Privacy Policy

1. Introduction

This Privacy Policy describes how Sentra ("we," "our," or "us") collects, uses, and protects your information when you use our internal moderation and staff management platform. Sentra is an internal platform operated by GIGABYTE GAMES LTD for managing moderation and staff operations across our portfolio of Roblox games.

2. Information We Collect

2.1 Account Information

Discord Data: When you authenticate with Discord, we collect your Discord user ID, username, and avatar URL for authentication purposes.
Roblox Data: When you verify your Roblox account, we collect your Roblox user ID and username for moderation and verification purposes.

2.2 Platform Usage Data

Session Information: Login/logout times and browser information for security and platform functionality.
Staff Management: Staff roles, permissions, and activity logs within the platform.

2.3 Moderation Data

Moderation Actions: Records of warnings, bans, kicks, and other moderation actions taken within Gigabyte Games titles.
Appeals: Any ban appeals submitted through the system, including messages and moderator responses.
Reports: User reports submitted through the system, including evidence and timestamps.
Audit Logs: Comprehensive logs of all administrative and moderation actions for accountability and compliance.

3. How We Use Your Information

3.1 Service Delivery

Provide and maintain the Sentra platform and its features
Authenticate users and manage platform access
Track staff activity and maintain security
Provide customer support and technical assistance

3.2 Platform Security and Compliance

Monitor platform security and prevent unauthorized access
Ensure compliance with terms of service and acceptable use policies
Maintain audit logs for security and compliance purposes
Investigate security incidents and platform misuse

3.3 Service Improvement

Analyze usage patterns to improve platform features and performance
Develop new features and capabilities based on operational needs
Conduct research and analytics to enhance user experience

4. Information Sharing

4.1 Internal Sharing

Within Gigabyte Games, information may be accessed by:

Staff members with appropriate permissions and roles
Platform administrators
Technical personnel for platform maintenance and support

4.2 External Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information in the following limited circumstances:

Legal Requirements: When required by law, court order, or government request
Safety and Security: To protect the rights, property, or safety of our users or the public
Service Providers: With trusted third-party services that help us operate our platform (hosting, analytics)
Business Transfers: In connection with a merger, acquisition, or sale of assets (with appropriate safeguards)

4.3 Integration with External Platforms

Discord Integration: We communicate with Discord APIs to manage authentication and verification status
Roblox APIs: We integrate with Roblox to retrieve public profile information and manage moderation actions

5. Data Security

We implement comprehensive technical and organizational measures to protect your information:

End-to-end encrypted data transmission using TLS/HTTPS
Secure database storage with encryption at rest and in transit
Strict access controls and authentication requirements
Regular security assessments and vulnerability scanning
Staff training on data protection and security best practices
Role-based access control with principle of least privilege
Automated backup and disaster recovery procedures
24/7 security monitoring and incident response capabilities

6. Data Retention

Account Data: Retained while your account and organization subscription are active
Moderation Records: Retained for the duration specified in your organization's data retention policy, or as required by applicable laws
Billing Data: Retained for 7 years for tax and accounting purposes
Security Logs: Retained for up to 2 years for security monitoring and incident investigation
Audit Logs: Retained as required by your organization's compliance requirements

Upon subscription termination, data will be securely deleted within 90 days unless legally required to retain it longer.

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

Access: Request access to your personal data and information about how it's processed
Correction: Request correction of inaccurate or incomplete data
Deletion: Request deletion of your data (subject to legal, contractual, and operational requirements)
Portability: Request a copy of your data in a structured, machine-readable format
Restriction: Request restriction of data processing in certain circumstances
Objection: Object to processing of your data for certain purposes
Withdrawal of Consent: Where processing is based on consent, you may withdraw it at any time

To exercise these rights, please contact us at contact@gigabyteweb.com.

8. Cookies and Tracking

We use the following types of cookies and tracking technologies:

Essential Cookies: Required for authentication, session management, and core platform functionality
Security Cookies: Used for CSRF protection and preventing unauthorized access
Analytics Cookies: Help us understand platform usage and improve our services (anonymized data only)

You can manage cookie preferences through your browser settings, though disabling essential cookies may impact platform functionality.

9. Children's Privacy

Sentra is intended for use by Gigabyte Games staff and authorized personnel. While we do not specifically target children under 13, our platform is used to moderate gaming communities that include minors. We comply with applicable children's privacy laws including COPPA and GDPR requirements for processing children's data.

10. International Data Transfers

Sentra operates globally and your data may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws and provide appropriate safeguards.

11. Data Processing

Gigabyte Games acts as both a data controller (for staff account information) and a data processor (for moderation and user data processed on behalf of our games). Gigabyte Games remains the data controller for user data within our gaming communities.

12. Compliance and Certifications

Sentra is committed to maintaining high standards of data protection and privacy:

GDPR compliant (EU General Data Protection Regulation)
CCPA compliant (California Consumer Privacy Act)
Regular security audits and vulnerability assessments

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

Posting the updated Privacy Policy on this page with a new "Effective Date"
Sending email notifications to staff for significant changes

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

General Contact: contact@gigabyteweb.com
Company: GIGABYTE GAMES LTD
Address: Portland House, Belmont Business Park, Durham, DH1 1TW, England
Company Number: 15339175