Spellcraft University

Privacy Policy

Effective Date: 19th July 2026

Last Updated: 19th July 2026

 

1. About This Privacy Policy

This Privacy Policy explains what personal information Spellcraft University of Aotearoa ("we", "us", "our") collects when you use our website, why we collect it, how we use it, and the choices you have regarding your information.

 

We are a small, independently run roleplay community and believe in keeping personal information to a minimum. We do not sell personal information, use it for advertising, or collect information simply because we can.

 

This Privacy Policy relates specifically to privacy and personal information. Our Terms of Service, Cookie Policy and FAQ cover other aspects of using the website.

 

2. Who We Are

Spellcraft University of Aotearoa is an independently run online roleplay community. For data protection purposes, we are responsible for the personal information collected through this website.

 

3. What Information We Collect

We only collect information that is reasonably necessary to operate and protect the website.

When you create and use an account, this may include:

  • Your username;
  • Your password although your password is not stored in plain text. The website uses password hashing to protect passwords, meaning website administrators cannot see your password.
  • Your IP address at certain account and security events, such as registration, login and password changes;
  • Optional information you choose to add to your profile;
  • Content you create on the website, including posts, roleplay, character information and replies;
  • Reactions and other activity associated with your account; and
  • Information required to verify your account.

We do not collect or require email addresses when you register. As a result, we cannot use email to send notifications, contact you about your account or provide email-based password recovery.

 

4. Account Verification

New members may be asked to complete a verification process through Discord before receiving full access to the community. This is intended to help us confirm that you are the person controlling the forum account, your account meets our membership requirements; and that the community remains a safe and genuine environment free of spam.

 

Verification may involve confirming your forum username and Discord account and, where relevant, discussing your roleplay interests. We keep this conversational and do not use verification information for advertising or unrelated purposes. Discord is a separate service and may process information according to its own privacy policy and terms.

 

5. Information You Choose to Share

Anything you choose to post on the website may be visible to other members depending on the permissions of the relevant area.

This may include:

  • Your username;
  • Profile information;
  • Character information;
  • Roleplay posts;
  • Replies;
  • Reactions;
  • Images or other media; and
  • Other information you voluntarily submit.

Please consider carefully what personal information you choose to share.

 

Private Messages

Private messages are private from members who are not part of the conversation, but they should not be considered completely confidential from the site administrators. Because we operate and maintain the website ourselves, administrators may be able to access stored private messages where reasonably necessary for moderation, safeguarding, investigating reports, dealing with serious misconduct, technical reasons, or complying with the law. We do not routinely read private conversations simply for the sake of reading them. Please do not share sensitive personal information through private messages that you would not be comfortable an administrator potentially seeing.

 

6. How We Use Your Information

We use personal information only where reasonably necessary to operate and protect the community.

This may include:

  • Creating and managing your account;
  • Authenticating your account securely;
  • Providing access to website features;
  • Storing and displaying content you choose to create;
  • Moderating the community;
  • Investigating reports or serious misconduct;
  • Preventing spam, abuse and impersonation;
  • Protecting the security of the website and its members; and
  • Complying with legal obligations where necessary

We do not sell, rent or trade your personal information. We do not use your personal information for targeted advertising.

 

7. Why We Are Allowed to Process Your Information

Where UK GDPR applies, we process personal information using an appropriate lawful basis.

Depending on the circumstances, this may include:

Contract — where processing is necessary to provide the account and community services you have signed up to use.

Legitimate interests — where processing is reasonably necessary to operate, moderate and protect our small community, prevent abuse, maintain security and protect members.

Legal obligation — where we are required to process or retain information by law.

Where we rely on legitimate interests, we consider whether the processing is necessary and whether your privacy rights should take priority.

 

8. Who Can Access Your Information?

Your information may be accessible to the website administrators where necessary to operate, maintain and moderate the community. We may also use third-party services to provide essential website functionality, such as hosting, databases, security or account verification. These services may process limited technical or account information as necessary to provide those services.

 

We do not sell or provide personal information to third parties for advertising or marketing.

 

We may disclose information where we are legally required to do so, or where it is reasonably necessary to protect the safety, security or rights of our members, administrators or other people.

 

9. How Long We Keep Information

Information is generally kept for as long as it is reasonably necessary to:

  • Maintain your account;
  • Provide the website and its features;
  • Maintain the history and continuity of the roleplay community;
  • Protect the website and its members; or
  • Comply with legal obligations.

Forum and roleplay content may remain after an account is deleted so that existing discussions and roleplay threads continue to make sense. Security or moderation information may also need to be retained for a reasonable period where necessary to prevent abuse, investigate incidents or protect the community.

 

10. Deleting Your Account

You can ask us to delete your account by contacting the website administrators. Where appropriate, we may remove personal account information associated with your account. However, deleting an account does not mean that your posts or roleplay content you have created will be removed.

 

11. Your Privacy Rights

Depending on the circumstances and the data protection laws that apply to you, you may have the right to:

  • Ask what personal information we hold about you;
  • Request correction of inaccurate information;
  • Ask us to delete your personal information;
  • Ask us to restrict how we process your information;
  • Object to certain types of processing; and
  • Request a copy of your personal information in certain circumstances.

 

These rights are not absolute and some exceptions may apply. To exercise a right or ask us a question about your personal information, contact the website administrators. We may need to verify that a request genuinely comes from you before providing information or making changes to an account. If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve the issue.

 

12. Cookies

Further information about the cookies we use and how they work is provided in our separate Cookie Policy.

 

13. Keeping Your Information Secure

We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure. This includes measures such as secure password hashing and restricting access to personal information to those who need it for administration, moderation or technical purposes.

However, no website or online service can guarantee that information will always be completely secure. You are responsible for keeping your account password secure. Please do not share your password with anyone else.

 

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time if the website, the information we collect, the services we use or our privacy practices change. The latest version will always be available on this page, with the effective date shown at the top. Where a significant change affects how we use your personal information, we will provide appropriate notice where required.

 

15. Contact

Please contact the website administrators through the website.