Privacy Policy

The Rubicon collects and uses personal information solely for the purpose of providing a safe online collaborative writing environment. Where feasible, we collect personal information only with the knowledge and consent of the individual concerned (“Individual”), and, if the Individual notifies us that they wish to revoke their consent, we will make a best effort to remove all personal information related to the Individual from our Service.

This Privacy Policy, along with our Cookie Policy, Do Not Track Policy, and Your California Privacy Rights page, define in full how the Service collects, manages, and processes an Individual’s personal information.

What Information Is Collected?

• Required Member Information: When an Individual signs up for the Service (becoming a “Member”), we collect the Member’s name, age, email address, language, and timezone.
• Optional Member Information: We allow a Member, at their discretion, to provide additional contact information, a geographic location, interests, and a biography.
• Discord Identifier: Where a Member wishes to be notified through our Discord server, command staff may record either the Member’s Discord user ID or the identifier of a Discord role created for that Member. It is used solely to notify the Member about the Service and is never displayed on the site.
• Access Logs: When an Individual visits the Service, we collect incidental personal information in the Service’s logs, including the Individual’s IP address and user agent.

How Is Information Collected?

Required Member Information and Optional Member Information are collected with an Individual’s consent when the Individual signs up for the Service or edits their account. In order to participate in the Service, a Member must provide all Required Member Information. A Member may provide a pseudonym instead of their real name if they do not wish to disclose it.

Access Logs are collected by our web server and web application when an Individual uses the Service.

Why Is Information Collected?

Required Member Information is collected primarily for verification purposes and the safety of our participants. Age information is used strictly to confirm that a Member meets the minimum age requirement to participate in this Service — we do not permit minors to join, and age verification is essential to maintaining a safe environment for all Members.

A Member’s name and timezone are shown on their profile. A Member’s email address is not displayed publicly; it is used to contact the Member and to send story posts and other content directly related to the Service. Any recorded Discord identifier is likewise never displayed, and is used only to notify the Member through our Discord server.

Optional Member Information is collected to allow a Member to share more details about themselves with other Members of the Service.

Access Logs are collected for diagnosing technical problems with our Service. In rare situations, we may also use Access Logs to ban an Individual found to be acting inappropriately, including but not limited to violating the rules of the Service, placing an undue burden on the Service, or violating applicable laws (“Inappropriate Use”).

With Whom Is Information Shared?

A Member’s name, timezone, and Optional Member Information are shared with other Members of the Service through the Member’s user profile. Email addresses and Discord identifiers are not shared with other Members.

A Member’s name, age, email address, timezone, and Optional Member Information may also be shared with any applicable parent organization to which the Service belongs in the event of a terms of use violation.

Access Logs are generally not shared, although they may in rare circumstances be shared with any applicable parent organization or the host provider to diagnose technical problems or when an Individual is reasonably believed to have committed Inappropriate Use of the Service.

The Service or the host provider may share personal information with relevant law enforcement authorities as required by applicable law. The Service will notify the Individual, where permitted by law, when this occurs.

How Is Information Protected?

We protect all personal information using reasonable security safeguards against loss, theft, unauthorized access, disclosure, copying, use, or modification. We are committed to managing the Service in accordance with these principles to ensure that the confidentiality of personal information is protected and maintained.

Upon request, we will make readily available information about our practices and policies relating to the management of personal data.

How Long Is Information Retained?

Required Member Information and Optional Member Information are retained for as long as the Individual remains a Member of the Service.

Page and activity logs are retained for 60 days, and scanner or probe logs for 90 days, after which they are deleted automatically. Web server logs held by our hosting provider are outside our control and are retained in accordance with their own policy.

How Can Information Be Removed?

A Member may submit a request to have their account deleted and all personal member information removed from the Service, which will result in the termination of their membership.

The Service cannot guarantee that other Members have not personally retained Required Member Information or Optional Member Information that was shared with them through the Service as described in this Policy.