Host responsibilities

Last updated 2026-08-02.

This page is for anyone running an event on the portal, and for anyone who has applied to one and wants to know who is responsible for what. If you host an event, this applies to you from the moment you create it.

We are responsible together

When someone applies to your event, you and DreamWelder Productions LLC both decide what happens to their information. You decide what the application asks, who reads it and who gets in. We decide how it is stored, who can reach it and how long it is kept. In data protection terms that makes us joint controllers, and this page is the arrangement between us that the law asks for.

It covers applications to your event, the answers people give, the decisions you make, and the groups you sort accepted players into. It does not cover your Discord server, which is yours alone.

What you are responsible for

What you ask

The questions on your form are yours. Ask for what you need to judge an application and no more. Do not ask for financial details, identity documents, or anything about someone's health, beliefs, politics, sex life or ethnicity. If you are unsure whether a question is reasonable, it probably is not.

Who reads it

You choose your reviewers by giving out Discord roles. Give those roles only to people who need to read applications, and take them back when they stop needing to. Anyone holding your administrator role can do almost everything you can.

Decisions

Accepting, waitlisting and rejecting are your calls, as is when the applicant is told. Judge people on what they wrote.

Anything you download

The IGN and whitelist exports are lists of real people. Keep them only as long as you are running the event, keep them somewhere only you can reach, and delete them when you are done.

Telling us when something goes wrong

If applicant data is exposed, sent to the wrong person, or reaches someone who should not have it, tell us at dwmainoffice@gmail.com as soon as you know. There is a legal deadline for reporting some breaches and it is short, so tell us before you have worked out how bad it is.

What we are responsible for

Holding it safely

Storage, backups, access control, and making sure one event's reviewers cannot read another event's applications.

Telling applicants

We publish the privacy notice that explains what is collected and why, so you do not have to write one. You should not tell applicants anything that contradicts it.

Handling requests

Applicants can download their data or delete their account themselves, from their profile. We answer anything else that comes to us.

The tooling

Blind review, the reviewer roles, retention of sent messages, and keeping the platform working.

Anything you take off the portal

The moment you copy applicant details somewhere else, a spreadsheet, a document, notes in your own server, that copy is yours alone. We cannot see it, correct it or delete it, so if an applicant asks us to erase their data we can only erase ours.

You are on your own with that copy, and fully responsible for it. The simplest way to avoid the problem is to leave the data here and use the reviewing tools rather than exporting.

If you stop hosting

Deleting your event deletes the applications sent to it. That is permanent and we cannot bring them back, so do not do it while you still need the applications.

If you hand the event to another host, this page applies to them from then on. If you delete your own account while your event is still live, we will ask you to deal with the event first, because an event nobody owns still has other people's applications sitting in it.

Accepting this

Creating an event on the portal means accepting this arrangement. If you do not want to, do not create one, and tell us if you already have.

If we change anything here that affects what you are responsible for, we will say so on the portal rather than quietly editing the page. The date at the top tells you when the text last changed.

Questions about any of it go to civeventportal@gmail.com.