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Privacy

Last updated 2026-08-02.

This explains what the Civ Event Portal collects about you, why, who else sees it, and what you can do about it. It covers the website and the Discord bot, which share one database.

Who is responsible

The portal is run by DreamWelder Productions LLC, registered in Missouri, United States. For any request about your own data, write to dwmainoffice@gmail.com. For help with the portal, or anything that is not about your data, write to civeventportal@gmail.com.

When you apply to an event, the host who created that event decides what it asks you and who gets in. For that event, the host and this portal are responsible together: we provide the platform and hold the data, they decide what the application is for. What each of us is responsible for is set out in host responsibilities. You can bring any request to either of us. A host may also hold your details outside the portal, in their own Discord server or their own notes, which we do not control.

What we collect

From Discord, when you sign in
Your Discord ID, your handle, your display name and your avatar. That is all we ask for and all we are given. We do not receive your email address, your password, your servers or your messages, and we cannot post or act as you.
Your Minecraft username
If you give one, we check with Mojang that it exists and store the username and its account ID. We use it for server whitelists.
What you write in applications
Your answers to the questions a host has written, and any saved answers you fill in on your profile so you can reuse them.
An email address, only if you type one
Optional, on your profile. It is not taken from Discord and nothing on the portal currently sends to it.
What you do here
Which events you bookmarked, which you applied to, the outcome, and the group you picked if the event sorts people. If you review or host, the ratings, notes and comments you write about other people.
Messages we send you
A record of each Discord DM the bot sends you, including its text, and whether it arrived.

Why we are allowed to hold it

Most of it because you asked us to do something that cannot be done without it. Running your application, showing you its progress, letting a host decide it and giving you a role in their server all need to know who you are. That is the agreement between you and us.

Some of it because the portal would not work otherwise: keeping you signed in, keeping backups, and giving hosts the reviewing tools they need to judge applications fairly.

Discord messages are always your choice. We send none of them unless you have asked for them: results of applications you sent, portal updates, and reminders about events you bookmarked are each off until you switch them on in your profile, and each can be switched off again in the same place. The result of an application always appears on its status page whether you want a message about it or not.

Who else sees it

The event you applied to
The host and the reviewers they have appointed read your application. Nobody running a different event can see it.
Discord
You sign in through them, and the bot sends you messages there. Their own privacy policy covers what they do.
Mojang and Microsoft
We send them a Minecraft username to ask whether it exists. Nothing else.
mc-heads.net
We ask them to draw the little face picture for a Minecraft account, using its account ID. They are not told who is looking.
Hostinger
They host the servers the portal runs on.
A translation service, only if you use one
If you pick a language and your browser cannot translate on its own, the visible text of the page is sent to our server and on to a translation provider. The language picker tells you which is happening at the time. Applications and reviewer notes are never sent this way.
Tenor
Only to turn a GIF link into an image, and only on the reviewing pages.

We do not sell your data, and we do not give it to advertisers.

Where it is kept

On servers in Boston, United States, run by Hostinger. Backups are kept on those same servers.

How long we keep it

Your account and applications
Until you delete your account. We do not expire accounts for being idle.
Records of messages we sent
90 days after delivery, then deleted automatically.
Backups
30 days, then overwritten. If you delete your account, it can still appear in a backup until that window passes.
Staying signed in
30 days, after which you sign in again.

What you can do

You can get a copy of everything we hold about you, and you can delete your account, both from your profile, both immediately and without asking anyone. Deleting removes your applications and answers with it, and it cannot be undone.

You can also correct anything wrong, ask us to stop using your data in a particular way, or object to us holding it at all. Write to us and we will answer within one month.

A copy of your data does not include the notes and ratings reviewers wrote about your application, because those are somebody else's assessment written in confidence and some events promise their reviewers anonymity. Ask us and we will look at the request on its own merits. And a Discord role you have already been given stays with you: only the server that granted it can take it back.

If you think we have handled your data badly, please tell us first, but you are entitled to complain to a data protection regulator instead.

Cookies

We use three, all of them for the site to work, and none of them for advertising or tracking. There is no analytics on this site and nothing here follows you to other sites.

session
Keeps you signed in. Lasts 30 days. It holds your account ID and a signature, and no password.
portal_lang
Remembers the language you picked.
view
Remembers whether you were last using the player, host or staff view.

Age

You need to be at least 13 to have a Discord account, and every account here is a Discord account, so that is our minimum too. If you are under 13 please do not use the portal. If you believe a child under that age has an account here, write to us and we will remove it.

Changes

If this policy changes in a way that affects you, we will say so on the portal rather than quietly editing the page. The date at the top always tells you when the text last changed.