Privacy Policy

Effective October 9, 2026

This policy covers the Alabama Roleplay Discord bot ("the bot") and the Alabama Roleplay website ("the site"), both run by the Alabama Roleplay community ("we", "us"). It explains what we collect, why, who else sees it, how long we keep it, and how to have it exported or deleted.

What we collect

From Discord, through the bot

• Your Discord account: user ID, username, display name, avatar, server nickname, roles and when you joined our servers.
• Messages: the bot reads messages in the channels it can see, so its features can respond to them (for example tickets, priority requests and the guess-the-number game). It only stores messages sent in support ticket channels. Those transcripts include edits, deleted messages and links to attachments.
• Your Roblox account link: the Roblox user ID and username connected to your Discord account. We look this up through Melonly's verification service.
• In-game activity in our ER:LC server: your Roblox username and ID, team, callsign, location in game, joins and leaves, kills, commands you run, moderator calls and vehicles. We read this from the ER:LC server API.
• Nicknames: the nickname you had before the bot added a callsign or Roblox username, so it can put it back.
• Staff records (staff members only): shift times, moderator calls handled, priorities handled and any shift reviews.
• Moderation records: bans and the reason given, which we copy to our other servers, and the staff blacklist.
• Community features you use: support tickets, priority requests, Roblox group join requests, giveaway entries, roleplay Twitter posts and guess-the-number wins.

On the website

• Signing in with Discord: we ask Discord for three permissions, and nothing more. We never see your email address or password.
  • identify: your Discord user ID, username, display name, avatar, banner and profile colour.
  • guilds: the servers you're in (each server's name, icon and ID, and whether you own it).
  • guilds.members.read: for our servers only, your nickname, roles, join date and server avatar.
  While you're signed in, the site shows your avatar and username. Our developers can see the rest on their dashboard.
• Your Discord access token: signing in gives us a token that lets the site read the information above for you. It's encrypted before it's stored and never shown to anyone, staff included. We renew it in the background so this information stays up to date, and we use it for nothing else. It can't post, join servers or change anything on your Discord account.
• Sign-in records: when you signed in and when you were last active, so we can keep you signed in and sign you out.
• Basic visit counts: how many times each page was viewed and each button was clicked, per day. To count unique visitors we keep a one-way hash of your IP address that changes daily, so it can't be traced back to you or used to follow you from one day to the next. We never store your raw IP address.
• Cookies: one cookie that keeps you signed in. There are no advertising or third-party tracking cookies, and no analytics scripts from other companies.

How we use it

• To run the bot's features: tickets, nicknames and callsigns, in-game roles, welcome messages, group requests, priorities and games.
• To moderate our community and keep it safe, including keeping a ban in effect across our servers.
• To manage staff: shift reports, activity statistics and reviews.
• To let staff and management sign in to their dashboards on the site.

We don't sell your data, use it for advertising, or use it to build profiles for anyone outside our community.

Who we share it with

Only the services the bot and site need to work:

• Discord: the bot and the site sign-in run on Discord.
• Melonly: to match Discord and Roblox accounts, and to send in-game commands such as messages and moderation actions.
• Police Roleplay Community (ER:LC): to read our game server's activity and send commands to it.
• Roblox: to look up usernames and to accept or decline requests to join our Roblox group.
• Anthropic: when you open a support ticket, the question you type is sent to Anthropic's AI to sort it into the right category or point you to an answer. Only that question is sent, not your account details. It is handled under Anthropic's commercial API terms.
• Our hosting and database providers, which store the data above on our behalf.

Inside our community, staff can see the records they need for their role. Management can see staff records and ticket transcripts, and a small development team can see the database. We may also share data if the law requires it.

How long we keep it

• Moderator calls from the game server are deleted automatically after 14 days.
• Website sign-ins end when you sign out or your session expires.
• Your Discord access token, server list and member info are kept until you remove the app in Discord or ask us to delete your data. Either one ends the token and deletes it, along with your server list and member info.
• Visitor hashes change daily, and visit counts are only totals.
• Everything else, such as ticket transcripts, shift history, account links and moderation records, is kept while it's useful for running the community, or until you ask us to delete it.

Your choices

• Get a copy: ask and we'll export the data we hold about your Discord account.
• Delete it: ask and we'll delete the records about you. Where your ID only appears on someone else's record (for example as the staff member who handled a ticket), we remove your ID from it.
• Disconnect Discord: remove the app in Discord under User Settings → Authorized Apps. The site stops reading your account and deletes what it read. Signing out of the site only ends your sign-in.
• Stop collection: leave our servers and our ER:LC server, and stop signing in to the site. The bot only collects data from the places it runs.

We may keep a ban record after a deletion request, so a ban stays in effect. If we keep anything, we'll tell you what and why.

Children

Discord requires users to be at least 13 (or older where local law says so), and our community follows that. If you believe we hold data about someone under that age, contact us and we'll delete it.

Keeping it secure

Access is limited by Discord role, and every connection to the site is encrypted. Dashboard sessions are checked on every request, and changes made on the dashboards are logged. No system is perfectly secure, but we work to protect what we hold.

Changes to this policy

If we change this policy, we'll update the date at the top. If the changes are significant, we'll also post a notice in our Discord server.

Contact

For questions, exports or deletions, open a support ticket in our Discord server and choose General. We'll confirm the request comes from your Discord account before we act on it.