

To exercise these rights, please contact us through the appropriate channels within the Discord server or via the contact methods provided by administrators.

Note: Some information may be retained for legal or administrative purposes even after account deletion, such as activity logs required for audit purposes.

8. Children's Privacy

The Service is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

9. Data Retention

We retain your personal information for as long as necessary to:

• Provide you with the Service
• Comply with legal obligations
• Resolve disputes and enforce our agreements
• Maintain security and prevent fraud
• Maintain historical administrative records (applies to form submissions)

When we no longer need your personal information, we will securely delete or anonymize it, except where we are required to retain it for legal or administrative purposes. Form submissions and applications are considered permanent administrative records.

10. International Data Transfers

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to the transfer of your information to our facilities and to those third parties with whom we share it as described in this Privacy Policy.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

If we make material changes to this Privacy Policy, we will try to provide notice through the Service or other means prior to the change becoming effective.

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

13. GDPR Rights (European Users)

If you are located in the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR), including:

• The right to access, update, or delete your personal information
• The right of rectification
• The right to object
• The right of restriction
• The right to data portability
• The right to withdraw consent

To exercise these rights, please contact us using the contact information provided below.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through the appropriate channels within the Discord server or via the contact methods provided by administrators.

By using the Portal/Website or any other relevant service, you acknowledge that you have read, understood, and agree to this Privacy Policy.