Privacy Policy

Last updated 25 September 2026

Skaafin is a free, volunteer-run record-keeping tool for roleplay economies in Elder Scrolls game servers. This policy explains what personal data Skaafin holds, why, and what you can do about it. We keep it short and we only collect what the app needs to work.

Who is responsible

Skaafin is run by an individual, the site owner, who is the data controller under UK data protection law (the UK GDPR and the Data Protection Act 2018). To get in touch, message noms on Discord. See also About.

What we collect

From Discord, when you sign in. We only ask Discord for the "identify" permission:

• your Discord user ID, username and display name
• the address of your Discord avatar picture

We never receive your email address, password, servers, friends or messages.

What you give us.

• your account settings: display name, time zone and notification preferences
• your characters: name, race, bio and a picture for each, if you upload one. We re-encode pictures, which removes hidden details such as location data.
• which organisations (Hold, store or server team) each character joins

What you record while using Skaafin.

• organisation records: items, prices, members, ranks, announcements and letters, and later stock, trades, customers and orders
• an audit log of changes, showing who changed what and when. This keeps organisations honest and lets mistakes be traced.

Technical data.

• a sign-in cookie that keeps you signed in for up to 30 days. The server only stores a scrambled (hashed) copy of it, with a rough label of the device (such as "Firefox on Windows"), when it signed in and when it was last used, so you can see and sign out your devices on your profile.
• a cookie that remembers your light or dark theme
• two short-lived cookies (10 minutes) that protect the Discord sign-in step
• unsent drafts (for example a half-written letter), kept only in your own browser so you don't lose them. They are removed when you send them, discard them or sign out.
• your IP address, which our network provider and web server see when you visit. We don't store it. When something looks like misuse (failed sign-ins, too many attempts in a short time, many pages you can't open), the security log keeps a scrambled, keyed code made from it, so staff can tell that attempts came from the same place without ever seeing the address.

All cookies are strictly necessary for the site to work, so there is no cookie banner. We use no analytics, no advertising and no tracking.

Why we use it (lawful bases)

• To provide the service you asked for (contract): signing you in, showing your profile and keeping your organisations' records.
• Legitimate interests: keeping the site secure, keeping an audit log so records can be trusted, keeping backups, and moderating misuse.

Who can see it

• Members of your organisations, according to their ranks and permissions. Leaders of organisations above yours (for example a Hold over its stores) may see an overview if they hold the right oversight permissions.
• Discord channels: an organisation can connect a Discord channel. That channel then receives short summaries of changes, which can include your character or display name. Once posted, those messages are covered by Discord's own terms and privacy policy.
• Service providers who help us run the site: Discord (sign-in and channel messages), Cloudflare (network delivery and protection) and a cloud storage service that holds our off-site backups, which are encrypted so it can't read them. Their services may process data outside the UK under the safeguards UK law requires.
• The site owner and staff, where needed to run and moderate the site. Other players only see your characters, never your Discord account or which characters belong to you; staff can see that, for moderation.

We never sell your data or share it for advertising.

How long we keep it

• Your account and profile: until you delete your account.
• Sign-in sessions: 30 days, or until you sign out.
• Organisation records and the audit log: as long as the organisation needs them. If you delete your account, entries you made stay but show "Former member" instead of your name.
• Messages waiting for Discord: deleted 7 days after delivery, or 30 days if delivery failed.
• Security log entries: 90 days. If you delete your account, they no longer name it.
• Backups: kept for 14 days, then deleted. Deleted data disappears from backups within that time. An encrypted copy is also kept off the server (in cloud storage the site owner controls) for 30 days; only the site owner holds the key.

Your rights

Under UK data protection law you can:

• get a copy of your data: use Download my data in your account settings.
• correct it: edit your profile at any time.
• have it erased: use Delete my account on your profile. Records other people rely on (letters you sent, changes you made) stay, but no longer show your name or character.
• take it elsewhere: the download is a standard JSON file.
• object to or restrict how we use it, or ask anything else: message noms on Discord. We will reply within one month.

If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk. Please talk to us first so we can try to put it right.

Age

Skaafin is for people aged 16 or over. If we learn that someone younger has an account, we will delete it.

Security

Data is sent over encrypted connections (HTTPS). Discord channel addresses are encrypted when stored, sign-in tokens are stored only in scrambled form, and backups kept off the server are encrypted. No system is perfectly secure; if you find a problem, please tell us (see security.txt).

Changes to this policy

If we change this policy in a way that matters, we'll say so in the app before it takes effect. The date at the top shows the latest version.