Legal
Privacy Policy
Effective 6 November 2026 · Version 2026-11-06
This policy explains what personal data the MPS Urban London Officer Portal collects, why we collect it, how long we keep it and the rights you have. We have written it to follow the principles of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
The portal is run by MPS Urban London (the “Community”, “we”, “us”), a fictional policing roleplay community. We are the data controller for the information described in this policy. The Community is not connected to the real Metropolitan Police Service or any government body.
You can contact us about privacy by opening a ticket with People & Culture on our Discord server.
2. What we collect
| Category | Details | Source |
|---|---|---|
| Discord account | Discord user ID, username, display name or server nickname, avatar image link | Discord, when you sign in |
| Server membership | Whether you are a member of our Discord server and the IDs of your roles in it | Discord, when you sign in |
| Directory entry | First initial, last name (as used in roleplay), collar number, rank, role/group, line manager’s collar, on-leave status | You, or People & Culture |
| Form submissions | Your answers to portal forms, including appraisals you write and appraisals written about you | You, your line manager, People & Culture |
| Account activity | Sign-in times, policy acceptance date, an audit log of actions you take (for example submitting, reviewing or exporting) | Generated by the portal |
| Technical data | IP address, browser and request details in short-lived server logs | Your browser, via our web server |
We do not receive your Discord password, email address, private messages, friends list or payment details. We do not ask for your real name, and you should not enter real-world personal information (such as your real name, address or phone number) into any form.
3. Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Signing you in and checking you are a member of the Community | Legitimate interests: keeping the portal restricted to members |
| Running the Command Directory and Command Hierarchy | Legitimate interests: organising the Community’s roleplay command structure |
| Recording, reviewing and releasing appraisals and other forms | Legitimate interests: recognising members and managing roleplay progression |
| Audit logging and security monitoring | Legitimate interests: preventing misuse and investigating complaints |
| Accepting our Terms and this policy | Contract: providing the portal to you on agreed terms |
We have balanced these interests against your rights. The data is limited to roleplay information, is only visible to members who need it, and you can ask us to delete it at any time.
4. Who can see your information
- All signed-in members can see the Command Directory and Hierarchy (initial, last name, collar, rank, role, line manager, on-leave status).
- Your line manager can see appraisals they have written about you.
- You can see appraisals about you once People & Culture release them, and everything you have submitted.
- People & Culture and Administrators can see all directory entries and submissions in order to review them. Their viewing and exports are logged.
We do not sell your data or share it with advertisers. We only share it outside the Community if the law requires it.
5. Processors and international transfers
We use a small number of service providers: Discord Inc. (sign-in, United States) and our virtual private server (VPS) host, which stores the portal and its database. Discord processes your data under its own privacy policy. Where data leaves the UK we rely on the provider’s standard data protection safeguards.
6. How long we keep it
Retention periods are set out in full in our Data Policy. In summary: appraisals and form submissions are kept for up to 24 months, archived submissions for 12 months, audit logs for 12 months, and your account and directory entry until you leave the Community or ask us to delete them.
7. Your rights
Under UK GDPR you have the right to:
- Access your data. You can download it yourself from My Profile → Download my data.
- Rectification: correct your directory entry on My Profile, or ask People & Culture.
- Erasure: ask us to delete your account, directory entry and submissions.
- Restriction and objection: ask us to stop using your data while a concern is looked at.
- Data portability: the download is in a machine-readable format (JSON).
Contact us by opening a ticket with People & Culture on our Discord server. We will reply within one month. If you are unhappy with our response you can complain to the Information Commissioner’s Office (ico.org.uk).
8. Security
The portal is served only over HTTPS. Access requires Discord sign-in and membership of our server, sessions expire after 12 hours, access is based on role, and administrative actions are audited. No system is perfectly secure; if we become aware of a breach affecting you we will tell you without undue delay.
9. Children
Discord requires users to be at least 13 (or older where local law says so). The portal is intended for members aged 13 and over who meet any age requirement set by the Community. We do not knowingly collect real-world personal information from anyone.
10. Changes
We will post any changes on this page and update the version date at the top. If a change is significant, we will ask you to accept the updated policy the next time you sign in.