Legal Documentation

Privacy Policy

Effective: 14 May 2026 Last Revised: 14 May 2026 Platform: hq.jsglow.name

GDPR Aware · No Data Selling · Secure Storage

AegisHQ is a private military command dashboard built exclusively for the AegisHQ Platform Roblox community. This policy explains exactly what personal data we collect through Discord and Roblox OAuth, how it is used within the platform, and how you can request its removal. We do not sell, rent, or share your data with any third party.

Contents

Who We Are
Data We Collect
How We Use Your Data
Data Storage & Retention
Cookies & Sessions
Data Sharing
Third-Party Services
Your Rights
Children's Privacy
Changes to This Policy
Contact

Who We Are

AegisHQ (hq.jsglow.name) is a private web platform operated for the AegisHQ Platform Roblox community. The platform is not affiliated with the AegisHQ Platform, the UK Ministry of Defence, Discord Inc., or Roblox Corporation. It is an independently operated community tool.

References to "we", "us", or "the platform" throughout this document refer to the operators of AegisHQ.

Data We Collect

We collect data only through official OAuth flows — we never ask for your password on either Discord or Roblox. Below is a complete breakdown of what is collected and why.

Source	Data Collected	Purpose
Discord OAuth	User ID, username, global display name, avatar hash, guild membership status, guild role IDs	Authentication, session creation, access control based on regiment roles
Roblox OAuth	Roblox user ID, Roblox username, profile avatar thumbnail URL, group membership and role/rank name for monitored groups	Identity linking, regiment detection, rank display, personnel roster
Platform Usage	Audit log entries (action type, actor ID, target ID, timestamp), internal mail records, exam attempt records, medals/commendations awarded	Administrative accountability, moderation, personnel records
Technical	Session identifier (HTTP-only cookie), IP address retained in standard Nginx access logs	Session management, server security monitoring

We do not collect or store Discord or Roblox passwords, payment information, email addresses, phone numbers, or any biometric data.

How We Use Your Data

All data collected is used solely to operate the AegisHQ platform. Specific uses include:

Authentication — verifying your identity when you log in via Discord OAuth and maintaining your session
Regiment Detection — querying your Roblox group membership to identify your regiment (RMP, ETS, RGR, OTC, etc.) and rank
Role Synchronisation — automatically assigning and removing Discord server roles that correspond to your verified Roblox regiment membership
Personnel Management — maintaining a verified roster of community members for command staff to view
Awards & Decorations — recording medals and commendations awarded by authorised staff
Audit Logging — recording administrative actions (promotions, awards, access changes) for accountability purposes
Internal Communications — enabling mailbox and live chat features between verified members

        We do not use your data for advertising, analytics profiling, machine learning, or any commercial purpose. The platform exists exclusively to serve the AegisHQ Platform Roblox community.
      

Data Storage & Retention

All data is stored in a SQLite database hosted on a private Virtual Private Server (VPS) located in the European Union. The server uses HTTPS (TLS) for all connections and data is not stored in any third-party cloud database service.

Session data is retained until you log out or after 7 days of inactivity, whichever comes first.
Account data (Discord ID, Roblox ID, regiment, rank) is retained for as long as you remain a member of the community platform. You may request deletion at any time.
Audit logs are retained indefinitely for administrative accountability. Individual entries may be purged upon a verified request from the relevant operator.
Nginx access logs (IP addresses) are retained for up to 30 days as part of standard server security practice.

Cookies & Sessions

AegisHQ uses a single session cookie to keep you logged in. This cookie is:

HTTP-Only — inaccessible to JavaScript, protecting against cross-site scripting (XSS)
Secure — transmitted only over HTTPS connections
SameSite=None — required for cross-subdomain operation between our API and dashboard subdomains
Scoped to .jsglow.name and expires after 7 days

We do not use advertising cookies, analytics cookies (Google Analytics, etc.), or any tracking pixels. No cookie consent banner is required beyond this notice because we only use a strictly necessary authentication cookie.

Data Sharing

We do not sell, rent, license, or otherwise share your personal data with any third party, with the following limited exceptions:

Discord API — during the OAuth login flow, your authorisation code is exchanged with Discord's servers to retrieve your profile. This is governed by Discord's own privacy policy.
Roblox API — during the Roblox linking flow, your authorisation code is exchanged with Roblox's servers. Group membership data is fetched from Roblox's public groups API.
Legal Obligation — we may disclose data if required to do so by a valid legal order, though as a private community platform this is an unlikely scenario.

Third-Party Services

AegisHQ integrates with the following external services. Their use is governed by their own terms and privacy policies:

Discord — discord.com/privacy
Roblox — Roblox Privacy Policy

Your Rights

You have the following rights regarding your personal data on AegisHQ:

Access — you may request a summary of the data we hold about your account
Correction — if your regiment or rank data is incorrect, you can trigger a manual sync from the Verification tab or contact an administrator
Unlinking — you may disconnect your Roblox account from your Discord profile at any time using the Verification panel
Deletion — you may request full removal of your account record by contacting community administration through the Discord server
Portability — you may request a copy of your data in a readable format

To exercise any of these rights, contact platform administration through the AegisHQ Platform Discord server.

Children's Privacy

AegisHQ is a community platform and does not knowingly collect data from individuals under the age of 13. Access to the platform requires a Discord account, which itself requires users to be at least 13 years of age under Discord's Terms of Service. If you believe a minor has accessed the platform in violation of this policy, please contact administration immediately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the platform's features or legal requirements. When we do, the "Last Revised" date at the top of this page will be updated. We encourage you to review this policy periodically. Continued use of the platform following any changes constitutes acceptance of the revised policy.

Contact

For any privacy-related enquiries, requests, or concerns, please contact platform administration through the AegisHQ Platform Discord server. We aim to respond to all requests within 7 business days.