Applications
We collect your Discord username, character plans, availability and the answers you submit. Your primary team’s authorized reviewers and all website administrators can view your full application. Other teams cannot access it simply because you are open to their roster.
You can apply without signing in. The Discord username on an application is provided by the applicant and is not a verified account link. An authorized reviewer can attach the application to your website account after confirming your identity.
Discord sign-in shares your Discord account ID, name and verified email with this website. We keep the account link and a secure sign-in session; we do not retain Discord access tokens. Signing in does not grant guild membership, officer access or permission to send Discord messages. The existing administrator backup uses ChatGPT sign-in.
Exports & private notes
Submitted answers may be exported to a restricted guild-owned Google Sheet. Exported application answers are kept there permanently, including declined and withdrawn applications. Private officer notes stay on the website and are never exported. Automatic exports are currently disabled.
Profiles & media
Administrators may approve basic member names, teams and approved characters for the roster. Bios, social links and portraits require the member’s public-profile opt-in; photographs also require review. Availability and application answers are never part of your public profile. You can withdraw an uploaded image from Submit a memory. It is removed from publication while its private review record is retained.
Application retention
On the website, declined or withdrawn application answers and private officer notes are kept for six months after decline or withdrawal. Accepted applications and notes are kept throughout active membership, then for six months after the member leaves. Member and character records are handled separately.
The permanent spreadsheet archive contains application answers only. Website expiry does not remove those archived answers. With the owner’s automatic cleanup policy enabled, due website answers and notes are removed after the permanent spreadsheet copy is verified. Missing dates and unresolved exports remain on hold for review. Recovery backups may retain expired data for up to 30 days and must then be retired; downloaded copies need manual handling.
Corrections & removal requests
Correct an early-stage application or withdraw it from your dashboard. Request data removal under Profile & characters → Privacy & removal, or contact an administrator to request a copy. Removal requests require review of website records, exported copies, media and backups against the agreed policy. A removal request is reviewed separately from scheduled website expiry.
Website access
Guild information is public. Your account, application answers, private availability and officer review records require authorized access. Discord sending and addon synchronization are currently disabled.