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 image, video clip, or MP3 attachments, 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 uploaded image, video clip, or MP3 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.
Discord and Valkyrie
When Valkyrie is used in the Vanaheim Discord server, it may process Discord account and server information needed to run a feature: user, guild, channel, message, interaction, role, and attachment identifiers; current display names; timestamps; and the command or action requested.
For configured logging, moderation, and staff tools, we may keep event metadata such as the actor, target, action type, channel or message reference, timestamp, and limited feature context. These staff-facing logs are not published as public website content.
Discord is a separate platform. Discord's own privacy practices also apply when you use Discord, send a message there, upload media there, or receive a message from Valkyrie.
Vana Tributes and event claims
The Tribute system keeps a ledger of points, earning source, amount, time, account ID, related event or transaction reference, and the staff or system actor that issued or reviewed it. This lets members view their balance and history and lets staff investigate mistakes, caps, reversals, and duplicate awards.
For chat activity, the earning record uses the eligible message and channel reference needed to award points; it is not a copy of the message body. For voice activity, the system may keep the voice channel, join and leave times, duration, and eligibility result. It does not record or transcribe voice audio.
Event claims can include the member's notes, team or helper details, an exact in-game name for recruitment claims, review decision and reason, and one image proof. New proof images are copied to controlled bot storage for staff reviewers; their hash, file details, and legacy Discord link may also be retained with the claim.
Fashion Weekly and community activities
Fashion Weekly stores the submission's Discord account and message references, submission text and attachment details, theme suggestions, contest timing, vote records, tally results, review decisions, and any related Tribute payout evidence. Deleted Discord submissions are marked as deleted in the contest record so staff can reconcile results without treating them as active entries.
Other Discord games, polls, events, and submissions may keep the account, channel, interaction, response, result, and timing data needed to operate that activity and prevent duplicate actions. Event content that is posted in a public Discord channel remains subject to that channel's normal visibility.
How we use it
We use submitted content to review, approve, reject, and publish guild memories, guides, and event materials. Staff may use logs, eligibility checks, point ledgers, rate-limit records, and audit trails to operate features, prevent abuse, investigate errors, and keep the portal and bot secure and reliable.
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.
Staff accounts and direct messages
Staff dashboard accounts store a username, display name, access scope, active status, last-login time, and a password hash. Passwords are not stored as readable text. Authenticated sessions and security records are used to protect staff tools and investigate access problems.
Authorized staff can use the dashboard to send a one-off Discord direct message to a confirmed guild member. The audit record keeps the sender, recipient, delivery outcome, and whether content or an embed was sent; it does not keep the full direct-message text or embed body in that audit record.
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. We do not use the portal to sell personal information or to build advertising profiles.
Sharing and services
Submitted media, public page content, Discord-origin submission context, bot records, and staff actions are processed by the hosting, database, and file-storage services used to run the portal and Valkyrie. Staff notifications and direct messages are delivered through Discord.
We do not sell or rent visitor or member personal information, and we do not publish private review codes, Tribute proof images, staff audit records, or dashboard credentials. We may disclose information when reasonably necessary to protect the service, respond to abuse, or comply with a valid legal request.
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
We do not publish a fixed retention schedule. Memory submissions, guide records, event claims, proof images, point ledgers, votes, and related moderation or audit records are kept only as long as staff reasonably needs them for review, publishing, fulfillment, reconciliation, backup, security, or abuse-prevention purposes.
Public content can be reviewed for removal or correction on request. Some limited records may need to remain restricted to staff when they are necessary to preserve an audit trail, resolve a point or reward dispute, prevent repeat abuse, or comply with a valid legal request.
For privacy questions, correction requests, or removal requests, contact Vanaheim staff through the official Discord server or staff contact path listed on the homepage. Include enough detail for staff to find the relevant public post, submission, or Discord record without sharing passwords or other sensitive information.
Changes
Staff may update this policy as the portal or Valkyrie changes. Material changes should be reflected here before new public collection, sponsorship, advertising, or substantially different data use begins.
This policy is operational guidance for the Vanaheim Guild Portal and is not legal advice.