Privacy Policy

Last updated November 5, 2026

This policy explains how the California State Roleplay bot and member portal handle information when you sign in, open a support ticket, or use community services.

Information we handle

• Discord account information: your user ID, username, and avatar. We check server membership and roles to decide which pages and records you can access.
• Support tickets: ticket participants, messages, timestamps, embeds, attachment references, claim history, ticket category, and saved HTML transcripts.
• Community records: verification and linked Roblox information, moderation and staff records, staff-team selection, signature requests and decisions, delegation history, promotions, applications, and activity data created through the bot features you use.
• Service information: sign-in sessions, security and error logs, availability checks and response times, and request information processed by our hosting providers to operate the service.

Why we use this information

We use information to authenticate your account, provide support, verify accounts, manage community and staff records, enforce access permissions, investigate issues, and keep the service working. We do not ask for or receive your Discord password.

Who can access records

The portal limits private transcripts to the ticket owner and authorized server administrators. Staff manage ticket access in Discord through channel permissions, including permissions inherited when a ticket changes category. A configured staff role or server Administrator access is required for staff-record tabs. Authorized HR, SHR, and Directory Board members manage infractions under rank and signature rules; promotion management also requires Administrator access. Selected signers receive proposed infraction details in Discord DMs. Messages or announcements posted to Discord are visible to people with access to their destination channel.

Storage and service providers

We use Supabase for database records, sign-in sessions, and private transcript storage; Vercel for the website and bot; and Discord for authentication and community features. Bot files and backups may also exist on the bot host. Roblox verification may involve Roblox and Bloxlink. These services process information under their own policies. External images and attachments can be requested from the services hosting them when you view a page or transcript.

Cookies and sign-in

The portal uses essential cookies for Discord sign-in and your authenticated session. A portal session normally expires after 24 hours. Signing out ends that portal session. The portal does not currently include advertising or optional analytics trackers.

Retention and deletion

Support transcripts and community records are kept for support, moderation, appeals, and administration until administrators remove them or no longer need them. Closing a ticket does not delete its transcript. Revoking a staff record keeps its history. Service-health checks are retained for up to 91 days in the active monitoring store. Removing a database entry may require separate removal of stored transcript files, Discord posts, and backups.

Your requests

To request access, correction, or deletion of your information, open a support ticket in California State Roleplay or contact a server administrator through Discord. Include your Discord user ID and the relevant ticket or record number. Administrators may need to verify your identity and may retain records needed for ongoing moderation, security, or appeals.

Updates

We may update this policy as the service changes. The date above identifies the latest version.