1. Quick Summary
San Andreas Roleplay, also referred to as SARP, collects the information needed to operate the community website, account system, application system, staff review tools, and security/audit logs.
We do not sell member information. We do not intentionally collect payment information through this website. Future store, donation, or checkout systems may use separate third-party platforms with their own privacy policies.
2. Information We Collect
Depending on how you use the website, SARP may collect the following information:
Account Information
- Username
- Display name
- Email address
- Password hash, not your plain-text password
- Account role, rank, permission level, and account status
- Account creation and update timestamps
Application Information
- Application type, such as SASP or Certified Civilian
- Application answers submitted by you
- Application status, such as submitted, in review, approved, or denied
- Reviewer notes, denial reasons, approval notes, next steps, and cooldown dates
- Application status history
Technical and Security Information
- Session cookies used to keep you logged in
- IP address connected to certain logged actions
- Browser/user-agent information connected to certain logged actions
- Audit log entries for account, admin, and application review actions
Future Feature Information
Future features, such as Discord account linking or support tickets, may collect additional information needed for those features to work. This policy will be updated when those features are added.
3. How We Use Information
SARP uses collected information to:
- Create and manage website accounts.
- Allow members to log in and stay logged in across SARP subdomains.
- Process applications for departments and community programs.
- Allow staff to review, approve, deny, and manage applications.
- Prevent impersonation through unique display names.
- Enforce account permissions, role hierarchy, and management access.
- Maintain audit logs for security, accountability, and staff oversight.
- Investigate website abuse, unauthorized access, spam, or policy violations.
- Improve website functionality and prepare future community tools.
4. Public and Semi-Public Information
Some information may be visible to other users or staff depending on the feature being used.
Display Names
Display names are public-facing. They are used to identify members across the website and may be shown on dashboards, staff panels, application records, and future community features.
Usernames
Usernames are internal account identifiers and may be visible in staff/admin areas, audit logs, application records, and account management tools.
Roles and Staff Positions
Your role may be visible in staff tools, admin tools, and future website areas where role-based permissions are displayed.
5. Applications and Staff Review
When you submit an application, your answers are stored so authorized staff can review and process the submission.
Application reviewers may be able to see:
- Your username, display name, and email attached to the application.
- The application type and submitted answers.
- Review status and status history.
- Reviewer notes, approval notes, denial reasons, next steps, and cooldown dates.
Applications may remain stored after a decision for recordkeeping, accountability, and to prevent duplicate applications or cooldown bypassing.
6. Audit and Security Logs
SARP keeps audit logs for important website actions. These logs help protect the community and make sure staff actions can be reviewed.
Audit logs may include:
- The acting user’s ID, username, display name, and role.
- The action performed, such as role changes, account disable/enable, application submission, approval, or denial.
- The affected user or application, when applicable.
- IP address and browser/user-agent information connected to certain actions.
- Date and time of the action.
7. Discord Account Linking
Discord account linking is not currently required for the first release of the SARP website. However, SARP may add Discord login or Discord account connection in the future.
If Discord linking is added, SARP may collect information provided through Discord’s login or authorization process, such as:
- Discord user ID
- Discord username or display name
- Discord avatar, if provided
- Discord email, if permission is requested and approved
- Discord server membership or role information, if needed for website permissions
If Discord linking is added, this policy should be updated before or at the time the feature becomes available.
8. How Information Is Shared
SARP does not sell member information.
Information may be shared internally with authorized staff when needed to operate the website, review applications, manage accounts, investigate issues, or enforce community rules.
Information may also be shared if required to:
- Comply with legal obligations.
- Protect SARP, its members, staff, website, or community systems.
- Investigate fraud, abuse, security incidents, harassment, or unauthorized access.
- Work with service providers that host or support the website.
9. Data Retention
SARP keeps information for as long as needed to operate the website, manage community access, process applications, maintain security logs, and support staff accountability.
Account information may remain stored while your account exists. Application records, review notes, and audit logs may remain stored after an application decision or account action for moderation, accountability, and security purposes.
If an account deletion feature is used, some account data may be removed from active account records. Certain audit logs, application records, or security records may remain if needed for legitimate community administration, security, or recordkeeping purposes.
10. Your Choices and Controls
Members can use Account Settings to update certain account information, including username, display name, email, and password.
Members may also be able to delete their account through Account Settings, unless the account is an owner account or otherwise restricted for safety/security reasons.
If you believe information connected to your account is wrong, outdated, or should be reviewed, contact SARP management or use the appropriate support method once support tickets are released.
11. Security
SARP uses account sessions, password hashing, role-based access controls, staff permission checks, and audit logs to help protect website accounts and community tools.
No website can guarantee perfect security. Members should use a strong password, avoid sharing their login details, and report suspicious account activity to staff.
12. Children and Age
The SARP website and community are not intended for children under 13. Members should only submit information if they are old enough to participate in the community under applicable rules and platform requirements.
Application forms may ask for age so staff can review eligibility, maturity, and community fit.
13. Changes to This Policy
SARP may update this Privacy Policy as the website grows, especially when features like support tickets, Discord account linking, staff tools, or additional department applications are added.
The “Last Updated” date at the top of this page will be changed when meaningful updates are made.
14. Contact
Questions about this Privacy Policy should be directed to SARP ownership or management through the official Discord or future support ticket system.