How Ashkeep handles personal data across the website and Player Companion.
Mathieu Durand is the data controller for Ashkeep, a personal and non-commercial project established in France.
Privacy questions and requests can be sent to contact@ashkeeprp.com.
Ashkeep and the Player Companion are intended only for people aged 18 or older. Applicants must confirm that they are at least 18, but Ashkeep does not ask for a date of birth. If we learn that an account belongs to a minor, we will delete it.
The service is available to eligible players worldwide.
Discord is the only sign-in method. Through the Discord OAuth2 identify scope, we receive your Discord user ID, username, display name and avatar. We also record sign-in timestamps. We do not request your email address, password, messages, server memberships or permission to join a server for you.
We collect confirmation that you are at least 18, your roleplay experience, availability, preferred style of play, expectations, content limits and free-text answers. Your time zone is optional. All other questionnaire fields are required to review an application.
Describe content preferences without sharing sensitive facts about your health, sexuality, beliefs, ethnicity or private life. Ashkeep does not need that information to review an application.
The Companion stores player and character profiles, letters, Status, Boons, positions, Registry entries, decisions, moderation records and the text, images or files that players choose to upload. Records include the dates needed to order and manage activity.
The Companion uses a strictly necessary session cookie to keep you signed in. Ashkeep does not run analytics, advertising trackers or dedicated application-level IP logs. Vercel, Cloudflare, Discord and Scaleway may process IP addresses, routing information, browser details and security events when providing their infrastructure.
We use account, character and roleplay data to authenticate you and provide the features you request. The legal basis is performance of the Terms of Use between you and Ashkeep.
We use questionnaire responses and the adult declaration to assess whether Ashkeep matches a player's expectations and to maintain an adults-only roleplay community. The legal basis is our legitimate interest in selecting and organizing the community.
We may use account activity, roleplay records and moderation information to enforce community rules, investigate misuse and protect players and the service. The legal basis is our legitimate interest in operating a safe and reliable community.
We process requests concerning personal data and retain a limited record of our response where necessary to comply with French and European data protection law. The legal basis is compliance with a legal obligation.
Ashkeep administrators can access questionnaire responses and Companion data when needed to review applications, operate the service or moderate the community. Chains of Hyboria representatives do not receive this data.
Profiles, Registry information and other shared roleplay records are visible only to signed-in, accepted members. Letters are visible only to their participants and Ashkeep administrators. Uploaded material follows the visibility of the feature in which it is shared.
Scaleway hosts the Companion, PostgreSQL database and uploaded content in Paris, France. Cloudflare provides DNS, network delivery and security for the Companion. Vercel hosts the public website. Discord provides sign-in. A self-hosted Grafana instance may be used for infrastructure health without adding visitor analytics.
We may disclose information where required by law or where strictly necessary to establish, exercise or defend legal claims. We do not sell personal data and do not share it for advertising.
Core Companion records and uploaded content are stored on Ashkeep's Scaleway infrastructure in Paris, France. Using Discord authentication, Cloudflare's network and Vercel's hosting may nevertheless involve technical processing or transfers outside the European Economic Area.
These providers publish the safeguards governing their international processing. You can review the Discord Privacy Policy, Cloudflare Privacy Policy and Vercel Privacy Notice.
An unfinished application is deleted 30 days after its last activity. A rejected or withdrawn application is deleted 30 days after the decision or withdrawal. An accepted questionnaire is retained while the associated account remains active.
Discord identity data, account information, characters, letters, uploads and other roleplay records are retained while the account is active. An account that has not signed in for 24 months is considered inactive and is deleted with its associated data.
Deleting an account removes its personal data and associated content from active systems immediately. Residual copies may remain in encrypted rolling backups for up to 30 days before being overwritten. They are not restored except for disaster recovery.
Correspondence needed to handle a privacy request may be retained for one year after the request is closed so Ashkeep can demonstrate that it responded appropriately.
Infrastructure providers may retain their own security and network records under their published policies. Ashkeep does not use those records for analytics or advertising.
Depending on the processing concerned, you may request access, correction, deletion, restriction or portability of your data. You may object to processing based on legitimate interests. You may also close your account and delete its associated data directly from the Companion.
Send requests to contact@ashkeeprp.com. We will respond within one month. Requests are handled manually and exports are prepared manually.
To protect other players, we will normally verify a request by asking you to sign in to the relevant Companion account and confirm a one-time request code. We will not request an identity document unless there is a reasonable doubt that cannot be resolved by a less intrusive method.
If you believe your rights have not been respected after contacting us, you may submit a complaint to the French Data Protection Authority, the CNIL.
The public website does not set analytics, advertising or optional tracking cookies. The Companion uses only storage that is strictly necessary for authentication and security. Because no optional cookies are used, Ashkeep does not display a consent banner.
Ashkeep does not use automated decision-making or profiling to accept or reject an application. Every application decision is made by Mathieu Durand or another Ashkeep administrator.
This policy will be updated when Ashkeep changes its data practices or service providers. The effective date at the top of the page will identify the current version. Material changes affecting Companion members will also be announced through the Companion or the Ashkeep Community Discord.
Read the Legal Notice →