Privacy Policy & Cookie Notice

Last Updated: January 29, 2026

1. Introduction

Emergency Bristol ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Discord Authentication Data

When you log in through Discord, we collect:

  • Discord User ID
  • Discord Username
  • Discord Avatar
  • Discord Server (Guild) Membership Information

2.2 Form Submission Data

When you submit forms, we collect:

  • Roblox Usernames
  • Report Details and Evidence
  • Feedback and Comments
  • Timestamp of Submission

3. How We Use Cookies

3.1 Essential Cookies

We use essential cookies that are necessary for the operation of our website:

  • Session Cookies: To maintain your logged-in state during your visit
  • Authentication Cookies: To verify your identity through Discord OAuth2
  • Consent Cookie: To remember your cookie preferences

3.2 Functional Cookies

We use browser local storage (not cookies) to:

  • Form Cooldown Tracking: To prevent spam by enforcing submission cooldown periods per user
  • This data is tied to your Discord User ID and is cleared when you log out

3.3 Cookie Duration

  • Session cookies expire when you close your browser
  • Consent cookies last for 365 days
  • Local storage is cleared on logout or manually by the user

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

  • Consent: You consent to our use of cookies and data processing when you accept our cookie banner
  • Legitimate Interests: To prevent spam and abuse of our forms through cooldown systems
  • Contract Performance: To provide access to our community reporting systems

5. Data Sharing and Storage

5.1 Discord Integration

Form submissions are sent to our Discord server channels for staff review. This data is visible to:

  • Emergency Bristol staff members with appropriate permissions
  • Discord, Inc. as per their Privacy Policy

5.2 Data Retention

  • Form submissions are retained indefinitely in Discord for moderation records
  • Session data is deleted when you log out
  • Cooldown data is cleared when you log out or after the cooldown period expires

6. Your Rights Under UK GDPR

You have the following rights:

  • Right to Access: Request a copy of your personal data
  • Right to Rectification: Request correction of inaccurate data
  • Right to Erasure: Request deletion of your data
  • Right to Restrict Processing: Request limitation of data processing
  • Right to Data Portability: Receive your data in a structured format
  • Right to Object: Object to processing of your data
  • Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, please contact us through our Discord server.

7. Third-Party Services

7.1 Discord

We use Discord for authentication and form submission storage. Please review Discord's Privacy Policy at https://discord.com/privacy

7.2 Roblox

Our service is related to Roblox games. We do not share data with Roblox Corporation. Please review Roblox's Privacy Policy at https://www.roblox.com/info/privacy

8. International Data Transfers

Your data may be transferred to and stored on servers outside the UK, particularly in the United States where Discord's servers are located. We ensure appropriate safeguards are in place for such transfers.

9. Children's Privacy

Our services are intended for users aged 13 and above, in compliance with both Roblox and Discord's Terms of Service. We do not knowingly collect data from children under 13.

10. Managing Your Cookie Preferences

You can manage cookies through your browser settings:

  • Block all cookies (note: this will prevent you from using our forms)
  • Delete existing cookies
  • Set your browser to notify you when cookies are sent

To change your cookie consent, clear your browser cookies and revisit our website.

11. Security

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

  • Encrypted connections (HTTPS)
  • Secure Discord OAuth2 authentication
  • Limited staff access to form submissions
  • Regular security reviews

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the "Last Updated" date at the top of this page.

13. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us through our Discord server at the Emergency Bristol community.

14. Supervisory Authority

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/