1. Introduction

Georgia State Roleplay ("GSRP", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our community forum and related services. By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect various types of information to provide and improve our services, manage our community, and ensure security:

2.1 Authentication Data

• Discord Account Information: When you authenticate through Discord, we collect your Discord ID, username, global name, email address, and avatar image URL. This is required for account creation and authentication.
• Discord Server Membership: We verify your membership in our Discord server and collect information about your roles, permissions, and server join date to determine your access level and community standing.
• OAuth Tokens: We store access tokens, refresh tokens, and session tokens provided by Discord for authentication purposes. These tokens are encrypted and stored securely.

2.2 Profile Information

• User Profile Data: We store your display name, bio, status message, profile image, and any custom profile information you choose to provide.
• Role and Rank Information: We maintain records of your community role (e.g., MEMBER, LEO, ADMIN), LEO rank (e.g., Trooper, Sergeant, Lieutenant), and subdivision memberships with associated roles and divisions.
• Activity Data: We track your last active timestamp and account creation date to monitor engagement and manage inactive accounts.

2.3 Application Data

• Application Submissions: We store all application submissions, including responses to application questions, submission timestamps, and application status (pending, under review, accepted, denied).
• Application Drafts: We save your in-progress application drafts to allow you to continue editing at a later time.
• Review History: We maintain detailed records of application reviews, including reviewer actions, review stages, internal notes, and review timestamps. This information is used for transparency and accountability in the review process.
• Cooldown Information: We track denial counts, last denial dates, and cooldown periods to enforce application submission limits.

2.4 Community Interaction Data

• Private Messages: We store private messages sent between users, including message content, timestamps, and read/unread status.
• Notifications: We maintain records of in-app notifications sent to you, including notification type, message content, and read status.
• Follow Relationships: We store information about users you follow and users who follow you to enable social features.

2.5 Technical Data

• Session Information: We use cookies and session tokens to maintain your login state and remember your preferences. Session data includes session tokens, expiration dates, and user associations.
• IP Addresses and User Agents: We collect IP addresses and browser user agent strings for security purposes, error tracking, and to prevent abuse. This information is stored in error logs and session records.
• Error Logs: When errors occur, we log error codes, error messages, stack traces, user context, IP addresses, user agents, and the URL path where the error occurred. This helps us diagnose and fix issues.

2.6 Subdivision Data

• Subdivision Memberships: We store your memberships in various subdivisions (e.g., DPS, DSO, DOJ), including your role within each subdivision, division assignments, and command status.
• Leadership Positions: If you hold a leadership position, we store your title, image, and associated subdivision/division information for display on subdivision pages.
• Member of the Month: If you are selected as a member of the month, we store this information along with the category and associated subdivision/division.

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Provision

• To create and manage your user account
• To authenticate and authorize your access to our services
• To provide personalized content and features based on your role and permissions
• To enable communication between users through private messages and notifications
• To process and manage application submissions and reviews

3.2 Community Management

• To enforce community rules and guidelines
• To moderate content and prevent abuse
• To manage subdivision memberships and roles
• To track user activity and engagement
• To maintain community integrity and prevent fraudulent activity

3.3 Security and Fraud Prevention

• To detect and prevent unauthorized access to accounts
• To identify and block malicious activity
• To investigate security incidents and violations
• To enforce application cooldowns and prevent spam
• To maintain error logs for debugging and system improvement

3.4 Service Improvement

• To analyze usage patterns and improve our services
• To fix bugs and technical issues
• To develop new features and functionality
• To optimize performance and user experience

3.5 Legal Compliance

• To comply with applicable laws and regulations
• To respond to legal requests and court orders
• To protect our rights and the rights of our users

4. Data Storage and Retention

Your data is stored securely in our database and is retained for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active. If you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain it for legal purposes.
• Application Data: Retained for the duration of the application review process and for a reasonable period thereafter for record-keeping and dispute resolution purposes.
• Error Logs: Retained for up to 90 days for debugging purposes, unless required for security investigations.
• Session Data: Automatically deleted when sessions expire or are terminated.
• Messages and Notifications: Retained until deleted by the user or account deletion.

5. Information Sharing and Disclosure

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

5.1 Discord Integration

We use Discord's OAuth service for authentication. When you sign in, Discord provides us with your Discord account information as described in Section 2.1. We do not share your information back to Discord except as necessary for authentication. Discord's use of your information is governed by Discord's Privacy Policy.

5.2 Service Providers

We may use third-party service providers to host our services, manage our database, and provide technical support. These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.3 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, or investigate fraud or security issues.

5.4 Community Safety

In cases of severe rule violations, harassment, or threats, we may share relevant information with Discord administrators, law enforcement, or other relevant authorities to ensure community safety.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

• Session Cookies: Essential for maintaining your login state and session security. These cookies expire when you log out or after a period of inactivity.
• Authentication Tokens: Stored securely to enable automatic login and session management.
• Preference Cookies: Used to remember your settings and preferences, such as theme selection and display preferences.

You can control cookies through your browser settings. However, disabling cookies may impact your ability to use certain features of our services, including authentication.

7. Data Security

We implement reasonable technical and organizational measures to protect your personal information:

• Encryption of sensitive data in transit and at rest
• Secure authentication mechanisms using industry-standard protocols
• Regular security audits and vulnerability assessments
• Access controls limiting data access to authorized personnel only
• Regular backups to prevent data loss
• Monitoring and logging of access to sensitive data

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

8. Your Rights and Choices

You have the following rights regarding your personal information:

8.1 Access and Portability

You can access your personal information through your account settings. You can view your profile data, application history, messages, and notifications. You may request a copy of your data in a portable format by contacting us.

8.2 Correction and Updates

You can update most of your profile information directly through your account settings. If you need to correct information that cannot be updated through the interface, please contact us.

8.3 Deletion

You can request deletion of your account and associated data by contacting us. We will delete your personal information within 30 days, except where we are required to retain it for legal, security, or legitimate business purposes (e.g., application records for dispute resolution).

8.4 Opt-Out

You can opt out of certain data collection by adjusting your account settings or browser preferences. However, some data collection is necessary for service functionality and security, and opting out may limit your ability to use our services.

8.5 Account Deletion

If you wish to delete your account, please contact us through our contact page. Account deletion will remove your personal information, but some data may be retained in anonymized form for legal or security purposes.

9. Children's Privacy (COPPA Compliance)

Our services are available to users of all ages. However, we comply with the Children's Online Privacy Protection Act (COPPA), which requires special protections for children under 13.

9.1 Users Under 13

If you are under 13 years old, you may use our services only with verifiable parental consent. We collect the same types of information from users under 13 as we do from other users, but we require parental consent before collecting, using, or disclosing personal information from children under 13.

Parents or guardians of children under 13 can:

• Review their child's personal information
• Request deletion of their child's personal information
• Refuse to allow further collection or use of their child's information
• Revoke consent at any time

9.2 Parental Rights

Parents or guardians who wish to review, modify, or delete their child's personal information, or who have questions about our data practices regarding children, should contact us through our contact page. We will verify the parent's identity before processing any requests related to a child's account.

9.3 Data Collection for Children

We collect the same types of information from users under 13 as we do from other users (as described in Section 2), but we do so only with verifiable parental consent. We use this information solely to provide our services and do not share it with third parties except as necessary to provide our services or as required by law.

9.4 Recommendations for Parents

We recommend that parents supervise their children's online activities and educate them about safe online practices. Parents should review our Terms of Service and Privacy Policy with their children and ensure their children understand the importance of not sharing personal information online.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our services, you consent to the transfer of your information to these countries. We take appropriate measures to ensure your information is protected in accordance with this Privacy Policy regardless of where it is processed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other reasons. We will notify you of any material changes by posting the updated policy on this page with a new "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through our contact page. We will respond to your inquiry within a reasonable timeframe.