PRIVACY POLICY

This Privacy Policy explains how Birmingham City Roleplay (“we”, “us”, “our”) collects, uses, and protects information when you use our services, including our website and Discord bot, and when you connect your accounts for gameplay-related features (including Emergency Response: Liberty County (“ER:LC”)).

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Controller and Operator

Birmingham City Roleplay is operated by an undisclosed sole trader in the United Kingdom (the “Controller”). The Controller is responsible for the personal data processed through the Service.

Contact (Support): Data requests can be made through our Discord Support system.

2. Definitions

• Account: A user profile created or verified through our systems.
• Discord Data: Public data associated with your Discord account used for verification and service features.
• Roblox Data: Public data associated with your Roblox account used for verification and service features.
• Gaming Data: Gameplay logs and activity data from integrated platforms such as ER:LC.
• Personal Data: Information relating to an identified or identifiable individual, such as usernames or ID's.
• Service: Our website, Discord bot, and associated systems.

3. Data We Collect

We collect only the information necessary to operate, moderate, and improve the Service.

3.1 Roblox Data (after verification)

We store: Roblox User ID, Roblox Username, and Roblox Profile Picture (avatar image).

3.2 Discord Data (after verification / when using our bot)

We store: Discord User ID, Discord Username, and Discord Avatar.

3.3 ER:LC Gaming Data (logs)

When you use ER:LC features connected to our systems, we may store: Kill and death logs, Command logs (commands executed in-game), Vehicle usage logs, and Playtime and session duration logs.

3.4 What We Do Not Collect

We do not collect or store: IP addresses, Precise location data, or Payment card details.

4. How We Use Your Data

We use the collected data to:

• Verify and link accounts (Roblox and Discord)
• Provide and maintain Service functionality
• Enforce rules, prevent abuse, and investigate incidents
• Support moderation operations and staff accountability
• Produce service-related statistics (e.g., activity and playtime)
• Improve reliability, integrity, and security of our systems

We do not sell your personal data.

5. Legal Basis for Processing (UK GDPR)

Where UK GDPR applies, we process personal data under the following legal bases:

• Legitimate interests: Operating the Service, preventing abuse, moderation, and maintaining integrity and safety.
• Contractual necessity: Providing features you request or use (e.g., verification, bot features, integrations).
• Consent: Only where a feature requires it and you are given a clear choice (if applicable).

6. Sharing and Disclosure

We may share personal data only in these situations:

• With authorized staff: Access is limited to what is necessary for moderation, support, and operations.
• With service providers: Only where needed to run the Service (e.g., hosting), under appropriate obligations of confidentiality and security.
• Legal obligations: If required by law, court order, or valid request from a competent authority.

We do not share data for advertising or cross-context behavioural advertising purposes.

7. Data Retention

We retain data only as long as needed for the purposes described in this Privacy Policy.

• Roblox & Discord account data: Retained while your account remains linked/verified or as needed for Service operations and moderation.
• Gaming Data logs (ER:LC): May be retained long-term to maintain moderation integrity and historical enforcement records, unless deletion is required by law or approved upon request.
• Moderation records: May be retained even after unlinking/deletion requests where necessary to protect the community, enforce rules, and prevent repeat abuse.

8. Your Data Protection Rights

Depending on your location and applicable law, you may have rights to: Access your personal data, Correct inaccurate data, Request deletion (erasure), Restrict or object to processing, or Request data portability.

How to request deletion or access: You can submit requests through our Discord Support system. We may need to verify you own the relevant Discord/Roblox account before processing the request. We aim to respond within 30 days, unless a longer period is permitted by law.

9. Security

We implement reasonable technical and organisational measures to protect personal data, including: Restricted access for staff (role-based), Logging and oversight of administrative access, and Secure storage practices. No online system can be guaranteed 100% secure, but we take protection seriously.

10. Children’s Privacy

Our Service is not intended for children under 13. We do not knowingly collect personal data from anyone under 13. If we become aware that such data has been collected, we will take steps to delete it.

11. Third-Party Platforms

The Service integrates with third-party platforms such as Roblox and Discord. Your use of those platforms is governed by their own terms and privacy practices. Our processing is limited to what is described in this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date and publish the revised policy on the Service. Your continued use of the Service after changes take effect means you accept the updated policy.

13. Contact

For privacy questions and data requests, please contact us via our Discord Support system.