Team Galaxy Privacy Policy

1. Overview and Scope

This Privacy Policy explains what information Team Galaxy collects, why we collect it, how it is used and shared, how long it is kept, and how you can ask us to delete it.

It applies to the Team Galaxy website, Galaxy OS accounts and dashboards, Team Galaxy communities and services, and the Team Galaxy Discord bot.

This policy describes what our systems actually do. We do not use vague catch-all language, and we do not claim that we collect nothing: some information is required for accounts, security, moderation and recruitment to work at all.

2. Team Galaxy Account Information

When you create or use a Galaxy OS account, we store:

• Account identifiers such as your Team Galaxy profile ID and account ID.
• Username, optional display name, and profile information you choose to add, such as a bio, profile picture, banner, pronouns, location text, favorite game, status message, skills and interests.
• Email address, used for sign-in, verification and account notices.
• Authentication provider information, such as whether you sign in with Google, and your email verification state.
• Account roles and status, including staff roles, membership roles, badges you own, and account state such as verification required, active, suspended or banned.
• Profile preferences and privacy settings, such as notification preferences, profile visibility toggles, theme settings and sound settings.

3. Discord Information

When you link Discord to Team Galaxy, the bot and Galaxy OS may use and store:

• Your Discord user ID, which is the stable identifier used to deliver notifications and keep your link accurate.
• Your Discord username and display information at the time you authorize, so staff and the bot can identify the correct account.
• Linked-account information that records the link between your Discord account and your Team Galaxy profile, including when it was authorized or disconnected.
• Discord server or guild identifiers where the bot needs them for a feature in use.
• Roles, only where a feature actually depends on them.
• Bot commands and interactions you send to the bot, so the bot can respond and so abuse can be investigated.
• Discord delivery and message identifiers, used to deliver notifications, keep replies threaded correctly, and troubleshoot failed deliveries.
• Delivery state, such as whether a notification was sent, failed, or is pending a retry, so we do not send duplicates.

4. Recruitment Information

If you apply for a position or take part in recruitment, we store the information needed to run that process:

• Applications, including the position applied for, your answers to application questions, and the application status.
• Applicant messages submitted through Galaxy OS as part of the recruitment conversation.
• Availability information you provide for interview scheduling, including the timezone and the time slots you offer.
• Interview scheduling information, including the scheduled time in UTC, the interview timezone, the assigned interviewer, confirmation state and grace-period timestamps.
• Interview details for the Google Meet interview, including the Meet link and interview notes.
• Reviewer assignments, internal reviewer notes, decisions, and recruitment history such as status changes and timeline events.

Interview notes, internal notes and reviewer notes are handled as internal recruitment records and are not shared with applicants.

5. Moderation and Security Information

To keep the community safe and enforce our rules, our moderation and security systems use:

• Moderation actions and records, such as warnings, mutes, bans, case files and enforcement reasons.
• Reports you submit and reports about content or accounts, including the details you provide.
• Appeals and related correspondence.
• Audit events, including staff actions, moderation decisions and security-relevant account events.
• Security information used to prevent ban evasion and abuse, including IP addresses and a device identifier generated in your browser, and browser or device details such as your user agent and platform.
• Account restriction flags, risk indicators and enforcement history.

IP addresses and device information are used for security, moderation and abuse prevention, and are not displayed publicly.

6. Technical and Usage Information

• Timestamps, such as when records were created, updated or accessed.
• Authentication and security events, such as sign-ins, verification requests, and failed verification attempts.
• Aggregated usage analytics, such as page views and feature usage, used to understand how the Services are used.
• Error and diagnostic information, such as error logs produced when something fails, used for troubleshooting.
• IP addresses where the security or moderation systems legitimately use them, as described above.

7. Why We Use Information

Each category above is used for specific purposes:

• Providing the Services — running Galaxy OS, profiles, clips, messaging, events and community features.
• Authentication and account security — creating accounts, verifying email addresses, signing you in, and protecting accounts from unauthorized access.
• Discord integration — linking your Discord account and enabling bot commands, notifications and recruitment updates.
• Recruitment — processing applications, applicant messages, availability and interviews, and recording decisions.
• Notifications and communication — account notices, recruitment notifications, interview reminders and service announcements.
• Moderation and enforcement — reviewing reports, applying enforcement actions, and supporting appeals.
• Abuse prevention and safety — detecting spam, evading bans, fraud and other prohibited behavior.
• Troubleshooting and reliability — diagnosing errors, fixing failed deliveries and improving stability.
• Legal compliance and recordkeeping — meeting legal obligations, enforcing our Terms, and maintaining accurate records.

8. What We Do Not Do

• We do not sell your personal information.
• We do not use your information for third-party advertising or ad targeting.
• We do not sell or share your recruitment information with other communities or employers.
• We do not store passwords in readable form, and we do not store verification codes in readable form.
• We do not monitor every message you send in Discord. The bot acts on interactions you have with it and on the information it needs for features in use.
• We do not collect information beyond what the categories in this policy describe.

9. Data Sharing

We share information only where it is needed to operate the Services, and only in these situations:

• Discord — to link your account, respond to bot commands and deliver bot notifications.
• Google services, including Google Meet — to host voice interviews and, where offered, sign in with Google.
• Email delivery providers — to send account verification, password reset, recruitment and notification email.
• Hosting, database and platform providers — to store Galaxy OS records and run the Services. This app is built and hosted on the Base44 platform.
• Team Galaxy staff — on a need-to-know basis, according to their role and permissions, for moderation, recruitment and support purposes.
• Legal requirements — where we are required to disclose information by law, valid legal process, or to protect the rights, safety and security of Team Galaxy, our members or the public.

We do not share your information with advertising networks or data brokers.

10. Data Retention

We retain information only as long as it is needed for the purposes described in this policy.

• Account and profile information is kept while your account is active.
• Recruitment information is kept for the duration of the recruitment process and afterwards as part of the recruitment record, so that past decisions and history remain accurate.
• Moderation, enforcement and audit records are retained for longer periods where needed for safety, integrity, appeal handling and recordkeeping.
• Discord delivery and message identifiers are retained only as long as needed to deliver, reconcile and troubleshoot notifications.
• Security information such as IP addresses and device identifiers is retained for as long as the security or moderation purpose requires.
• Diagnostic and usage information is retained in aggregate or for a limited period for troubleshooting and improvement.
• Some information may be retained longer where the law requires it, or to establish, exercise or defend legal claims.

11. Data Deletion Requests

You can ask Team Galaxy to delete personal information we hold about you, including information associated with your Discord bot usage. To submit a request, use the Galaxy OS Support Center and choose a privacy or data request category, or contact Team Galaxy staff through the official Team Galaxy Discord server.

• Include the account you are asking about, such as your Team Galaxy username and, if relevant, your Discord user ID, so we can locate the correct records.
• We verify that the request comes from the account owner before acting, to protect accounts from being deleted by someone else.
• We confirm what we can delete and what must be retained, and we explain the reason for any retention, such as an active enforcement record or a legal requirement.
• Deleting your account removes your profile and personal content, and disconnects any linked Discord authorization.
• Some records, such as moderation, enforcement, audit and recruitment history, may be retained in a restricted form where necessary for safety, integrity, dispute resolution or legal compliance, or may be anonymized in a restricted form where possible.
• You may also disconnect your Discord authorization at any time, which stops bot-driven personal notifications.

12. Security

Team Galaxy uses reasonable technical and organizational safeguards designed to protect information, including access controls, role-based permissions, restricted staff access, security logging and verification of sensitive actions.

No system is perfectly secure, and no method of transmission or storage is completely secure. We cannot guarantee that information will never be accessed, disclosed or altered without authorization. Please use a strong, unique password and keep your verification codes private.

13. Your Choices and Controls

• Profile privacy — control what other members can see, such as your follower count, badge inventory and activity feed.
• Messaging privacy — decide who may start a private conversation with you and whether message requests are enabled.
• Notification preferences — choose which categories of notifications you receive.
• Discord linking — connect or disconnect your Discord authorization, which stops bot-driven personal notifications.
• Account settings — update your profile information at any time.
• Deletion — request deletion of applicable information as described above.

14. Third-Party Services

Team Galaxy connects with third-party services that have their own privacy policies. Their handling of your information is governed by their policies, not this one.

• Discord — governs Discord account data, messages and server activity on the Discord platform.
• Google, including Google Meet — governs Google account data and Google Meet participation.
• Email delivery providers — process email addresses and message content to deliver Team Galaxy email.
• Hosting, database and platform providers — process stored records to run the Services.

15. Children and Minimum Age

The Services are not intended for children under 13. You must be at least 13 years old to use Team Galaxy, and you must also meet the minimum age required by Discord to use Discord and by the law of your country, whichever is higher.

Where the law in your country requires a higher age of digital consent, that higher age applies. Individual roles, programs or recruitment positions may require a higher minimum age.

If you are under the age of legal majority where you live, use the Services only with the involvement and consent of a parent or guardian.

If we learn that we have collected personal information from a child below the applicable minimum age, we will take reasonable steps to remove that information and close the account.

16. Where Information Is Processed

Team Galaxy is operated online, and information may be processed and stored on servers located in the country where our hosting and database providers operate, including the United States. These locations may differ from where you live. Where required, we rely on the safeguards offered by our service providers for the transfer of information.

17. Policy Changes

• We may update this Privacy Policy to reflect changes in our practices, the Services, or legal requirements.
• The current version, effective date and last updated date are always published at the top of this page.
• Material changes are communicated through the Services, including in-app notices, announcements or update notifications, before or when they take effect.
• Continued use of the Services after a revised policy takes effect means you accept the revised policy.

18. Contact and Requests

Privacy questions, data access requests, and data deletion requests can be submitted to Team Galaxy through the Galaxy OS Support Center or through the official Team Galaxy Discord server. Requests are handled by Team Galaxy staff, and we aim to respond within 30 days.