Privacy Policy

1.Purpose and Scope

1.1This Policy describes the categories of information collected through osfusadss.app (the "Site"), the purposes for which such information is processed, the parties to whom it is disclosed, and the rights available to individuals in respect of that information.

1.2This Policy applies to all visitors to the public areas of the Site and to all individuals holding credentials to the staff portal.

1.3This Policy does not govern the Roblox platform, the Discord service, or any other third-party platform on which the Group maintains a presence. Such platforms are governed by their own respective privacy policies.

2.Definitions

2.1"the Group" means the OSFUSA Diplomatic Security Service and the individuals responsible for its administration.

2.2"the Site" means the website published at osfusadss.app, including all public pages and the staff portal.

2.3"Visitor" means any person accessing the public areas of the Site without authenticating.

2.4"Personnel" means any person holding an active or archived staff account issued by the Directorate.

2.5"the Directorate" means the senior administrative body of the Diplomatic Security Service.

3.Information Collected from Visitors

3.1The public areas of the Site — comprising the home page, the Leadership page, and the sign-in page — collect no information from Visitors. The Site operates no accounts for Visitors, no contact forms, no mailing list, no analytics instrumentation, no advertising, and no tracking cookies.

3.2Display preference. Where a Visitor selects a light or dark display theme, that selection is recorded in the browser's local storage under the key osfusa-theme. This value remains on the Visitor's device, is not transmitted to the Group, and is removed when browser data is cleared.

3.3Externally hosted assets. The Site loads typefaces from Google Fonts and the Group emblem from the Roblox content delivery network. The Visitor's browser contacts those services directly, and those services may accordingly observe the Visitor's IP address and browser identification in the course of serving the request. The Group receives no information from those services.

3.4Hosting records. The Site is hosted on Cloudflare Pages. Cloudflare maintains short-retention server logs, comprising IP address, request timestamp, and user agent, for the purposes of content delivery, service integrity, and abuse prevention. The Group does not use such logs to construct profiles of Visitors.

4.Information Collected from Personnel

4.1The provisions of this Section apply exclusively to Personnel. Staff accounts are issued by the Directorate; self-registration is not available.

4.2The Group maintains the following categories of information in respect of Personnel:

1. Authentication credentials. A username and a password. Passwords are not retained in plaintext. Each password is hashed using PBKDF2-SHA256 with a per-account salt, and cannot be recovered in readable form by any person, including the Directorate.
2. Discord account identifiers. The Discord user identifier and display name associated with the account, obtained at the point of authentication.
3. Service record. Agent name, division, timezone, date of hire, employment status, Roblox identifier, Discord identifier, and, where applicable, date of removal, records of termination or resignation, and a reference to the employment contract.
4. Contract execution record. The Roblox name entered as a signature, together with the date and time of execution.
5. Operational content. Board entries, event records, and roster material created by Personnel in the course of using the staff tools.

4.3Scope of Discord authorization. The Site requests the identify scope only. That scope returns the user identifier, username, and avatar. The Group cannot access, and does not request, message content, electronic mail addresses, server memberships, or contact lists.

5.Cookies

5.1The Site sets two cookies, both of which are strictly necessary to the operation of the authentication system. No cookie set by the Site is used for advertising, analytics, profiling, or cross-site tracking.

5.2staff_session establishes an authenticated session. Its lifetime is eight (8) hours, or thirty (30) days where the "Stay signed in for 30 days" option is selected at sign-in.

5.3staff_pending is a token of thirty (30) minutes' duration which carries an authentication attempt between the credential stage and the Discord verification stage.

5.4Both cookies are transmitted with the HttpOnly and Secure attributes and are cryptographically signed. Both are invalidated upon sign-out.

6.Monitoring of the Staff Portal

6.1Personnel are advised that activity within the staff portal is recorded.

6.2The following are logged to a private Discord channel accessible to the Directorate: administrative actions, including the addition or removal of Personnel, changes to role assignment, execution of contracts, and publication of events; and, on staff pages only, the taking of a screenshot or the copying of page content, attributed to the authenticated account.

6.3This provision is stated expressly rather than by implication. Material within the staff portal is internal to the Group and is treated accordingly.

6.4No monitoring of any kind is conducted on the public areas of the Site.

7.Prohibited Submission of Real-World Personal Information

7.1The Site is operated for a recreational gaming community. Personnel and Visitors are to identify themselves by Roblox and Discord identity only.

7.2The following must not be submitted to the Site through any field, record, board entry, event note, or contract: legal name, residential or educational address, telephone number, electronic mail address, date of birth, photographic likeness, and any government-issued or financial document.

7.3The Group has no requirement for such information and does not wish to hold it. Any such information identified in the Group's records will be removed.

8.Minors

8.1The Roblox and Discord platforms each impose minimum age requirements. Members are expected to satisfy the requirements of the platforms they use.

8.2The Group does not knowingly collect personal information from children. The prohibition set out in Section 7 applies to all members without regard to age and is intended to ensure that no real-world personal information is held in respect of any member.

8.3A parent or guardian who believes that a child has submitted information contrary to Section 7 may contact the Directorate, and the information will be deleted.

9.Internal Access Controls

9.1Access to information held by the Group is restricted by role and is verified on each request.

9.2Special Agents may access their own service record and the boards to which they are assigned. Instructors, Executive Staff, and the Directorate hold progressively broader access. The complete staff database and the activity log are restricted to the Directorate and Executive Staff.

10.Disclosure to Third Parties

10.1The Group does not sell, rent, trade, or otherwise disclose information to any party outside the Group. The Site carries no advertising, and no information is provided to advertisers, data brokers, or analytics providers.

10.2The only external service providers involved in the operation of the Site are as follows:

1. Cloudflare — hosting, content delivery, and data storage;
2. Discord — authentication and administrative notification;
3. Google Fonts and the Roblox content delivery network — delivery of page assets.

11.Retention and Disposal

11.1Service records of active Personnel are retained for the duration of the individual's membership in the Group.

11.2Upon separation, the service record is transferred to the Staff Archives in order to maintain a continuous roleplay employment history.

11.3Blacklist entries are retained for the stated duration of the restriction.

11.4Session cookies expire automatically in accordance with Section 5. Rate-limiting and cache records expire within minutes or hours of creation.

12.Individual Rights

12.1Personnel may make the following requests to the Directorate:

1. to be informed of the information held in respect of them;
2. to have a linked Discord account disassociated from their credentials;
3. to change their password, which may be done directly through the staff portal at any time;
4. to have their service record deleted upon separation from the Group.

12.2Where deletion is requested under Section 12.1(d), the service record will be removed. Administrative log entries already published to Discord may persist as a record of actions taken.

12.3Any individual may clear browser cookies and local storage to remove all information stored on their device by the Site.

13.Information Security

13.1Passwords are hashed as described in Section 4.2(a). Session cookies are signed using HMAC-SHA256. All traffic is served over HTTPS. Authorization is enforced by role on every request.

13.2Notwithstanding the foregoing, no system can be represented as perfectly secure, and the Site is administered by volunteers for recreational purposes. Personnel are advised to select a password not used for any other service, and in particular not to reuse a Roblox or Discord password.

14.Amendments

14.1The Group may amend this Policy from time to time. The Effective Date recorded in the document control block will be revised accordingly.

14.2Material amendments will be announced through the OSFUSA DSS Discord Server.

15.Contact

15.1Enquiries, corrections, and requests under Section 12 should be directed to a member of the Directorate through the OSFUSA DSS Discord Server.

15.2The Discord Server may be reached at https://discord.gg/nVvHJjEgCS.

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