Privacy Notice
Who we are
Oakland County is an independent online roleplay community in the United States. This notice explains what the Oakland County Account collects and how it’s used. Contact: privacy@rivershirerp.com.
What we collect and why
- Email address: to create your account, sign you in, confirm the address is yours and send account emails (confirmation, password recovery, security and deletion notices). We don’t send marketing email.
- Password: stored only as a salted, peppered Argon2id hash. We never store the password itself.
- Age check: that you passed, when, and which version of the check was used. We don’t keep the birth month or year you enter. If you don’t pass, you can’t register, and a cookie stops the check being retried for 24 hours.
- Signed-in devices: for each session, a general label such as “Chrome on Windows”, when it started and when it was last active, so you can see and end your sessions. We don’t store your IP address with your sessions.
- Agreements: which version of these documents you accepted, and when.
- Discord connection (optional): your Discord user ID, username and display name, and when you connected. The access token Discord issues is used once to confirm the account and then revoked. We don’t store it, and we never see your Discord password, servers, friends or messages.
- Roblox connection (optional): your Roblox user ID, username and display name, and when you connected. Roblox’s sign-in response also includes basic public profile details, such as your profile link and avatar image link; we don’t keep them. The tokens Roblox issues are used once to confirm the account and then revoked. We don’t store them, and we never see your Roblox password or anything else in your Roblox account.
- Support requests: what you write to Oakland County Support, the topic you choose, the replies from our team and the assistant, internal notes our team adds while helping you, and the request’s status. If you ask to be answered by Discord direct message, we also record that choice.
- Support assistant (when available): when you open a request, an AI assistant may reply first. It receives the topic, subject and conversation of that request, and a yes/no summary of your own verification steps (for example, whether Roblox is connected). It doesn’t receive your email address or any account or connection ID. Its replies are labelled, and it can’t change anything on your account.
- Community verification (optional): if you use the Oakland County community Discord, we record whether your connected accounts meet the verification steps, the last result applied to your Discord roles and when it changed, and which version of the community rules you acknowledged and when. These records use your Discord user ID. If you acknowledge the rules in Discord without an Oakland County Account, that acknowledgment is kept against your Discord user ID for 12 months after your most recent acknowledgment, and then deleted.
- Security log: a record of important account events, such as sign-ins, password changes and deletion requests. It contains no email address or password.
- Security and abuse prevention: to limit repeated attempts, we keep short-lived counters keyed on one-way coded forms of email and IP addresses (minutes to an hour).
- Server logs: our web server and application logs record IP addresses and request details for security and troubleshooting. They are kept for up to 30 days.
Cookies
We use only cookies needed for the account to work:
- a session cookie that keeps you signed in (up to 30 days, or 7 days unused);
- a short-lived cookie for the sign-up and sign-in forms (2 hours);
- the 24-hour age-check cookie above.
We use no analytics or advertising cookies. Cloudflare may set cookies needed for security checks.
Who processes your information for us
- Cloudflare: delivers and protects our website. Every visit passes through Cloudflare, which processes your IP address and request details. Cloudflare Turnstile runs a security check on sign-up and password recovery, and on sign-in after repeated failed attempts. When it does, we send Cloudflare the check result and your IP address to verify it.
- Postmark (ActiveCampaign): sends our account emails, so it receives your email address and the message.
- DigitalOcean: hosts our server and database in its San Francisco 2 (SFO2) region, and our encrypted backups in its San Francisco 3 (SFO3) region, in the United States.
- Have I Been Pwned: to check a new password against known data breaches, our server sends the first five characters of a one-way hash of it. Your password, its full hash and your identity never leave our servers.
- Discord: if you connect Discord, you sign in on Discord’s website, and Discord shares your basic profile with us. We keep only your user ID, username and display name.
- Anthropic: when the Support assistant is available, it runs on Anthropic’s AI service, which receives the request text described above to write a reply.
- Discord messages: if you choose to be answered by Discord direct message, Support messages are delivered to your connected Discord account by our Discord bot, and messages you send it are added to your request. Discord processes those messages.
- Roblox Corporation: if you connect Roblox, you sign in on Roblox’s website, and Roblox shares your basic public profile with us. We keep only your user ID, username and display name.
We don’t sell your personal information, we don’t use it for advertising, and we don’t share your Discord or Roblox IDs with anyone else.
Inside Oakland County, only the owners and authorized staff can see account, connection and Support information, and only to run the service and help you. Owners’ views of account details and Support conversations are recorded in the security log.
Where your information is processed
We and the providers above process and store it in the United States.
How long we keep it
| Information | Kept |
|---|---|
| Account never confirmed | Deleted after 30 days |
| Ended sessions | Deleted 30 days after they end |
| Emailed links (confirmation, recovery) | Deleted 7 days after use or expiry |
| Server logs | Up to 30 days |
| Backups | Encrypted, up to 90 days |
| Support requests | Until your account is deleted; the text is then erased |
| Community verification records | Until your account is deleted |
| Rules acknowledgments made in Discord without an account | 12 months after the most recent acknowledgment, then deleted |
| Security log | As long as needed for security and abuse prevention |
| Everything else | Until your account is deleted |
Deleting your account
When you ask us to delete your account you’re signed out everywhere straight away, and you have 14 days to change your mind by signing in. After that, we permanently delete your email address, password, sessions, emailed links and agreement records, and your age-check result. What remains is a minimal record that an account existed (its internal ID, dates and “deleted” status) and the security log. If you connected Discord or Roblox, those usernames and display names are removed, and each account ID is replaced by a one-way code kept as a record that a connection existed. The text of your Support requests is erased; only a record that each request existed, its number and status remain. Your community verification records and rules acknowledgments are deleted. Deleted information can remain in our encrypted backups for up to 90 days until they expire.
Your choices
You can see and end your sessions, change your password, and delete your account yourself. To ask for a copy of your information or to correct your email address, contact privacy@rivershirerp.com. We may need to confirm it’s you.
Security
We use encryption in transit, hashed passwords, hashed session tokens, strict access controls and encrypted backups. No system is perfectly secure. Use a unique password.
Children
The Oakland County Account is not for anyone under 13. The age check refuses registration to anyone who doesn’t pass it, and we don’t knowingly collect personal information from children under 13. If you believe a child under 13 has created an account, contact us at privacy@rivershirerp.com and we’ll delete it.
Changes
If we change this notice significantly, we’ll tell you by email or on the site before the change takes effect. The version you accepted is recorded with your account.