Privacy Policy

Effective Date: 10th of October 2025

This Privacy Policy explains how RQCheck ("we," "our," or "the site") collects, uses, and protects your information. RQCheck is a personal/hobby project and is not a registered company. It is primarily used for a Roblox group. By using the site, you agree to the collection and use of information in accordance with this policy.

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1. Information We Collect and Why

We process different types of information depending on how you interact with our site.

1.1. Information from Roblox When You Log In (OAuth)

If you choose to log in to our website using your Roblox account, you will be redirected to Roblox to authorize the connection. That interaction is governed by Roblox's own privacy policy. Once authorized, we receive limited data from Roblox to manage your session. This data is stored temporarily in your session and is deleted when you log out or your session expires.

• What we collect: Your Roblox profile information (username, user ID, avatar URL) and your group memberships and ranks.
• Why we collect it: To authenticate you and control access to specific content based on your rank in a particular Roblox group. We also use it for personalization, such as greeting you by your username or auto-filling forms.
• Data Retention: This data is NOT stored in our database. It only exists for the duration of your active session.

1.2. Information from Discord When You Log In (OAuth)

If you choose to log in to our website using your Discord account, you will be redirected to Discord to authorize the connection, which is governed by Discord's privacy policy. Once authorized, we receive limited data from Discord to manage your session and provide bot features. This data is stored temporarily in your session and (when you link accounts) some elements are stored in our internal database.

• What we collect: Discord ID (your unique public Discord identifier), your Discord username and server nickname (if available), and avatar URL (if available).
• Why we collect it: To authenticate you, link your Discord account to your Roblox account for bot access, and enable Discord Bot features such as starting shifts and associating activity data.
• Data Retention: Discord profile data used for sessions is not stored long-term unless you explicitly link accounts. If linked, the Discord ID is stored in our internal database as described in section 1.5.

1.3. Information You Provide for Our Tools (e.g., Background Check)

Our tools may require you to input certain identifiers to generate a report.

• What we collect: Roblox Usernames/IDs and Discord IDs that you manually enter into our forms.
• Why we collect it: This information is used solely to query the respective platforms (Roblox, Discord) for publicly available account details (like account age or group memberships) to generate a PDF report.
• Data Retention: The identifiers you enter are not stored. The generated PDF reports are stored temporarily on our server and are automatically deleted in a batch every 6 hours.

1.4. Information We Collect Automatically

• IP Address for Security and Service Stability: To ensure the security and stability of our services (website, API, automation tools), we process and temporarily store your IP address in our server logs. Our internal systems monitor these logs for potential threats or unusual activity, such as excessive requests (rate limiting), vulnerability scanning, or other malicious actions. This logging applies to all RQCheck services you interact with, excluding our Discord Bot where it is not needed. Server logs containing IP addresses are automatically deleted after 7 days. In cases where an IP address is associated with malicious activity, it may be banned by an administrator or our automated system. Banned IP addresses are retained indefinitely on a blocklist to protect our services.
• General Usage Statistics (Google Analytics): We collect anonymized data about your visit. Specifically, we use event tracking (if you consent) to see which tools are used most frequently and by which general Roblox communities. This usage data is aggregated, cannot be used to identify you personally, and helps our developers decide where to focus their efforts and which tools to continue supporting in the future.
• Roblox Group & API Statistics: We collect non-personal, aggregated statistics, such as the number of members ranked 'Officer Technician' or higher within the MPD Roblox group and the number of successful/failed API requests. This is used to monitor the health and long-term trends of our services and the MPD Roblox group. We may also record information such as activity (events attended, hosted) per unit, division and within the MPD Roblox as a whole.

1.5. Information Stored in Our Database

When you link both your Roblox and Discord accounts via OAuth, we store limited data in our internal database:

• ID: A self-assigned internal identifier (not related to Roblox or Discord).
• Roblox ID: Your public Roblox account ID.
• Discord ID: Your public Discord account ID.

Data Retention: This information is stored until you choose to delete it. You can delete it using the "Delete My Account" button on the dashboard. When deleted, all related data (including shift logs) will also be permanently removed, with the exception of punishment logs as described in Section 1.6.

1.6. Information Processed by Our Discord Bot

We operate a Discord Bot hosted on the same secure server as our website, which shares the same internal database. The bot processes data to provide features within participating Discord guilds.

• Shift Logs: Records of your time spent on duty, including shift type and duration. This data is retained long-term to track your activity but can be deleted at any time via the "Delete My Account" feature.
• Automated Guild Member Checks: The bot may perform periodic checks to verify that members meet guild-specific requirements set by administrators (e.g., membership in a specific Roblox group or inclusion on a Google Sheet). This process uses your linked Roblox/Discord IDs and publicly available API data. If a check fails, an alert may be posted in a channel visible to guild administrators.
• Activity Statistics & Leaderboards: In participating guilds, the bot can process data from guild-managed activity sheets (e.g., Google Sheets) to generate and post weekly statistics, such as leaderboards showing top-performing individuals for certain "Shift Types." This data is displayed publicly within designated channels in the guild.
• Automatic Activity Checks: Guild managers can use the bot to automatically check if members have met weekly activity targets based on their logged shifts and shift types.
• Punishment Logs: If a guild moderator takes moderation action against you using the bot's commands (e.g., a warning or ban), a record of this action will be stored in our database, linked to your Roblox ID. This log includes the action taken, the reason, the responsible moderator, and the guild where it occurred. This data is logged to ensure the security and integrity of the guilds using our services. These logs are visible within designated Discord channels and can be seen in your data export if you request your data. Punishments are guild-specific but may be shared between guilds that are connected or operated by the same entity.

Use of Data: This information is used to allow users to log and track shifts, help administrators manage guild requirements, and foster community engagement through statistics and leaderboards. Punishment logs are used for moderation and to maintain a safe environment. Anonymized data (with Roblox and Discord IDs removed) may be used to analyze long-term activity trends and provide guilds with insights for setting goals.

Data Retention: All user-related data (shift logs, linked IDs) is permanently deleted if the user deletes their account from the dashboard. However, for the legitimate interest of protecting communities from repeat offenders and maintaining moderation integrity, punishment logs are retained indefinitely and are not removed when an account is deleted.

2. Lawful Basis for Processing

We process your personal data based on the following lawful bases under the UK General Data Protection Regulation (UK GDPR):

• Performance of a Contract: When you create an account by linking your Roblox and/or Discord profiles, or use our tools, we process your data to provide you with the services you have requested. This includes authenticating you, managing your session, and storing linked account IDs. Your use of Roblox and Discord authentication is also subject to their respective terms and policies. You can review them here: Roblox Terms of Use and Discord Terms of Service.
• Legitimate Interest: We process certain data based on our legitimate interest in protecting our services and partner communities from fraud, abuse, and security threats. This includes processing your IP address for security logging and retaining moderation action logs to enforce community rules and ensure user safety. This allows us to maintain the integrity and availability of our site and bot for all users.
• Consent: For non-essential activities, such as placing analytics cookies (Google Analytics) or using local storage for personalization (like remembering form inputs), we rely on your explicit consent, which you can manage via our cookie consent banner.
• Legal Obligation: We may be required to process your data to comply with a legal or regulatory obligation.

3. Cookies and Local Storage

We use cookies and your browser's local storage to enhance your experience. You have control over these choices via our cookie consent banner.

3.1. Essential Cookies & Storage

These are necessary for the website's core functionality and cannot be disabled. They are used for features like keeping you logged in and remembering essential site preferences.

• Session Cookies: Used to manage your login session when you authenticate via Roblox or Discord.
• `theme` (Local Storage): Stores your choice of light or dark mode to maintain a consistent appearance across the site.

3.2. Analytics Cookies

If you consent, we use Google Analytics to help us collect the anonymous usage data described in Section 1.4. You can opt out using the Google Analytics opt-out add-on.

3.3. Personalisation Storage

If you provide consent via the cookie banner, we use your browser's local storage to remember your choices on forms for your convenience. This information is stored only on your device and is not sent to our servers.

• `filteredDivision` (Local Storage): Remembers the division you filter by in our calculator tools, so you don't have to re-select it when you refresh or revisit the page.
• `Username` (or similar key, e.g., `officer_username`, Local Storage): Stores your Roblox username to automatically pre-fill forms where it's repeatedly required, saving you time.
• `selectedform` (Local Storage): On pages with multiple tools, this saves the last form you used, making it quicker to access your preferred tool when you return.

Your Consent: You can manage your preferences at any time using the cookie banner or the "Change My Choice" link in the site footer. If you decline non-essential tracking, Google Analytics will not be activated, and any personalisation data stored on your device will be cleared.

4. Data Sharing

We do not sell, rent, or trade your personal information. Data is only shared in the following limited circumstances:

• With External Services: When you use our tools, the Roblox Username/ID or Discord ID you provide is sent to the respective service's public API to retrieve the necessary information.
• With Discord APIs: If you link your Discord account, your Discord ID and authentication tokens are sent to Discord's OAuth system for verification. We only store your Discord ID for linked account purposes.
• Within Your Discord Guild: When using bot features, some data (such as your username on a leaderboard, an alert for a failed check, or a moderation punishment log) will be displayed in channels within that Discord guild, visible to other members as configured by the guild administrators. Punishment logs may also be shared between connected guilds operated by the same entity.
• With Google: Anonymized usage data is processed by Google Analytics if you have provided consent. We may also use Google Sheets API with our own account for internal administrative tasks; this does not involve sharing visitor data.

The site's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Data Sub-Processors

To provide our services, we use third-party companies, or "sub-processors," that may process your data on our behalf. Below is a list of our key sub-processors and links to their privacy policies.

6. International Data Transfers

While our servers are located in the EU, our service relies on interacting with external APIs, primarily from Roblox and Discord. These companies operate globally, which means that data required for API calls (such as a Roblox Username or Discord ID) may be transferred to and processed on their servers anywhere in the world, including outside of the UK and the European Economic Area (EEA). This transfer is necessary for our tools to function.

7. Data Security

We implement reasonable measures to protect your data. All traffic is encrypted using HTTPS. By design, we minimize the personal data we store, which reduces the risk of sensitive data exposure. We also employ automated security measures, such as rate limiting and IP address blocking, to protect the integrity of our services. However, no method of transmission over the Internet is 100% secure.

7.1. Data Storage, Location, and Access

The RQCheck server is located within the European Union (EU). The service is operated by Jake (Jake18122003), based in the UK. RQCheck may have additional developers, now or in the future, who might require access to user data to maintain and improve the service. All individuals with such access are bound by strict confidentiality obligations. Any GDPR-related requests should be directed to our dedicated email at DataSupport@rqcheck.co.uk.

8. Your Rights Under GDPR

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. We provide tools to help you exercise these rights.

• Right of Access: You can request a copy of the personal data we hold about you. To ensure your data's security, this feature is only accessible from your personal dashboard after logging in via Roblox OAuth. This data export will include any punishment logs associated with your account. We maintain a log of all data requests made from your account, and this log is included in your data download for full transparency. The request feature is limited to one use per 24-hour period.
• Right to Erasure (Right to be Forgotten): You have the right to delete your account and all associated personal data at any time using the "Delete My Account" button on your dashboard. This action is permanent and will remove your linked IDs, shift logs, and other personal data from our database. Please note that for the legitimate interest of maintaining community safety and integrity, moderation and punishment logs initiated by guild administrators are not removed as part of this process and are retained as detailed in Section 1.6.

For any other requests regarding your data rights, please contact our data support team.

9. Children's Privacy

This site is not directed to children under 13. We do not knowingly collect personal information from children. By RQCheck utilizing Roblox for authentication, we inherently restrict access to users only who are above the age of 13, as per Roblox's own age restrictions and policies regarding OAuth usage. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete such information as soon as possible. If you believe that we might have any information from or about a child under 13, please contact us at support@rqcheck.co.uk.

10. Changes to the Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date.

11. Contact Information

If you have any questions about this privacy policy, please contact us at support@rqcheck.co.uk.

For requests related to your data rights under GDPR, please contact us at DataSupport@rqcheck.co.uk.