1. Introduction
Canadian Armed Forces Milsim ("CAF Milsim," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.
This policy applies to all users of our website, Discord integration, and related services. By using our services, you consent to the data practices described in this policy.
2. Information We Collect
2.1 Discord OAuth Information
When you log in through Discord, we collect:
- Discord ID: Your unique Discord identifier
- Username: Your Discord username and display name
- Avatar: Your Discord profile picture
- Email Address: Your Discord-associated email (if provided)
- Server Membership: Verification that you're a member of our Discord server
2.2 Application Information
During the application process, we collect:
- Personal Information: Fake name (not real name), age, timezone
- Milsim Experience: Your milsim experience and current affiliations
- Availability: Your availability for operations and training
- Leadership Status: Confirmation of leadership roles in other units
- Motivation: Why you want to join our community
2.3 Member Data
For active members, we maintain:
- Service Information: Rank, service ID, enlistment date, MOSID
- Activity Data: Deployment count, last active date, participation records
- Status Information: Active status, Leave of Absence periods, leadership positions
- Application Status: Completion and approval status
2.4 Technical Information
We automatically collect:
- Log Data: IP addresses, browser type, access times, pages viewed
- Session Data: Login sessions and authentication tokens (including optional 30-day remember tokens)
- Command Logs: Discord bot interactions and command usage
- Performance Data: Website performance and error logs
3. How We Use Your Information
3.1 Primary Purposes
- Account Management: Creating and maintaining your member account
- Authentication: Verifying your identity and Discord server membership
- Application Processing: Reviewing and processing membership applications
- Community Management: Managing ranks, roles, and member status
- Communication: Sending important updates and notifications
3.2 Operational Purposes
- Training Coordination: Organizing training sessions and operations
- Performance Tracking: Monitoring participation and activity levels
- Recognition: Awarding ranks, medals, and commendations
- Discord Integration: Synchronizing roles and permissions
3.3 Administrative Purposes
- Security: Protecting against fraud and unauthorized access
- Analytics: Understanding usage patterns and improving services
- Legal Compliance: Meeting legal obligations and resolving disputes
- Service Improvement: Enhancing website functionality and user experience
4. Information Sharing and Disclosure
4.1 Within CAF Milsim
Your information may be shared with:
- Leadership Team: For application review and member management
- Administrative Staff: For operational and technical support
- Other Members: Basic information like rank, name, and service record (as appropriate for military simulation)
4.2 Third-Party Services
We share limited information with:
- Discord: For authentication and server integration
- Web Hosting Provider: For website operation and maintenance
- Database Services: For secure data storage
4.3 Legal Requirements
We may disclose information when required by law or to:
- Comply with legal processes or government requests
- Protect our rights, property, or safety
- Protect the rights, property, or safety of our members
- Investigate potential violations of our Terms of Service
5. Data Security
We implement appropriate security measures to protect your information:
- Encryption: Data transmission is encrypted using HTTPS
- Access Controls: Limited access to personal information
- Regular Updates: Security patches and system updates
- Monitoring: Continuous monitoring for security threats
- Secure Storage: Database security and backup procedures
6. Data Retention
Active Members: We retain your information while you're an active member and for a reasonable period after termination for administrative purposes.
Applications: Application data is retained for record-keeping and potential future applications.
Log Data: Technical logs are retained for security and operational purposes, typically for 12 months.
Legal Requirements: Some information may be retained longer to comply with legal obligations.
7. Your Rights and Choices
7.1 Access and Correction
You have the right to:
- Access your personal information
- Request corrections to inaccurate information
- Update your Discord information through your account
7.2 Data Portability
You can request a copy of your personal information in a structured format.
7.3 Deletion
You can request deletion of your account and associated data, subject to:
- Legal retention requirements
- Legitimate business interests
- Ongoing investigations or disputes
7.4 Communication Preferences
You can opt out of non-essential communications while remaining a member.
8. Cookies and Tracking
We use cookies and similar technologies for:
- Session Management: Maintaining your login session and optional 30-day remember tokens
- Security: CSRF protection and authentication
- Functionality: Remembering preferences and settings
- Analytics: Understanding website usage (anonymized)
You can control cookies through your browser settings, but some functionality may be limited. Remember tokens are stored as secure cookies and will be cleared if you disable cookies.
9. Third-Party Links
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.
10. Children's Privacy
While we allow users 13 and older, we take additional precautions for younger users:
- Limited data collection for younger users
- Enhanced monitoring of interactions
- Strict enforcement of community standards
11. International Users
Our services are primarily intended for North American users, but we welcome international members. Your information may be processed in Canada, where our servers are located.
12. Changes to This Policy
We may update this Privacy Policy periodically. Significant changes will be communicated through:
- Website notifications
- Discord announcements
- Email notifications (if applicable)
Continued use of our services after changes constitutes acceptance of the updated policy.
13. Contact Information
For privacy-related questions or requests, contact us:
14. Compliance
This Privacy Policy is designed to comply with:
- Personal Information Protection and Electronic Documents Act (PIPEDA)
- Provincial privacy legislation
- Discord's Terms of Service and Privacy Policy
- General data protection best practices