Privacy Policy

1. Overview

This portal is an internal tool for the New Haven roleplay community's emergency services departments. It links your Discord account to your on-site profile so we can show your rank, department, and timeclock activity. This policy explains what we collect, why, and how it's used.

2. Data We Collect

• Discord identity: Discord user ID, username, and avatar — used to display your profile and verify membership.
• Discord roles: Your server roles are read to determine rank, department, and access level.
• Timeclock data: Clock-in/out times, department, and session duration you record.
• Edit requests: Timecard correction requests you submit, including your reason and the reviewer's notes.
• Account email: The email tied to your account, used for login and password recovery.

3. How We Use Your Data

• Authenticate you and grant access based on your Discord roles.
• Display your name, rank, and department across the portal.
• Track and summarize your duty hours per department and week.
• Process timecard correction requests and AFK session reviews.
• Sync the department roster with the Discord server.

4. Data Sharing

Your data is visible only to you and to authorized command staff (High Command and your department's head) for oversight purposes such as reviewing hours and edit requests. We do not sell or share your information with third parties. Roster summaries may be exported to an internal Google Sheet accessible only to command staff.

5. Data Retention

Timeclock and edit-request records are kept for as long as needed for activity tracking and audit. You may request deletion of your records at any time by contacting command staff.

6. Discord Integration

Connecting your Discord account is optional but required for role-based access. We read your guild roles via the Discord API; we never post on your behalf or store your Discord password.

7. Your Rights

You may review your data, request corrections, or ask for your records to be removed by contacting command staff. Disconnecting your Discord account revokes our access to your Discord profile going forward.

8. Contact

Questions about this policy can be raised with command staff through the contact page or in the Discord server.