Data Deletion Policy
1. Introduction
This Data Deletion Policy outlines the procedures and timelines for deleting user and guild ("server") data within the LAPD Central application. The policy aims to comply with applicable data privacy laws, such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
This policy is subject to change to reflect updates in relevant legislation or our data handling practices. The terms 'guild' and 'server' are used here interchangeably.
2. Data Retention Periods
A. Guild Data
Guild-specific data will be retained for 7 days from the last time the application was active or installed in the guild.
After this retention period, all guild data, including configurations, member information, and other related records, will be permanently deleted.
B. User Data
We categorize user data into two types: Personal Profile Data and Operational Data.
I. Personal Profile Data (Subject to Auto-Deletion)
This includes your personal settings, configuration preferences, and individual save states within a specific guild.
Automatic Deletion
If you leave a guild, this personal profile data enters a 3-day retention grace period. If you do not return within 3 days, this profile data is permanently deleted.
Manual Deletion
You can request immediate deletion via the /preferences command or by contacting support.
II. Operational Data (Retained & Anonymizable)
This includes records essential to the guild's operations, such as:
Shift logs and duty time records
Leave of Absence (LOA) and Reduced Activity (RA) notices
Citations, Arrest Reports, and Incident Reports
Call sign assignment history
Member role snapshots (for role restoration)
Retention: This data is NOT automatically deleted when you leave a guild, as it is required for the guild's operational statistics and historical records.
Anonymization Right:
You may request to have your identity removed from these records. Your Discord ID and username will be replaced with anonymized placeholders (e.g., anon_a3f2b) in all database records and future command outputs. This process is irreversible.
What Gets Anonymized:
Your Discord ID → Anonymous identifier
Your username and nickname → Generic placeholder
Personal reasons (LOA/RA requests, call sign requests) →
[Reason redacted for privacy]Your signatures on reports →
[Redacted]
Active Assignments: When anonymization is requested, any active shifts, call sign assignments, or activity notices (LOA/RA) you hold will be automatically ended and expired to prevent operational conflicts.
Server Safety Exemption: Records used for moderation enforcement (such as role persistence for restricted members) are not anonymized when they pertain to you as the target member. This is necessary to maintain server security and is permitted under GDPR Article 6(1)(f) as a legitimate interest. However, if you were the administrator who created such a record, your identity as the creator will be anonymized.
Important Limitation: Discord Chat Logs
The LAPD Central application typically generates Discord messages (logs) in server channels when actions occur.
We cannot retroactively edit, delete, or anonymize these static chat messages sent to Discord channels. Once a log message is sent, it becomes the property of the Discord server.
Our anonymization process applies only to the data stored in our application's database. If you want old chat messages removed, contact the server administrators of that guild.
C. Roblox Player Data (Fictional Roleplay Records)
When a Roblox user is named in arrest records, citations, or incident reports (e.g., as a suspect, witness, or victim), this data is classified as Game Content.
Nature of Data:
These records are purely fictional and exist solely to support the roleplay scenario. They document in-game events and do not represent real-world legal history, violations, or personal character assessments.
Retention & Integrity:
Roblox player identifiers (Usernames/IDs) within operational records are not subject to automated anonymization. These identifiers are essential to the guild's narrative history and the continuity of the roleplay experience (e.g., maintaining a consistent "criminal record" for a character).
Corrections & Disputes: As we cannot technically verify the ownership of third-party Roblox accounts, we cannot process removal requests for this data directly. If information is factually incorrect (e.g., wrong ID entered), please contact the Guild Administrators of the specific server to request a correction or redaction.
3. Data Deletion Procedures
A. Automated Deletion
Guild Data: Deleted automatically after 7 days.
Personal Profile Data: Deleted automatically after 3 days if you leave a guild and do not return.
B. User Requests
Use the /preferences command to manage your data. Two options are available:
Both options require confirmation by typing "I UNDERSTAND" and submitting to prevent accidental deletion.
Delete Profile Only
Removes your personal settings and preferences from the server. Operational history remains with your identity visible.
Delete & Anonymize History
Removes your profile and replaces your identity across all operational records with anonymous placeholders.
Deletion Scope:
Within a Discord server: Affects only that server's data.
In Direct Messages (DM): Affects your data across ALL servers where you have records.
You can also contact us for manual assistance as outlined in the Privacy Policy.
4. Data Backup and Archiving
For security and disaster recovery purposes, we may retain a backup of deleted data for a maximum of 14 days.
All backup data is stored securely and is subject to the same strict data protection measures as active data.
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