Important Notice
This Privacy Policy is a practical community template and is not legal advice. Privacy laws can vary based on where users live, what data is collected, whether payments or ads are involved, and whether children use the service. Leadership should get legal review before launching paid services, analytics, advertising, age verification, or advanced data collection.
1. Who We Are
Ohio State Roleplay is an ER:LC roleplay community that operates through a public website, Roblox gameplay sessions, Discord community spaces, applications, tickets, staff systems, and moderation tools. We use limited information to operate the community, review applications, enforce rules, protect users, and improve sessions.
2. Information We May Collect
Depending on how you interact with us, we may collect the following categories:
- Account identifiers: Discord username, Discord display name, Discord user ID, Roblox username, Roblox user ID, server nickname, department callsign, and staff rank.
- Application data: staff applications, department applications, transfer requests, training requests, partnership requests, answers, experience, availability, and related notes.
- Moderation data: warnings, bans, kicks, mutes, blacklists, staff notes, appeal information, evidence, screenshots, message links, and incident summaries.
- Ticket and support data: ticket messages, support requests, reports, attachments, timestamps, and staff responses.
- Community activity: session attendance, activity logs, department participation, training completion, promotion records, and role changes.
- Website data: basic technical information such as device/browser type, pages visited, referrer, approximate location from IP address, and hosting logs if collected by the hosting provider.
- Communications: messages you send to staff, leadership, ticket systems, forms, or official community channels.
We do not intentionally collect government ID numbers, payment card information, health information, precise location, passwords, or highly sensitive personal information through this website.
3. Sources of Information
We may receive information directly from you, from your activity in community spaces, or from tools used to run the community.
- You provide information when you submit applications, open tickets, appeal discipline, or message staff.
- Discord provides usernames, IDs, roles, messages, attachments, and server activity depending on server settings and bots.
- Roblox and ER:LC provide usernames, user IDs, gameplay activity, and information visible during roleplay sessions.
- Staff may create notes, logs, reports, review outcomes, and moderation records.
- Hosting providers may automatically process technical website logs.
4. How We Use Information
We use information for community operations, safety, and administration, including to:
- Review and decide applications, transfers, partnerships, promotions, and staff requests.
- Verify membership, roles, departments, activity, eligibility, and training progress.
- Moderate Discord, Roblox sessions, tickets, and community systems.
- Investigate reports, appeals, misconduct, raids, spam, evasion, or safety concerns.
- Communicate with members about tickets, applications, rule updates, sessions, and announcements.
- Protect the community, staff, members, website, bots, and connected systems.
- Maintain records needed for accountability, staff review, and repeat-incident tracking.
6. Data Retention
We keep information only as long as reasonably needed for community operation, safety, moderation, dispute handling, and recordkeeping. Retention periods may vary by data type.
- Denied or accepted applications may be retained for review history and anti-spam purposes.
- Moderation records may be retained longer to identify repeat issues, ban evasion, or serious safety concerns.
- Tickets may be archived after closure for staff accountability and appeal handling.
- Website logs, if collected by hosting providers, may be retained according to provider settings.
- We may delete or anonymize information when it is no longer useful or when a valid request requires it.
7. Children and Younger Users
Ohio State Roleplay is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through this website. If we learn that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete it or restrict the account from community tools.
Younger users must follow Roblox and Discord age rules. Parents or guardians who believe a child submitted personal information should contact leadership through the official Discord ticket system or published contact address.
8. Your Choices and Privacy Rights
Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, or information about how your personal data is used. California residents may have rights to know, delete, correct, and opt out of certain sharing or sale of personal information. We do not sell personal information.
You can request help by contacting community leadership. We may need to verify that the requesting account belongs to you before making changes.
- You may leave the Discord server at any time.
- You may delete your own Discord or Roblox messages where those platforms allow it.
- You may request deletion or correction of application or ticket information where reasonable.
- We may retain limited records when needed for safety, fraud prevention, abuse prevention, legal obligations, or moderation integrity.
10. Security
We use reasonable administrative and technical steps to protect community information, such as limiting staff access, using role permissions, reviewing sensitive requests, and storing records only in systems needed for community operations. No online system is perfectly secure, and we cannot guarantee absolute security.
11. International Users
Ohio State Roleplay may be accessed by users from different regions. Information may be processed in the United States or wherever Discord, Roblox, hosting providers, bot providers, or other tools operate. By using the community, you understand that your information may be processed outside your region.
12. Changes to This Policy
We may update this Privacy Policy as our website, Discord server, applications, bots, staffing systems, or legal requirements change. The effective date above shows when this version became active. Continued use of the community after updates means you accept the updated policy.
13. Contact
For privacy questions, deletion requests, correction requests, parental requests, or data concerns, contact Ohio State Roleplay leadership through the official Discord ticket system or by using the official contact address once published.
Placeholder contact: replace this with a real email address or Discord ticket link before publishing.