Who this policy covers

Sydney Roleplay’s ownership team operates this community website. This policy covers the website and information it sends to our community’s Discord tools. Sydney Roleplay is a gaming community and is not affiliated with the real NSW emergency services, Roblox or Discord.

For privacy questions, use our contact form, select “General enquiry” and begin your message with “Privacy request”. You can also open a support ticket in our Discord and ask for the ownership team. Keep personal details out of public channels.

Information collected and why

• Discord sign-in: Discord supplies your account ID and profile details. We store your ID and display name with a temporary website session. Our bot checks your server membership, nickname and roles to decide which staff or department resources you may open. This sign-in requests identity access, not your Discord password or email address.
• Contact and suggestions: we collect the username, Discord ID, topic and message you submit. We store a reference number, submission time, delivery status, staff responses and resolution details so the team can handle and follow up on your request.
• Moderation: authorised staff can record player identifiers, Roblox names, actions, reasons, evidence links, staff identities, timestamps and delivery or action outcomes. These records may concern you even if another member or staff member supplied the information. They support rule enforcement, reviews and appeals.
• Staff activity: shift records include staff IDs and names, start and end times, breaks and shift status. Guide updates record the editor and update time. Existing action logs may also contain the issuing staff member and outcome.
• Community content: staff may publish review names, ratings and comments, gallery images, titles and captions. Published content is visible to website visitors.
• Technical information: hosting processes connection information such as your IP address to serve and protect the site. The website uses hashed IP-based counters to limit repeated sign-in and form attempts, and records some delivery failures for troubleshooting.

Information comes from you, Discord, public Roblox profile lookups, and community members or staff who submit reports or content. ER:LC supplies server information used by the dashboard. Supply only information needed for the relevant community purpose.

Who can receive information

Website access is restricted according to staff and department permissions. Staff authorised for a particular task can view its records; website administrators can manage stored data. Contact messages and suggestions are also sent to configured Discord channels, where access depends on the server’s channel permissions. Moderation notices and support replies may be sent by Discord direct message.

Cloudflare hosts the website and its database; uploaded media can use Cloudflare storage when configured. Discord processes sign-in, role checks and messages. Roblox services provide public player details, and ER:LC services process supported server requests. These providers may process information outside your country under their own terms and privacy policies.

Following an external link takes you to another service with its own privacy practices. Information may also need to be disclosed where required by law or to address a serious safety or security issue.

Cookies and browser storage

Essential cookies keep staff, administrator and Discord sessions signed in. These sessions are configured to expire after eight hours. Discord sign-in verification cookies expire after ten minutes. Signing out ends the relevant website session; it does not erase activity or reports already recorded.

Your light or dark theme preference is saved in your browser until you clear it. The website code does not include advertising trackers or a third-party analytics script. Hosting providers may maintain their own operational logs. Blocking essential cookies can prevent sign-in from working.

How long records remain

Sessions stop granting access when they expire. Expired session and sign-in verification rows are cleared during later sign-in activity, and expired rate-limit counters are cleared during relevant requests. This is not an immediate scheduled deletion of every expired row.

Moderation, shift, enquiry, suggestion, review and other ordinary records currently have no automatic deletion schedule. They remain until an administrator removes them. You can ask the ownership team to review, correct or delete information that is no longer needed. A resolved enquiry is not automatically deleted. Copies sent to Discord, backups and provider logs can have separate retention periods.

Your choices and requests

You can browse public pages without Discord sign-in. Providing form information is voluntary, but without the required information we cannot process that form. Staff and department tools require sign-in and the appropriate community roles.

Contact the ownership team to ask what personal information we hold about you, request access or a correction, ask for deletion, or raise a privacy concern. Include your Discord ID and any relevant reference number so the team can locate the record. We may need to verify that the account is yours before releasing or changing information.

Some information may need to be retained for an unresolved complaint, moderation review, security concern or legal obligation. A deletion request does not automatically remove every record or third-party copy. Ask the team to explain any information it retains. If your concern remains unresolved, you can seek guidance from the New Zealand Office of the Privacy Commissioner or your local privacy authority.

Roleplay information and safety

Department patient-record templates are for fictional characters and in-game events. The current handbook template itself does not submit a patient record. Do not put real medical records, addresses, passwords, payment details or identity documents into roleplay reports or support messages. Use your gaming identity wherever possible, and avoid including unrelated details about other people.

Permission checks and secure session cookies help protect restricted information. No online service can guarantee complete security. Report suspected unauthorised access privately to the ownership team through the contact routes above.

Policy updates

When this policy changes, the updated version and date will appear here. Check it when using a new website feature or submitting information.