01. Information collected
Through the application form, Vanguard requests a contact name, email address, Discord user ID, server name and ID, approximate server size, optional invite URL, and written application answers. The form also asks applicants to acknowledge their authority and the network policies.
If the broader moderation network is activated, its operators may also process Discord account IDs, moderation incidents, reasons for actions, dates, evidence references, and appeal or review outcomes. The exact fields must reflect the implemented bot and database.
02. How information is used
Application data is used to evaluate requests, verify authorization, communicate decisions, and protect the application process from abuse. Network moderation records, where enabled, are intended to support incident assessment, authorized enforcement, audits, and appeals.
We do not ask applicants to provide passwords, Discord authentication tokens, or private message contents.
04. Storage and security
Website files are hosted on the operator's web hosting account. Application submissions are transmitted to a third-party form provider and forwarded to the contact mailbox. Operational access should be limited to authorized personnel, protected by appropriate account security, and periodically reviewed.
05. Retention
Applications and moderation records should only be kept for as long as needed for legitimate review, security, appeals, or applicable legal obligations. Specific deletion schedules must be established by the operator before launching data storage for the bot. Records no longer needed should be removed or de-identified as appropriate.
06. Access, correction, and deletion requests
To request access to, correction of, or deletion of personal information associated with an application or moderation record, email our contact address with enough information to identify the relevant record. Requests will be evaluated against applicable legal obligations, abuse-prevention needs, and the rights of other people.
Individuals may also challenge allegedly inaccurate moderation records. A Vanguard database correction does not necessarily undo moderation actions separately taken by individual Discord communities.
07. Third-party services
Application submission uses FormSubmit as a third-party form delivery service, which processes submitted form contents to deliver them by email. The website also loads fonts from Google Fonts, which may receive basic connection information. The hosting provider may process technical request logs as part of normal operations.
The website itself does not set its own analytics or advertising cookies. Third-party services may operate under their own privacy practices.
08. Policy updates
This notice may be updated when the network's functionality, service providers, or data handling practices change. Significant changes should be communicated where appropriate.
09. Contact
Privacy questions and data requests can be sent to contact@vanguard.galaxydevelopment.org.