1. Who is responsible
Rookie Fleet Modmail is administered by a globally distributed volunteer moderation team with authorized staff in Europe, North America, and Oceania. For this Service, Rookie Fleet determines why and how personal data is handled and acts as the data controller for that processing. The primary administrator and privacy contact are based in Belgium.
Privacy questions and rights requests may be sent to privacy@andrexyz.com.
2. Information we handle
Depending on how you use the Service, we may handle:
- Discord user ID, username, display name, avatar, and server membership information;
- messages, attachments, links, and other content submitted through a ticket;
- information about people named or described in reports, evidence, or appeals;
- ticket identifiers, category, status, timestamps, and message identifiers;
- staff replies, internal moderation discussion, close reasons, and audit records; and
- technical error and security records needed to keep the Service reliable.
Please do not submit passwords, financial information, health data, government identification, or other highly sensitive information. Share only what is genuinely needed for your ticket.
3. Where information comes from
We receive information directly from you, from Discord through its API, from authorized Rookie Fleet staff, and from other users who submit reports or evidence. Information about another person may therefore be handled even when that person did not open the ticket.
4. Why we use information
We use personal data to:
- create, route, respond to, and close support and moderation tickets;
- investigate reports, assess evidence, and decide appeals;
- enforce community rules and protect users, staff, and Rookie Fleet;
- maintain transcripts, moderation consistency, security, and accountability;
- diagnose failures, prevent abuse, and improve Service reliability; and
- comply with legal obligations and establish, exercise, or defend legal claims.
Where the GDPR applies, processing is normally based on our legitimate interests in providing support, administering the community, enforcing rules, preventing abuse, and preserving appropriate moderation records. We also process information where necessary to provide the Service under these Terms, comply with law, protect vital interests in an emergency, or act on consent where we specifically request it.
5. Who can access information
Ticket information is available only to authorized Rookie Fleet staff according to their role and the ticket category. Escalated or administrator-only tickets have more restricted access. Players do not see internal staff discussions or internal close reasons.
We may also disclose limited information to service providers that help operate Discord, hosting, databases, backups, and security; when required by law; to protect rights and safety; or when you direct us to do so. We do not sell personal data and do not use ticket data for advertising.
6. International processing
Authorized Rookie Fleet staff may remotely access ticket information from their respective locations in Europe, North America, and Oceania. Discord and infrastructure providers may also process information outside Belgium or the European Economic Area. Access is limited by staff role and ticket category. Where required, we rely on available contractual, organizational, or technical safeguards, or another lawful transfer mechanism. Discord separately handles information under its own Privacy Policy.
7. Retention
Closed-ticket records do not currently have a fixed automatic deletion date. They are retained only while reasonably necessary for moderation history, appeals, community safety, dispute handling, rule enforcement, security, and legal obligations. Records are reviewed periodically and deleted or anonymized when no longer needed. A specific record may be kept longer while a case, appeal, safety concern, or legal claim remains active.
If the Service is discontinued, Discord API data will be deleted or anonymized unless continued retention is required by law or necessary for an unresolved legal claim.
8. Security
We use reasonable organizational and technical measures intended to restrict access and protect stored information. No online system is completely secure, so we cannot guarantee absolute security. If you believe ticket data has been exposed or misused, contact security@andrexyz.com.
9. Your privacy rights
Depending on applicable law, you may request access, correction, deletion, restriction, or portability of your personal data, and you may object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.
Send requests to privacy@andrexyz.com. We may ask for enough information to verify your identity and protect other people’s privacy. Some requests may be limited where retention is required by law or necessary to protect others, preserve evidence, or establish, exercise, or defend legal claims.
You may also lodge a complaint with your local data protection supervisory authority or the Belgian Data Protection Authority.
10. Children
The Service is not intended for anyone below Discord’s minimum age in their country. If we learn that ineligible underage data was submitted, we will take appropriate steps to delete it.
11. Automated decisions
The Service may automate ticket creation, routing, reminders, and closure timing. It does not make solely automated decisions that produce legal or similarly significant effects. Moderation decisions are made by authorized staff.
12. Changes to this policy
We may update this policy as the Service changes. The latest version and effective date will remain available on this page. Material changes will be communicated through an appropriate Discord channel or through the Service where reasonably practical.