Privacy & Data

This portal is an internal tool for the SITE PINES roleplay community. This page explains what personal data it stores, why, who it is shared with, and the rights you have over it (GDPR).

Data we store

• Account — your badge number, code name (your Roblox username), an encrypted (hashed) password, clearance level, role, division, account status and creation date.
• Linked Discord (optional) — your Discord user ID, if you link your Discord account, so we can notify you and let you sign in with Discord.
• Academy account (optional) — a training-platform (Moodle) account identifier, if one is provisioned for you.
• Documents & signatures — documents you create or upload (stored in the database) and a record of the documents you sign, with timestamps and an integrity hash. If you upload a handwritten-signature image, it is stored on your account.
• Notifications — if you enable push notifications, a per-device push subscription (an endpoint URL and cryptographic keys). No message content is kept on that record.
• Activity log — an audit log of actions (sign-ins, document actions, admin actions) with your badge number and timestamps, for security and accountability.
• Leave of absence — the dates and an optional reason, if you declare one.
• Session cookie — a single signed cookie that keeps you signed in.

Why we store it

To operate the portal: authentication, access control by clearance, document management and the signature workflow, notifications, and security/audit. We do not sell your data or use it for advertising.

Who it is shared with

• Discord — if you link your account, we read your Discord ID/username and send you direct messages. See Discord's own privacy policy.
• Document Server (OnlyOffice) — renders and edits documents; document content is processed by the Document Server the community operates.
• Academy (Moodle) — if enabled, an account is provisioned there for training.
• Web Push services — your browser's push service (Apple, Google, Mozilla…) delivers notifications. We send only short notices — never classified content.

How long we keep it

Data is kept while your account is active. When an account is deleted, the account record and its access grants and push subscriptions are removed; documents you authored may be retained (with ownership cleared) for operational continuity, and audit-log entries are kept for security.

Your rights

You can request access to, correction of, or deletion of your personal data. To exercise these, contact a senior supervisor (for example via the Discord #commands channel). An supervisor can update your details or delete your account from Command.

Cookies

The portal uses a single essential session cookie to keep you signed in. There are no analytics or advertising cookies.

Contact

For any data request, reach a senior supervisor on Discord.