Privacy Policy

Last updated September 5, 2026

Who runs this

The Knox Accord is a volunteer-run companion website for a private, invite-based Project Zomboid (Build 41) roleplay server. It is a hobby project; there is no company behind it. “We” means the staff who operate the Accord.

What we collect

From Discord, when you sign in. Signing in uses Discord OAuth with the scopes identify and guilds.members.read. From that we receive and store your Discord user ID, your current Discord display name, and whether you are a member of the Accord’s Discord server. We do not request or store your email address: the email scope is deliberately not used.

What you submit. Character applications and the text you write in them (character name, pronouns, age, appearance, personality, backstory, what the character brings, and the fields you mark as public); an optional character portrait image; a landmark charter proposal, if you file one; and an in-game password you choose for an approved character.

What staff record about your account. Private review feedback on your applications; staff notes; moderation records (warnings, kicks, temporary or permanent bans, with the reason and dates); and an audit log of staff actions taken in the console.

Technical. One signed session cookie (knox_session, HttpOnly, 30-day expiry) so you stay logged in. There is no analytics, advertising, fingerprinting, or third-party tracking.

IP address, for moderation only. We record the IP address you sign in from, and the IP address a character application is submitted from, building a short history per account rather than one row per request. This exists solely to help staff recognize ban evasion (a banned player returning under a new Discord account) by cross-referencing it, and the general area/range it belongs to, against applications from currently-banned accounts. It is never shown publicly, never used for analytics or tracking, and is deleted along with the rest of your data on request (see “Your choices” below).

Your in-game password

When you set a password for an approved character on your account page, it is encrypted with AES-GCM before it is stored, and it is held only until the local game server provisions that character’s account; then the stored copy is wiped. It is never kept in plain text, and staff cannot read it.

How your information is used

• To confirm you are eligible to be part of the community (Discord membership).
• To let staff review character applications and charters and run the server.
• To publish only the fields you designate as public, on the character directory, the Atlas, and the Ledger, and only after a character is approved.
• To bridge an approved character to the game server using a generated login key.
• To keep a fair, reviewable record of moderation decisions.

Public vs. private

Public (visible to anyone): a character’s name, pronouns, age, appearance, personality, the public affiliations and story hook you wrote, and the portrait, shown only after staff approval and only for approved characters.

Private (staff only): your full application including backstory, review feedback, staff notes, moderation records, your Discord identity, your IP address history, and your character’s game login key. These never appear on public pages.

Who can see it

Accord staff, limited by role: for example, only staff with the moderation permission can open player profiles and see notes and punishments, and only staff reviewing character applications ever see IP-based ban-evasion flags. Your information is not sold, rented, traded, or shared with anyone outside the Accord’s staff.

Third parties

• Discord: the identity provider. The OAuth step is governed by Discord’s own privacy policy.
• Cloudflare: hosts the site and its database (Cloudflare D1). Your data is stored on Cloudflare’s infrastructure.
• The local game server: receives only a generated login key per approved character and, briefly, the encrypted password during provisioning.

How long we keep it

Account and character data is kept while your account exists, so the community has a continuous record. Moderation records are kept for accountability.

Deleting a character yourself (from your account page) or having staff remove it takes it off every page you or anyone else can see, immediately and irreversibly from your side, and ends that character’s game access. It does not, on its own, purge our internal record of it: we keep an unpublished copy (the application text, the portrait, the in-game account) so decisions can be reviewed and disputes resolved later. That internal copy is only ever deleted for good as part of a full data-erasure request, below.

Your choices

• See what’s on file: ask staff in the Knox Accord Discord.
• Delete a character: do it yourself any time from your account page. See “How long we keep it” above for what this does and doesn’t erase.
• Full erasure: ask staff in the Discord to permanently erase your account and everything tied to it, including the internal copy above. This is fulfilled directly by senior staff (Head Administrator and above), and you’ll be given a receipt listing exactly what was deleted. Moderation records tied to a ban may be retained in summary form to prevent evasion; a full erasure isn’t available for an account with staff or public-record history (Ledger entries, Atlas records, charters) until that history is resolved.
• Portrait: change or remove it yourself any time from your account page.
• Session: log out to clear the session cookie from your browser.

Children

The Accord is for people 18 and older. We do not knowingly collect information from anyone under 18. If you believe a minor has an account, tell staff and it will be removed.

Security

The site is served over HTTPS; the session cookie is signed and HttpOnly; game passwords are encrypted; staff access is limited by permission and logged. No system is perfectly secure, and we can’t promise it will never fail.

Changes

If this policy changes we will update this page and the date above, and announce anything material in the Discord.

Contact

Reach the staff in the Knox Accord Discord server. See also the Terms of Service.