Privacy Policy

This Privacy Policy describes how RookHelm, the community and game server management platform operated by RookHelm LLC, a Wyoming limited liability company (“RookHelm”, “we”, “us”), collects, uses, and shares personal information. It covers our marketing site, the RookHelm dashboard, and the public ban portals that communities host with us.

Information We Collect

• Account information. When you create an account we collect your name, your email address, and a password.
• Steam ID. If you sign in with Steam or link a Steam account, we store your Steam ID to identify your account and to associate admin and moderation records with it.
• Session information. Each sign-in session records your IP address and browser information. We use this to secure accounts and investigate abuse.
• Moderation records. Community operators submit ban records, moderation notes, and supporting evidence, which can include player Steam IDs, IP addresses, and chat excerpts. These records are operator content, as described in our Terms of Service.
• Discord integration. If a community connects Discord, we send the moderation notifications it configures to that community’s Discord channels, and we can update Discord roles to match community standing. Those notifications can include player Steam IDs, ban and mute reasons, and the acting admin. If a player links their Discord account to a community, we store the association between their Steam ID and their Discord account identifier so that role sync and notifications work.
• Billing information. Payments are handled by Polar, our merchant of record. We store a billing contact name and email address; your card details go directly to Polar and are never stored on our systems.
• Waitlist and product email. If you join the waitlist or create an account, we share your email address with our email provider so we can send you product and lifecycle email. When you join the waitlist you may also optionally tell us about your community, including its name, website, the games it hosts, and roughly how large it is, which we use to plan our launch and decide what to build first. Every message includes an unsubscribe link.

The marketing site sets no advertising or tracking cookies. The dashboard uses a cookie to keep you signed in.

Why We Collect It

We use this information to operate your account, to let community operators manage moderation across their servers, to keep the service secure and prevent abuse, to bill for paid plans, and to send you product email you can opt out of. We do not sell personal information.

Service Providers

We share personal information with the service providers below only as needed to run RookHelm.

• Cloudflare provides hosting, content delivery, and security (global).
• Polar is the merchant of record for payments (United States).
• Loops sends product and lifecycle email (United States).
• Discord receives the moderation notifications and role updates a community chooses to send to its own Discord server (global).

How Long We Keep It

We keep account information for as long as your account is active and for a short period after it closes. Billing records are kept for as long as tax and accounting rules require. Moderation records belong to the community that created them and are kept for as long as that community keeps them. Usage analytics and operational logs, which can include identifiers such as Steam IDs, are retained for up to 90 days.

Your Choices and Rights

You can ask us to access, correct, or delete the personal information we hold about you by emailing [email protected]. We aim to respond within 30 days. If your request concerns a ban record or other content submitted by a community, we may coordinate with that community’s operators, since those records are theirs to manage.

You can unsubscribe from product email at any time using the link in any message, and you can close your account whenever you choose.

Children

You must be at least 13 years old to create an account. We do not knowingly collect personal data from children under 13. If we learn that we hold personal data from a child under 13, we will delete it.

Changes to This Policy

We may update this policy from time to time. If a change is material, we will notify account holders by email or an in-product notice before it takes effect. The date at the top of this page shows when the policy last changed.

Contact

Privacy questions and data requests: [email protected]. General support: [email protected]. See also our Terms of Service.