Legal & Data Compliance

Privacy Policy

Data Controller: RNW (North West Roleplay) Community Management•Applicable Law: UK GDPR & Data Protection Act 2018•Last Revised: September 2026

This policy sets out how we collect, process, and protect your personal information across the Optic CAD/MDT management portal, our Discord community, and our FiveM game servers.

1. Overview & Controller2. Data We Collect3. Cookies & Storage4. Radio & In-Game Data5. Legal Grounds6. Sharing & Hosting7. Your UK GDPR Rights8. Contact & Requests
Section 1

Overview & Controller

Identity of the data controller and our roleplay community context.

North West Roleplay ("RNW", "we", "our", or "us") operates an educational and entertainment Grand Theft Auto V multiplayer roleplay community via Cfx.re (FiveM). The Optic CAD/MDT web portal acts as our dispatching, records management, and user identity portal.

Notice of Non-Affiliation:

RNW (North West Roleplay) is an independent, non-profit community. We do not claim ownership of, represent, hold authority from, nor are we affiliated with, any real-world police force, ambulance service, fire and rescue service, or public authority (including Greater Manchester Police, North West Ambulance Service, Greater Manchester Fire & Rescue Service, British Transport Police, Lancashire Constabulary, Lancashire Fire & Rescue Service, Cheshire Constabulary, Cheshire Fire & Rescue Service, Merseyside Police, Merseyside Fire & Rescue Service, Metropolitan Police, National Police Air Service, North West Air Ambulance, Counter Terrorism Policing North West, National Crime Agency, Bee Network, Network Rail, and National Highways). All roleplay records, calls, vehicles, and services depicted within this platform are purely fictional and intended solely for creative entertainment and educational roleplay purposes.

Section 2

Information We Collect

Technical identifiers, gameplay records, and submitted faction profiles.

Account & Discord Identifiers

Discord ID, avatar hash, username, email (provided during OAuth), community guild memberships, and synchronized staff/membership roles.

Game Client Identifiers

FiveM License ID, Steam Hex, hardware identification hashes, and public IP address logged at connection to prevent ban evasion.

Roleplay & MDT Records

Created characters, in-game driving licenses, registered virtual vehicles, arrest reports, citations, custody logs, and callout histories.

Applications & Support Logs

Voluntary answers provided in faction applications, training records, Discord support ticket transcripts, and appeal records.

Children's Data

Our services are not directed at, and we do not knowingly collect personal data from, anyone under 13 years of age, in line with Discord's Terms of Service and UK COPPA/GDPR age standards (see Terms of Service §1.1). If we become aware that a user under 13 has provided us with personal data, we will delete it. Parents or guardians who believe a child under 13 has provided us data can contact us using the details in Section 8 to request erasure.

Section 3

Cookies & Local Storage

PECR and UK GDPR disclosure on browser cookies, tokens, and client-side storage items.

Want to review or adjust your cookie choice right now?

Under the Privacy and Electronic Communications Regulations (PECR) and UK GDPR, we provide full transparency on all data stored in your browser. We only use Essential cookies for authentication/security and Preference/Functional storage to maintain your theme and live radio setup.

Item NameCategoryDurationPurpose
__Secure-authjs.session-token / authjs.session-tokenEssential Cookie30 Days / SessionStores encrypted authentication tokens from Discord OAuth to keep you safely logged into the portal.
authjs.csrf-tokenEssential CookieSessionGuards against Cross-Site Request Forgery (CSRF) attacks during form submissions and API calls.
optic_cookie_consentEssential LocalStoragePersistentRecords your consent choices (All vs Essential Only) and choice timestamp under UK PECR requirements.
themePreference LocalStoragePersistentRemembers your active visual theme (Dark, Blue, Lime, Pink, etc.) to prevent visual flashing on page load.
optic_radio_* / duty_sessionFunctional LocalStorageActive ShiftSaves real-time radio volume, channel preference, minimized status, and in-game MDT shift connectivity.

How to Control or Clear Cookies:

You can modify your browser settings to block or delete cookies at any time. Please note that disabling essential authentication cookies will prevent you from signing into the Optic portal or accessing CAD/MDT systems.

Section 4

Radio & Telemetry

Emergency dispatch audio, VoIP relay, and real-time operational status.

When you activate the web-based radio dispatcher (RadioDispatcherGate) or log on-duty, live telemetry packets are exchanged with our real-time websocket bridge:

  • Radio Transmissions: Audio transmitted over dispatch channels is streamed ephemerally for roleplay coordination. Audio streams are not permanently archived except when necessary for formal administrative review of rule violations.
  • Duty Status & Callsign: Your active force identification, callsign, and attached emergency incidents are temporarily synchronized across authorized service personnel.
  • Emergency 999 CAD Calls: Generated dispatch incidents and responder assignments are stored to preserve in-character roleplay continuity and training evaluation.
Section 5

Legal Grounds for Processing

Our lawful bases under UK GDPR Article 6.

1. Legitimate Interests

Protecting our community from harassment, cheating, exploit distribution, and ban evasion. Retaining hardware and Discord ban records is strictly necessary to protect server infrastructure and safety.

2. Consent

Provided when you voluntarily apply for faction divisions, join whitelisted roles, or customize optional preference cookies. You may withdraw consent at any time.

3. Contractual & Service Necessity

Necessary to deliver the interactive web CAD/MDT, authenticate your identity, and provide access to community services requested by you.

Section 6

Data Sharing & Storage

Third parties, data locations, and security safeguards.

We never sell, rent, or trade your personal data with third parties or advertisers.

Data is shared only with strictly vetted infrastructure providers required to operate the service:

  • Discord Inc.: For single sign-on authentication and community notification webhooks.
  • Cfx.re / Rockstar Games: For FiveM server authentication, license verification, and telemetry.
  • Database & Cloud Infrastructure: Hosted within enterprise data centres situated in the United Kingdom and European Union with TLS 1.3 encryption in transit and AES-256 at rest.
Section 7

Your UK GDPR Rights

Subject Access Requests, rectification, and erasure options.

As a UK resident, you possess comprehensive statutory rights under the UK GDPR:

Right to Access (SAR)

Request a full export of all personal profile information, faction applications, and gameplay logs we store about you.

Right to Rectification

Update incorrect or incomplete personal information, callsign records, or character names.

Right to Erasure

Request deletion of your profile data. Note: Ban records and hardware identifiers are retained under legitimate interests to prevent ban evasion.

Right to Complain (ICO)

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

Section 8

Contact & Data Requests

How to exercise your rights or query our data practices.

To submit a Subject Access Request (SAR), request account data deletion, or report a data concern:

Direct Discord Support:

Open a confidential ticket in the official North West Roleplay Discord under the "Management / Privacy Inquiry" ticket category. Our Data Protection Lead will process your request within 30 days as mandated by UK GDPR.

Email:

For Subject Access Requests, erasure requests, or general data queries, email legal@policingnorthwest.com. For all other support matters, use contact@policingnorthwest.com.

Read Community Terms of Service •View Server Rules