What we collect
Public browsing may create standard server logs such as IP address, request path, browser user agent, timestamps, and rate-limit events.
Memory submissions collect the fields visitors choose to provide, such as display name, title, date label, caption, optional source link, uploaded images, and a private review code.
Discord-origin archive submissions may also include Discord source context such as username, user ID, guild ID, channel ID, interaction ID, and the uploaded image attachments needed for staff review.
AQW guide pages may include content imported from designated Vanaheim Discord guide channels, including message text, author display names, timestamps, source links, attachments, images, videos, embeds, and related Discord source metadata. Linked Discord video messages may also include the source message text so guide context can be displayed with the video.
How we use it
We use submitted content to review, approve, reject, and publish guild memories. Staff may use logs and rate-limit records to keep the portal secure, reliable, and affordable to operate.
Approved memories can become public after staff publishes them. Rejected or pending submissions remain visible only to staff and to the visitor through the review-code status page.
Guide content from the designated Discord guide channels can become public on the guide library after staff syncs or enables it. Hidden, archived, or deleted guide records remain staff-facing unless staff changes their public status.
Cookies and local storage
The public site uses local storage for preferences such as the visual theme. Staff/admin areas use authentication cookies and audit logs to protect editing tools.
We do not use third-party advertising cookies on the public portal.
Sharing and services
Submitted media, public page content, Discord-origin submission context, and staff actions are stored by the hosting and storage services used to run this portal. Staff notifications may be sent to configured Discord webhooks or bot channels.
We do not sell visitor personal information, and we do not publish private review codes.
Advertising and endorsements
This site does not currently run paid ads, affiliate links, sponsored posts, paid endorsements, product reviews, or paid rankings.
If sponsored or affiliate content is added later, it should be disclosed clearly near the related content or link, not hidden only on this policy page.
Children and safety
The portal is a guild community site and is not directed to children under 13. Staff should remove public submissions that reveal sensitive personal information or violate another person's privacy.
Visitors and guide makers should avoid submitting or posting private contact details, addresses, account credentials, or content they do not have permission to share, because approved memories and synced guide content may appear on the public website.
Retention and choices
Memory submissions and related moderation records are kept as long as staff needs them for review, publishing, audit, backup, or abuse-prevention purposes.
For privacy questions or removal requests, contact Vanaheim staff through the official Discord server or staff contact path listed on the homepage.
Changes
Staff may update this policy as the portal changes. Material changes should be reflected here before new public collection, sponsorship, or advertising behavior begins.
This policy is operational guidance for the Vanaheim Guild Portal and is not legal advice.