Restricted · Authorized personnel only
AscailiaCommand Portal

Privacy policy

Datenschutzerklärung: what the Ascailia command portal stores about you, why, for how long, and your rights under the GDPR.

§ 1 Who is responsible

The controller under Art. 4(7) GDPR is the operator named in the Impressum. Contact for all privacy matters: ascailiaa@gmail.com. We are not required to appoint a data protection officer.

§ 2 Visiting the site

Every request reaches our web server, which records the IP address, date and time, the page asked for, the response code, the amount of data sent, the referring page and the browser's user agent. We need this to deliver the site and to detect and stop attacks (Art. 6(1)(f) GDPR, legitimate interest in a secure service). The server logs are deleted after 14 days at the latest, unless an incident has to be investigated.

The site is hosted by our hosting provider, which processes this data on our behalf under a data processing agreement (Art. 28 GDPR).

§ 3 Signing in with Discord

The portal has no passwords. You sign in through Discord's OAuth2 with the scopes identify and guilds. Discord then gives us:

  • your Discord user ID, username, display name, avatar, banner, profile colour, avatar decoration, nameplate, server tag and public badges;
  • the list of Discord servers you are in (used only to show which divisions you can enter; not stored, only kept in memory for five minutes);
  • an access token and a refresh token, which we store encrypted and use only to repeat the two reads above.

With these we create and keep your portal account (Art. 6(1)(b) GDPR, to provide the portal you asked to use). The portal cannot post, send messages or change anything on Discord in your name. Discord's own processing is governed by Discord's privacy policy.

§ 4 Your divisions and ranks

Which documents and boards you may open depends on your roles in each unit's Discord server. When you open a division, the portal asks that unit's Discord bot for your roles, rank, company, medals, certifications and, where the unit uses them, your activity statistics, quota standing and disciplinary record. The website shows these to you and to the officers whose roles allow it; it keeps them in memory for up to one minute and does not store them. The bots are operated by the same operator and keep these records themselves, for the running of the unit (Art. 6(1)(b) and (f) GDPR). When you verify with a division, we store that fact and the date.

§ 5 What you create in the portal

Your profile fields (status, about me, pronouns, presence), how you style your profile (name font and colours, theme, banner image you upload, decoration, nameplate and effect), documents you upload, board cards, checklists, comments and attachments are stored so the unit can work with them (Art. 6(1)(b) GDPR). Changes made through the portal are recorded in an activity log with your name so each unit's command can see who changed what (Art. 6(1)(f) GDPR, accountability within the unit). The member list shows members' names, avatars and profile fields to other signed-in members.

The forum

Threads and posts you write in the forums, pictures you add to them, which threads you follow and the notices in your inbox are stored so members can read and answer them (Art. 6(1)(b) GDPR). Pictures are redrawn on our server when you upload them, which removes their hidden data such as camera details and location. Who may read a thread depends on the forum and category, the same way as documents. Edits to a post are kept as its edit history, and moderators' actions (hiding, deleting, moving, rank changes) are logged with who did them, without IP addresses (Art. 6(1)(f) GDPR, keeping the forums safe and moderation accountable). When someone mentions you or replies in a thread you follow, you may also get a Discord message from one of the network's bots. If a post is reported as illegal content, it is hidden at once; once a moderator confirms it, its text and pictures are deleted for good and only the record that it was removed is kept.

Reports, appeals and blacklist requests are cases. A case is read by the person who filed it and by moderators; the member it is about never reads it and never learns who filed it. They are told the outcome and the moderator's reason. Moderators see the reporter as a short code until a Moderator or higher chooses to see the name, and that choice is logged. An outcome can write to the unit's records (discipline, the blacklist) and to forum sanctions: warnings with points that run out after a set time, mutes and bans that apply to the forum only. We keep these to handle rule breaks fairly and keep the forums safe (Art. 6(1)(f) GDPR). If a category asks for a form, your answers are stored with your thread and can be searched by those who can read it.

To keep the forums free of spam and abuse, simple automatic checks look at each post as it is written (many links, the same text in several threads, many posts in a short time, words on a moderators' word filter, members' flags). Posts these checks catch are listed for moderators, and their text may be shown to an AI model (Claude by Anthropic, our processor) for a second opinion: spam, abuse, trolling or nothing. It sees only the post's text, with names, member IDs, mentions and link addresses removed, never who wrote it, and never internal notes or restricted intelligence posts; it decides nothing, moderators do. Moderators can also keep a watchlist, link two accounts they believe belong to one person (judged from how old the Discord and Roblox accounts are, when they joined and how they write; never from IP addresses) and see a member's forum record. We do this to keep the forums safe (Art. 6(1)(f) GDPR). The checks' results are deleted after 90 days, handled flags after 180 days; watchlist entries and account links are deleted with the account. Watchlist entries and account links stay internal to the moderators: they are not part of your data download, because showing them would undo what they are for, which is spotting abuse and accounts used to get around a ban (Art. 6(1)(f) GDPR, our legitimate interest in keeping the forums safe). You can still ask us at ascailiaa@gmail.com whether we hold one about you.

Members can react to posts (Like, Helpful, Agree, Salute), vote on suggestions and, with a reason, on staff and moderator applications. Reactions, votes and their reasons show to everyone who can read the thread; moderators also see what kind of member cast a vote (staff, moderator, officer or member). From reactions, marked solutions and suggestions staff took on, the forum works out your reputation, your trust level and the badges on your forum profile, once a night. A unit can let its members see their own moderation record (warnings, hidden posts, decided cases about them) and publish counts without names. We do this to run the forums (Art. 6(1)(b) GDPR) and keep moderation fair and open (Art. 6(1)(f) GDPR). Your reactions and votes are part of your data download and are deleted with your account.

When you apply for the moderation team or the network staff, we keep your application: your answers, the quiz questions you were given with the answers you picked and your score, and when you started the quiz (its time limit is checked on our side). The age box only stores that you ticked it, never your birthday, and your time zone is a UTC offset, never a place. About me in a Trial or Moderator application is read by everyone who can read the category; the rest only by you and the moderation team, and a Senior, Head of Moderators or staff application only by you and the people who decide it. We do this to choose moderators and staff fairly (Art. 6(1)(f) GDPR).

A unit's Roblox game can send a report from its report menu: the Roblox accounts of the player who reports and the player reported, what kind of report it is, what the player wrote, the game server it came from and the server's recent event log for both players (what happened and when, including what they wrote in the game's chat). It becomes a case in the unit's forum, read only by its moderators and, when the reporter's Roblox account is linked here, by the reporter. A Roblox account that staff or a division's bot linked to your portal account (not one you entered yourself) puts your name on such a case, also on reports you sent before it was linked. We keep this to handle rule breaks in the unit's games (Art. 6(1)(f) GDPR) and remove it with the case's other details after the retention period below. If you turn on a category's daily digest, we keep that choice and when the last digest went out, and delete both with your account.

A division can work as an intelligence division. Its command gives clearances (a level and named compartments) to Discord roles or to members, and we keep who gave which clearance and when. When you open a classified thread there, we note that you opened it, at most once an hour, so its command can see who read the file; the owner, network staff and moderators are not noted. Pages in such a division show your name, Discord ID and the date faintly across the screen and in print. Parts of a post marked as redacted are stored apart from the post and only shown to members cleared for them. An anonymous tip is stored without your name: your account is sealed with encryption and a code lets you find your own tips again. Only the division's intel commander or network staff can unseal it, with a reason that is logged, and network staff are told. We do this to run intelligence roleplay and keep it accountable (Art. 6(1)(f) GDPR). When your account is deleted, your clearances and the record of what you opened go, and the seal on your tips is removed so nobody can unseal them any more.

§ 6 Records about people who may not use the portal

Units keep moderation records, in particular the blacklist, which can contain a person's Discord ID, Roblox username, the reason and the duration. These records protect the community from people who broke its rules (Art. 6(1)(f) GDPR). If you believe we hold such a record about you, you have the rights in § 11 and can reach us at ascailiaa@gmail.com. Data in these records comes from the unit's staff and from the Discord and Roblox profiles concerned (Art. 14 GDPR).

§ 7 Cookies and browser storage

The portal sets one cookie, session, which keeps you signed in. It is technically necessary (§ 25(2) no. 2 TDDDG), signed so it cannot be forged, sent only over HTTPS, and expires after 14 days or when you sign out. The board page also remembers in your browser's local storage which columns you collapsed and whether card labels are expanded, and the site remembers which celebrations you have already seen. These settings never leave your browser. There is no analytics, tracking or advertising of any kind, so no consent banner is needed.

§ 8 Content loaded from other services

Pictures that belong to Discord (avatars, server icons, banners, decorations) are loaded directly from Discord's content network (cdn.discordapp.com), and Roblox headshots from Roblox's. Your browser therefore connects to those services, which see your IP address. This is needed to show members as they appear on Discord and Roblox (Art. 6(1)(f) GDPR). Links to documents kept in Google Docs open on Google's site. Pictures members add to cards from other websites are loaded from those websites. All other code, fonts and styles are served from our own server.

Discord Inc., Roblox Corporation and Google are based in the USA. Where data reaches them, the transfer is based on the EU Commission's adequacy decision for companies certified under the EU-U.S. Data Privacy Framework, or on standard contractual clauses (Art. 45, 46 GDPR).

§ 9 Messages to Discord

Some actions (for example a blacklist entry) post a notice to a unit's Discord channel through a webhook. The notice contains the information shown there. A copy of what was sent is kept for 90 days to check delivery.

§ 10 How long we keep data

  • Your account and profile: until you delete it, or 24 months after your last visit.
  • Content you created for a unit: as long as the unit keeps it. When your account is deleted, your comments are deleted and your name is removed from cards and activity lines.
  • Forum posts: as long as the forum keeps them. When your account is deleted, your posts stay under "Former member" without your name; your inbox, the threads you follow, your moderator rank and pictures you never posted are deleted.
  • Staff and moderator applications: 12 months after the decision, the names, the answers, the quiz and its score, the staff area and the votes are removed; only the outcome and the rank applied for stay (division forums' application threads too). A draft never sent ends after 90 days.
  • Forum cases: 12 months after a report or blacklist request is closed, and 6 months after an appeal is closed, the names, the text and the form answers are removed. The case number, its category and the outcome stay. Forum sanctions are deleted with the account of the member they were given to.
  • The portal's activity log: 12 months; its Comms part (who wrote, approved and posted a Discord message): 180 days.
  • Webhook delivery copies: 90 days. Server logs: 14 days.

§ 11 Your rights

You have the right to access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20), and the right to object to processing based on legitimate interests (Art. 21 GDPR). Signed-in members can do the most common of these themselves on their profile page: download everything the portal stores about them, or delete their account. For anything else, email ascailiaa@gmail.com; we answer within one month.

You also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR), in particular the one where you live or the one responsible for the operator's place of residence.

§ 12 Security

Connections are encrypted (HTTPS). Sign-in tokens are stored encrypted. Access to every document and board is checked against your current Discord roles on each request.

§ 13 Age

You need a Discord account to use the portal, so you must meet Discord's minimum age for your country.

§ 14 Changes

We update this policy when the portal changes. The date below shows the current version.

Last updated 4 October 2026.