The Trail Roleplay

Privacy Policy

This Privacy Policy explains how The Trail Roleplay (“we,” “us,” or “our”) collects, uses, stores, and protects personal information when you access our website, Discord server, game servers, or other associated services (collectively, the “Services”).

Community Status

The Trail Roleplay is an informal, volunteer-run community of individuals. It is not incorporated or otherwise recognized as a formal legal entity. We do not maintain a dedicated legal team. All privacy practices described in this Policy are implemented by community volunteers to the best of their ability, in accordance with applicable laws.

Information We Collect

We collect and process only the personal data reasonably necessary to operate, authenticate access to, secure, and moderate the Services. Depending on how you interact with the Services, the categories of personal data we may collect include:

  • Authentication & Account Identifiers: Discord username, Discord display name, unique Discord user ID, and the email address associated with the user’s Discord account, as provided through Discord’s authentication services.
  • Discord Avatar: We retain only the URL link to your Discord avatar as provided through Discord’s authentication services. The avatar image itself is not downloaded or stored on our servers. The URL is retained solely to display the avatar on your profile and within our community roster. The stored link automatically becomes invalid if the avatar is changed and is refreshed only upon your subsequent login.
  • Technical & Connection Data: IP address, connection timestamps, server access logs, device or browser identifiers, and related metadata collected automatically for security, fraud prevention, moderation enforcement, and service reliability.
  • User-Provided Content: profile content, messages, reports, support tickets, and other content voluntarily submitted through the Services or associated platforms (including Discord).
  • Usage & Operational Data: interaction logs, gameplay-related events, moderation actions, and system diagnostics necessary to operate and improve the Services.

We do not collect dates of birth or request explicit age information. During the application or onboarding process, users are asked to affirm whether they are eighteen (18) years of age or older. This affirmation is used solely to determine eligibility to access the Services and to enforce age-based access restrictions.

We do not intentionally collect sensitive personal data, and we do not collect precise location data, government-issued identification, biometric information, or payment information through the Services.

How We Use Information

Personal data is processed only for lawful and legitimate purposes, including:

  • Provision of Services: account creation, authentication, gameplay access, and feature functionality.
  • Safety, Security, and Moderation: enforcing rules, preventing abuse, investigating violations, and maintaining platform integrity.
  • Communications: administrative messages, policy updates, security alerts, and support responses.
  • Legal and Compliance: complying with applicable laws, responding to lawful requests, and protecting legal rights.
  • Service Improvement: internal analytics, diagnostics, and performance monitoring using aggregated, anonymized, or de-identified data where practicable. Analytics involving minors are fully anonymized and not used for profiling or commercial purposes.

We do not sell personal data and do not use personal data for targeted advertising, profiling for commercial purposes, or data brokerage. Personal data may be shared only with service providers acting on our behalf under contractual confidentiality and security obligations.

Data Retention & Your Rights

Personal data is retained only for as long as reasonably necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. Retention periods vary by data type and purpose (for example, account data while an account remains active; security logs for a limited duration).

Subject to applicable law, you may have rights to request access to, correction of, or deletion of your personal data, or to object to or restrict certain processing activities. Requests should be submitted via our Discord support ticketing system where available. These rights are exercised in accordance with applicable law and may be limited where necessary to enforce our community rules or comply with legal obligations.

We may retain certain information where necessary to comply with legal obligations, protect legitimate interests, resolve disputes, or enforce community rules. Backup or archived copies may persist for a limited period.

Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, or alteration. Stored data is secured on protected servers with access controls appropriate to the sensitivity of the information. No system can be guaranteed to be completely secure, and users acknowledge and accept this residual risk.

Third-Party Services & Links

The Services integrate with third-party platforms and providers such as Discord, hosting services, and infrastructure vendors. These third parties process data under their own privacy policies and terms. We are not responsible for the data practices of third-party services. Users are encouraged to review the privacy policies of any third-party services used.

External links are provided for convenience only and do not constitute endorsement. We disclaim responsibility for external privacy or security practices.

Children’s Privacy

The Trail Roleplay is an adults-only community intended solely for individuals eighteen (18) years of age or older. Individuals seventeen (17) years of age or younger are not permitted to access or participate in the Services.

We may collect and retain limited information relating to individuals under the age of eighteen (18) solely for the purpose of identifying, preventing, and enforcing age-based access restrictions, including maintaining records necessary to enforce bans or prevent repeated access attempts. Such data is limited to the minimum necessary and handled in a manner consistent with the best interests of the minor.

We do not knowingly collect personal information from children under the age of thirteen (13) except where minimal retention is strictly necessary to comply with applicable law or to enforce age-based restrictions. If personal data from a child under thirteen (13) is identified, it will be deleted as soon as reasonably practicable unless legally required to retain minimal enforcement data.

Any data relating to individuals under eighteen (18) is not sold, shared, used for profiling, targeted advertising, or any commercial purpose. All such data is handled in accordance with applicable laws, including the New York Child Data Protection Act (NYCDPA), the Children’s Online Privacy Protection Act (COPPA), and other applicable privacy and security laws. Internal analytics for service improvement are fully anonymized and non-identifiable for minors.

Changes to This Policy

This Privacy Policy may be updated from time to time. Material changes will be posted with an updated effective date and, where appropriate, notice may be provided through the Services. Continued use of the Services constitutes acceptance of the revised Policy.

Contact

For questions or requests regarding this Privacy Policy, please open a support ticket through our Discord server where available.

If you are unable to access Discord, contact JemmaSinclair or UberJazeron Discord, or email legal@ttrp.site.