1. Who operates DM Noctem

DM Noctem
lakemarytrade@gmail.com

2. Information we collect and maintain

• Account information - username, email address, display name, optional first/last name, account roles, login state, and account-management records.
• Profile and privacy choices - avatar/banner, Player Profile fields, visibility choices, game preferences, Community Interests, communication preferences, and related settings.
• Game and community information - Characters, Campaign memberships and applications, Sessions, attendance/check-ins, Campaign Board posts/replies, Renown, Achievements, Titles, Mystery Rewards, Kudos, and related community history.
• Discord information - when you connect Discord, DM Noctem may store Discord user identifiers and basic display information needed for tagging, role/channel mapping, Campaign features, nominations, check-ins, Kudos, and Herald interactions.
• Dungeon AI information - ordinary Dungeon AI replies are not treated as factual memory. Persistent Discord memory is user-explicit through the remember/forget workflow. The Dungeon AI Gateway may hold a short, bounded window of recent channel context in memory only to support conversational replies; ordinary channel context is not intentionally stored as a permanent transcript by that Gateway.
• Operational, security, and technical records - audit/activity records, timestamps, staff-role changes, relevant changed fields, system/security events, error and troubleshooting information, and technical request information that hosting, security, CDN, or connected services may process such as IP address, browser/request headers, and user-agent information.
• Privacy and consent records - policy versions accepted or acknowledged, acceptance timestamps, policy content hashes, age-eligibility confirmation, optional announcement preference, and privacy requests.

3. How we use information

We use information to create and secure accounts; operate Player, Character, Campaign, Session, recruiting, community, and progression features; enforce visibility and permissions; provide community discovery; operate authorized Discord and Black Rook Radio integrations; provide Dungeon AI interactions within their documented memory boundaries; send requested or service-related communications; moderate abuse; troubleshoot; maintain audit/accountability records; respond to privacy requests; and improve reliability, accessibility, and usability.

4. Public and member-visible information

Many DM Noctem fields have visibility controls. Depending on your selections and Campaign relationship, Player Profiles, Characters, Campaign information, Achievements, Renown, game history, Community Interests, or Campaign Board content may be public, visible to logged-in Players, limited to Campaign members or staff, or private. Changing a visibility setting affects normal display; it does not necessarily erase historical audit, security, or Campaign-integrity records.

5. Service providers and connected systems

DM Noctem does not sell member information as an advertising data product. Information may be processed by services that help us operate the site, including WordPress/hosting infrastructure, Cloudflare security and delivery services, Automattic/Jetpack features used by the site, Discord when you connect or use Discord-integrated features, Google-hosted font delivery used by the current theme/site stack, and Bokey-managed/self-hosted services used for DM Noctem integrations such as Dungeon AI and Black Rook Radio. A provider processes information under its own terms and privacy practices when its service is used.

We may also disclose information when reasonably necessary to comply with law, respond to valid legal process, investigate abuse or security incidents, or protect the rights and safety of DM Noctem, its members, or others.

6. AI and automated features

DM Noctem uses self-hosted/Bokey-managed AI services for designated Dungeon AI features. Discord Dungeon AI is intentionally separated from private DCC rules and GM knowledge collections. User-explicit remembered callbacks may persist until forgotten; short-lived Gateway context is kept in memory only for the bounded conversational window. AI-generated output should not be treated as an authoritative game record unless a separate DM Noctem workflow records that fact.

7. Analytics and tracking

Analytics status: Cloudflare Web Analytics is not currently marked as enabled in DM Noctem Legal settings. The installed Google Analytics/MonsterInsights integration is also not currently configured to load a Google Analytics tracking code. If that changes, the public disclosure and any required consent controls must be updated before non-essential tracking is enabled.

DM Noctem Core does not intentionally place advertising pixels or cross-site behavioral advertising cookies. If non-essential analytics, advertising, or comparable tracking is introduced later, this Privacy Policy and the Cookie & Tracking Policy should be updated before that technology is enabled.

8. Cookies and browser storage

WordPress and related security/session systems use cookies or comparable browser storage needed to sign members in, maintain sessions, remember necessary state, and protect account functions. See the Cookie & Tracking Policy for more detail.

9. Retention

We retain information for as long as reasonably needed to operate the community, maintain Campaign and progression history, protect security, preserve audit integrity, resolve disputes, comply with legal obligations, and respond to requests. Different record types may have different retention periods. An account deletion request does not automatically require deletion of every Campaign, community, security, legal, or append-only audit record when retaining or de-identifying that record is reasonably necessary.

10. Security

We use reasonable administrative and technical safeguards appropriate to the service, including role-based access, front-end permission boundaries, restricted staff tools, nonces and server-side authorization checks, redaction of secret-like audit values, and security infrastructure. No online system can guarantee absolute security.

11. Your choices and privacy requests

Registered members can manage many profile visibility and communication choices from DM Noctem. The Privacy & Account screen allows members to review policy status, update optional announcement preferences, and submit requests for a copy, correction, or deletion review. Depending on applicable law and the nature of the request, we may need to verify identity, retain limited records, or explain why a requested action cannot be completed exactly as requested.

12. Age eligibility

DM Noctem member accounts are intended for people age 18 or older. We do not ask members to provide a birth date solely for this eligibility rule.

13. Changes to this Policy

We may update this Privacy Policy as the service changes. Material updates may be issued as a new version and, when appropriate, require a new acknowledgement before protected member features are used. Disclosure-only improvements may advance the displayed policy version without forcing existing members through a new review.

14. Contact

DM Noctem
lakemarytrade@gmail.com