Privacy Policy

Last Updated: December 18, 2025

At Westgate City Roleplay ("we", "us", or "our"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website and services.

1. Information We Collect

1.1 Information You Provide

When you apply for positions on our team, we collect:

• Discord Information: Username, User ID, server membership status, and roles
• Roblox Information: Username, User ID, and profile information
• Application Data: Age, timezone, availability, experience, and responses to application questions

1.2 Automatically Collected Information

We may automatically collect certain technical information, including:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent on our site
• Referral source

2. How We Use Your Information

We use the information we collect for the following purposes:

• To process and review job applications
• To verify Discord server membership and Roblox account ownership
• To communicate with applicants about their application status
• To improve our website and services
• To maintain security and prevent fraud
• To comply with legal obligations

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: When you explicitly agree to share your information
• Service Providers: With trusted third-party services (Discord, Roblox) for authentication purposes
• Legal Requirements: When required by law or to protect our rights and safety
• Team Members: With authorized team members who need access to review applications

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Secure HTTPS connections
• Encrypted data storage
• Access controls and authentication
• Regular security assessments

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Application data is typically retained for:

• Successful Applications: Duration of your role/position plus 6 months after departure
• Unsuccessful Applications: 12 months from submission date

6. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Objection: Object to processing of your data
• Withdrawal: Withdraw consent at any time

To exercise these rights, please contact us using the information provided below.

7. Cookies and Tracking

We use session cookies to maintain your authentication state during your visit. These cookies are essential for the functionality of our website and do not track you across other sites.

8. Children's Privacy

Our services are intended for users aged 13 and older. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

9. Third-Party Services

Our website uses third-party OAuth services:

• Discord: For user authentication and server verification
• Roblox: For user authentication and identity verification

These services have their own privacy policies, and we encourage you to review them:

• Discord Privacy Policy: discord.com/privacy
• Roblox Privacy Policy: roblox.com/info/privacy

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by updating the "Last Updated" date at the top of this policy. Continued use of our services after changes constitutes acceptance of the updated policy.

Terms of Service

Last Updated: December 18, 2025

Welcome to Westgate City Roleplay. By accessing or using our website and services, you agree to be bound by these Terms of Service ("Terms"). Please read them carefully.

1. Acceptance of Terms

By using our website, submitting applications, or participating in our community, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, please do not use our services.

2. Eligibility

You must be at least 13 years old to use our services. By using our services, you represent and warrant that:

• You are at least 13 years of age
• You have the legal capacity to enter into these Terms
• You will provide accurate and truthful information
• You will comply with all applicable laws and regulations

3. Account and Authentication

3.1 Third-Party Authentication

Our services require authentication through Discord and Roblox. By using our authentication system, you agree to:

• Maintain the security of your Discord and Roblox accounts
• Provide accurate authentication information
• Not use another person's account
• Not create multiple applications using different accounts

3.2 Discord Server Membership

To submit applications, you must be a member of our Discord server. We reserve the right to verify server membership and revoke access if membership requirements are not met.

4. Application Process

4.1 Application Submission

When submitting an application, you agree to:

• Provide accurate, complete, and honest information
• Not plagiarize or copy from other applications
• Not submit spam or frivolous applications
• Accept that applications are reviewed at our discretion

4.2 Application Review

We reserve the right to:

• Accept or reject any application for any reason
• Request additional information or interviews
• Take as much time as needed to review applications
• Not provide detailed feedback on rejected applications

5. Volunteer Positions

All positions offered through our application system are volunteer positions. By accepting a position, you acknowledge that:

• These are unpaid volunteer roles
• No compensation, monetary or otherwise, is guaranteed
• You may be removed from your position at any time
• You commit to fulfilling your role responsibilities

6. Code of Conduct

All users and applicants must:

• Treat others with respect and courtesy
• Not engage in harassment, discrimination, or hate speech
• Not attempt to hack, exploit, or disrupt our services
• Not share confidential or sensitive information
• Follow all community rules and guidelines

7. Intellectual Property

All content on our website, including but not limited to text, graphics, logos, images, and software, is the property of Westgate City Roleplay or its licensors and is protected by copyright and other intellectual property laws.

You may not:

• Copy, modify, or distribute our content without permission
• Use our branding or logos without authorization
• Create derivative works based on our content

8. User-Generated Content

By submitting applications or other content to our services, you grant us a non-exclusive, worldwide, royalty-free license to use, store, and display that content for the purposes of operating our services and reviewing applications.

9. Termination

We reserve the right to:

• Terminate or suspend access to our services at any time
• Remove any content that violates these Terms
• Ban users who violate our policies
• Refuse service to anyone for any reason

10. Disclaimers

Our services are provided "as is" and "as available" without warranties of any kind. We do not guarantee that:

• Our services will be uninterrupted or error-free
• Defects will be corrected
• Our servers are free from viruses or harmful components
• Information provided will be accurate or complete

11. Limitation of Liability

To the maximum extent permitted by law, Westgate City Roleplay shall not be liable for any indirect, incidental, special, consequential, or punitive damages resulting from:

• Your use or inability to use our services
• Unauthorized access to your data
• Errors or omissions in content
• Any other matter relating to our services

12. External Links

Our website may contain links to third-party websites (Discord, Roblox, etc.). We are not responsible for the content, privacy policies, or practices of these external sites.

13. Changes to Terms

We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting. Your continued use of our services after changes are posted constitutes acceptance of the modified Terms.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the United Kingdom, without regard to its conflict of law provisions.

15. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

16. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Westgate City Roleplay regarding the use of our services.