This policy applies to ufn.systems — the public information site for the United Federated Navy EmptyEpsilon community. It does not cover the UFN Database, the Discord server, or any other external service.
The site is operated on a volunteer basis. For privacy-related queries, contact opa@ufn.systems.
1. What we collect
Contact form submissions
When you submit a message via the contact form, we collect the information you choose to provide:
- Name or callsign (required)
- Email address (optional — only if you provide it)
- Discord username (optional — only if you provide it)
- Your message (required)
- Submission timestamp
This is the only personal data our application stores in its database.
Administrator authentication
The site has a private admin area accessible only to authorised personnel. Administrators sign in via Discord OAuth. During that process we receive your Discord ID, display name, and avatar URL from Discord. We use only the identify scope — we do not receive your email address, message history, guild membership, or any other Discord data.
This authentication data is held in a secure session cookie for the duration of the session. It is not written to our database.
Server logs
Our web server (Caddy) automatically logs standard request data for all visitors. This includes IP address, requested URL, browser and device information, HTTP response status, and timestamp. These logs are used for security and troubleshooting. Their retention is determined by our hosting configuration, not by this application.
2. What we do not collect
We do not use analytics, tracking pixels, behavioural profiling, or fingerprinting of any kind. We do not use advertising cookies. We do not collect real names unless you choose to provide one in a contact form.
3. How we use it
Contact form submissions are used solely to read and respond to your message. Administrator session data is used solely to authenticate access to the admin panel. Server logs are used solely for security and troubleshooting.
We do not share, sell, or disclose any personal data to third parties, except as described under server logs above (hosting infrastructure).
4. Legal basis
We rely on legitimate interests to operate this community information site, respond to contact form messages, and maintain the security of the service. For optional fields in the contact form (email, Discord username), we rely on consent — you provide those only if you choose to.
5. How long we keep it
| Data | Retention |
|---|---|
| Contact form submissions | Until manually deleted by an administrator. Request deletion at opa@ufn.systems. |
| Admin session cookie | Duration of the browser session; cleared on sign-out. |
| Server (Caddy) logs | Determined by our hosting setup. |
6. Your rights
Under UK GDPR, you have the right to access, correct, or request deletion of personal data we hold about you. To exercise any of these rights, contact opa@ufn.systems and we will respond promptly.
7. Security
All connections to ufn.systems are encrypted via HTTPS. Access to the admin panel and the contact submissions database is restricted to authorised personnel only.
8. Children
This site is intended for participants in our EmptyEpsilon community sessions. We do not knowingly collect personal data from anyone under 18. If you believe such data has been submitted, contact us and we will delete it without delay.
9. Changes to this policy
We may update this policy as the site evolves. Significant changes will be announced via our Discord server. The current version is always available at this URL.
10. Contact
For any questions about this policy or your personal data: opa@ufn.systems
Out of character: ufn.systems is a fan-made supplemental site for an EmptyEpsilon roleplay community, operated on a volunteer basis. It is not a commercial service.