Privacy Policy

Last updated: 28 September 2026

1. Introduction

Polaris Studios (“we”, “us”, “our”) operates the Polaris Moderation website at polaris-moderation.xyz (the “Service”). This Privacy Policy explains how we collect, use, and protect information when you use the Service, including when you sign in with Discord, link a Roblox account through Roblox OAuth or profile verification, view ticket transcripts, or submit a staff application.

By using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

2. Information we collect

We do not operate advertising trackers, analytics beacons, or passive profiling of visitors. Apart from the voluntary account and application data described below, we do not collect or store Internet Protocol (“IP”) addresses, device identifiers, or other personal data about how you browse or use the Service in the ordinary course.

We collect only the information you choose to provide or authorize when using the Service:

• Discord account information — When you sign in with Discord OAuth, we receive your Discord user ID, username, display name, and avatar URL to authenticate you and manage access.
• Roblox account information — When you link your Roblox account, we collect your Roblox user ID and username. If you use Roblox OAuth, we request the openid and profile scopes only to confirm your identity and link your account. We do not request additional Roblox permissions beyond what is required for account linking.
• Staff and account data — If you are staff, we may store help request counts, ticket counts, Robux credit balances, withdrawal requests, and linked account details tied to your Discord and Roblox identities.
• Ticket transcripts — If you view a ticket transcript as the ticket owner, we process information needed to confirm you are the owner and display that transcript.
• Staff applications — If you apply to become staff, we collect the information you submit in the application form.

3. IP addresses and security-related processing

Under normal operation, we do not collect, retain, or process your IP address or other connection metadata for analytics, marketing, or routine logging purposes.

We may temporarily process and record an IP address, together with the minimum technical information necessary to describe the event (such as the requested path, timestamp, and nature of the request), only where we reasonably believe an attempt has been made to exploit, compromise, or gain unauthorized access to the Service — including, without limitation, bypassing authentication, abusing API endpoints, probing for vulnerabilities, or otherwise engaging in conduct that violates our Terms of Service or applicable law (each, a “Security Incident”).

Such processing is carried out on the basis of our legitimate interests in protecting the Service, our users, and our systems from harm, fraud, and misuse, and where applicable to establish, exercise, or defend legal claims. Security Incident records are used solely for investigation, incident response, abuse prevention, and enforcement — not for advertising, sale, or unrelated profiling.

Security Incident records are retained only for as long as reasonably necessary to investigate the incident, mitigate ongoing risk, and satisfy applicable legal or operational requirements, after which they are deleted or anonymized where practicable.

Except for the voluntary account and application data in Section 2 and the limited Security Incident processing described in this Section 3, we do not otherwise collect, store, or process personal data about visitors or users of the Service.

4. How we use your information

We use collected information to:

• Authenticate users and control access to staff and public features.
• Link Discord and Roblox accounts for quota tracking, account management, and Robux credit.
• Allow ticket owners to view their own ticket transcripts.
• Process and review staff applications.
• Operate moderation, quota, infraction, and account features on the Service.
• Maintain security, prevent abuse, and enforce our Terms of Service.
• Investigate Security Incidents as described in Section 3.

5. Third-party services

The Service uses third-party platforms to function:

• Discord — for staff login and authentication. Discord’s own privacy policy applies to data handled by Discord.
• Roblox — for optional Roblox account linking via OAuth or profile verification. Roblox’s privacy policy applies to data handled by Roblox during authorization.
• Hosting providers — to host and run the Service securely.

We do not sell your personal information. We share information only with the third parties above as needed to operate the Service, and with authorized Polaris Studios staff who require it for moderation, support, or application review.

6. Data retention

We retain information for as long as needed to provide the Service, comply with operational requirements, and resolve disputes. Staff-related data may be kept while you remain on the team or as needed for audit and moderation purposes. You may unlink your Roblox account from the Account page when that feature is available to you.

7. Security

We use reasonable administrative and technical measures to protect information on the Service. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices

• You can choose not to link a Roblox account, or unlink it later where available.
• You can revoke Roblox OAuth authorization through your Roblox account settings.
• You may contact us to ask questions about your data or this policy.

9. Children’s privacy

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13 without appropriate consent. If you believe we have collected information from a child under 13, contact us and we will take appropriate steps to remove it.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. Continued use of the Service after changes means you accept the updated policy.

11. Contact

For privacy questions, contact Polaris Studios leadership through https://discord.gg/westbridge.