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You are here: Home / Privacy Policy

Privacy Policy

Effective date: September 4, 2025
Who we are: Alamo City Ageplayers (“ACAP”, “we”, “us”, “our”). We run the website at acap.chat and community spaces connected to it (including our Telegram chat and bot, “NannyBot”).

This policy explains what we collect, why we collect it, who can see it, how long we keep it, and your choices. We wrote it in plain language, because privacy shouldn’t need a translator.

1) What we collect

A. Account & profile info (you provide)

  • Required: username, email, password, age confirmation (18+).

  • Profile fields: display name, pronouns, identity, “About Me,” and any other fields we add over time.

  • Awards/achievements: badges, ranks, and dates earned (some awards pages are public by design—see §6).

  • Telegram link: Telegram user ID, username, and link status when you connect Telegram to your ACAP account.

B. Community activity (you choose to post)

  • Posts, comments, reactions, photos, event RSVPs, directory submissions, and similar content.

C. Safety & moderation

  • “Card” system status (green → yellow → orange → purple → black), timestamps, and moderator notes.

  • Reports you submit, and actions taken by moderators.

D. Learning & quizzes

  • Module completed (e.g., “Consent 101”), pass/fail, score %, timestamp, and any award granted.

E. Technical data

  • IP address, device/browser info, pages viewed, referrer, and cookie IDs.

  • Cookies: WordPress session/login cookies, age-gate cookie (18+ confirmation), preferences (e.g., dismissing popups), and any third-party cookies used by features you enable (e.g., Telegram login widget).

We do not collect government IDs, payment details, or precise GPS location through the site.

2) Why we collect it

  • Run the community: create/login accounts, show profiles, display awards, run quizzes, and keep the site working.

  • Safety & compliance: enforce the 18+ rule, apply moderation, and meet legal obligations.

  • Community features: Telegram login/linking, NannyBot congrats messages, and profile/awards lookups.

  • Improve and secure: troubleshoot, measure basic usage, and protect against abuse.

Legal bases (where applicable): your consent (e.g., linking Telegram or taking a quiz), fulfilling our agreement (providing the service), legitimate interests (security, moderation), and compliance with law.

3) How Telegram fits in

If you use Telegram Login or interact with NannyBot:

  • We receive your Telegram user ID and username and link them to your ACAP account.

  • NannyBot may announce quiz passes (e.g., “Congrats, you passed Consent 101!”) and link to your awards page if you’ve chosen a public awards page.

  • Telegram is a separate platform with its own privacy and data processing outside our control. Review Telegram’s privacy policy for details on how they handle your data.

You can unlink Telegram in your ACAP profile (or contact us—see §11).

4) Who can see your information

  • Public: content you post publicly (e.g., forum posts), your public awards page if enabled, and any info you set to “public” in your profile.

  • Members: content shared to members-only areas.

  • Moderators/Admins: profile data, moderation history (“card” system details), reports, and technical logs needed to keep the community safe and running.

  • Service providers: trusted vendors who host, support, or secure the site (e.g., web hosting, CDN, email). They only use the data to provide services to us.

  • Legal: we may disclose info if required by law or to protect our community and services.

We do not sell personal data.

5) Cookies (quick guide)

  • Essential: WordPress login/session, security, and age-gate (“I’m 18+”) cookies.

  • Preferences: remembering dismissals (e.g., a banner you closed).

  • Third-party: Telegram login widget may set its own cookies.

  • Analytics (if enabled): we currently run without invasive analytics; if we add basic analytics, we’ll update this policy.

You can block cookies in your browser; essential features may stop working if you do.

6) Awards & profiles

  • Awards pages are intended to be shareable—that’s part of the fun! If you’d rather keep yours private, you can ask us to set your awards page to members-only or remove specific badges.

  • Profile fields (like pronouns/identity) are visible as configured in Youzify/BuddyPress. You control what you fill out.

7) Moderation “Card” system

  • Everyone starts Green. Warnings may escalate to Yellow → Orange → Purple → Black.

  • Cards typically reset weekly, except Black, which only admins can reset/unban.

  • We store card level, timestamps, and brief notes to keep decisions consistent and fair.

  • Visibility: your current card level and notes are visible to moderators/admins (and to you upon request).

Default retention for moderation data: 12 months after your last activity, unless a longer period is required to protect the community or resolve a case.

8) Data retention (how long we keep things)

  • Account & profile: kept while your account is active. Deleted if you request deletion (subject to legal/safety holds).

  • Awards & quizzes: kept while your account exists (so your achievements persist).

  • Moderation records: generally 12 months after last activity; “Black” records may be kept longer for safety.

  • Technical logs: usually 90 days unless needed longer for security.

We may anonymize or aggregate data for community metrics.

9) Your choices & rights

  • Access & update: view or edit your profile information.

  • Unlink Telegram: from your profile (or ask us).

  • Privacy on awards: request private awards or removal of a badge display.

  • Delete account: request deletion (we’ll remove personal data unless we must keep some records for legal/safety reasons).

  • Copies/portability: request a copy of your data.

  • Consent choices: you can choose not to take quizzes, not to link Telegram, or to post only in members-only areas.

US/California & EU/UK visitors: You may have additional rights (access, correction, deletion, portability, opt-out of certain sharing). We honor valid requests regardless of where you live.

To exercise rights, contact us (see §11).

10) Security

We use standard safeguards: access controls, encryption in transit (HTTPS), least-privilege for moderators, and monitoring. No system is perfect; please use a strong, unique password and be cautious with what you share.

11) Minors (18+ only)

ACAP is strictly 18+. We do not knowingly collect data from minors. If we learn someone under 18 has registered, we remove the account and associated data.

12) International transfers

Our site is hosted in the United States. If you visit from outside the US, your data will be processed here. Telegram and other third parties may process data in additional countries—see their policies.

13) Changes to this policy

We may update this policy as our community or features evolve. We’ll post changes here and update the effective date. If changes are significant, we’ll provide a more prominent notice.

14) Contact

Questions, requests, or privacy concerns?
Email: admin@acap.chat (or your preferred contact)