1 · Who We Are
TheConclave Dominion ("we", "us") operates theconclavedominion.com, the ARK: Survival Ascended cluster, the CONPALS Palworld server, our Discord community and bots, the AEGIS AI assistant, shops, galleries and events. This policy explains what personal data we handle across all of those services and why. Data controller contact: tw@theconclavedominion.com.
2 · What We Collect — by Service
Website & accounts
- Email address and a hashed password (never stored in plain text) when you create an account.
- Display handle / gamer tag, avatar and role when set up via invite.
- Basic technical logs (IP, browser type, pages, timestamps) via our hosting for security and debugging.
Discord & bots
- Your Discord ID, username and roles when you join our server or link Discord sign-in.
- Messages in our server as needed for moderation and bot features (tickets, cross-chat relay, event pings).
Game servers (ARK / CONPALS)
- Platform gamer tag / player ID, in-game character data, tribe/guild data, playtime and connection logs — produced by the game itself and visible to our admin tools (including Beacon Sentinel) for moderation and support.
Shops, donations & Patreon
- We record what perks/roles you're owed and your shard balance. We never see or store card numbers — payments run through Patreon, Stripe, CashApp, Chime or Nitrado, who share only confirmation and the info needed to deliver perks.
Art Galla, Hub & showcase
- Submissions you make (images, video, titles, credits) and the profile name they're shown under.
Email
- If you're staff, your @theconclavedominion.com alias routes through our email provider; briefing emails are sent via Resend.
3 · Why We Use It (Legal Bases)
- Run the services (contract): accounts, sign-in, shards and perks, gallery hosting, cross-server features.
- Keep it safe (legitimate interest): moderation, anti-cheat, ban enforcement, abuse and fraud prevention, security logs.
- Communicate (legitimate interest / consent): service announcements on Discord; staff briefings; event notifications you opt into.
- Improve (legitimate interest): aggregate, non-identifying usage stats. We do not run third-party ad trackers and we do not sell personal data.
4 · Who Processes It For Us
| Processor | What | Purpose |
|---|
| Supabase | Accounts, database, storage | Auth, profiles, galleries, calendars, messaging |
| Cloudflare | Traffic, security logs, email routing | Hosting/CDN, DDoS protection, @conclave email aliases |
| Render | API request logs | Backend hosting |
| Discord | Discord account data, messages | Community, sign-in, bots |
| Anthropic | AEGIS conversations | AI response generation |
| Nitrado | Game server logs | Server hosting |
| Beacon (usebeacon.app) | Server telemetry, player events | Monitoring, cross-map chat |
| Resend | Recipient email, message content | Transactional/staff email |
| Patreon / Stripe / CashApp / Chime | Payment data (held by them) | Donations, subscriptions, purchases |
| Microsoft (Outlook) | Staff mailbox contents | Receiving routed staff email |
Each processor handles data under its own terms; we share only what each purpose requires.
5 · AEGIS AI Conversations
- What you type to AEGIS is sent to our backend and to Anthropic's API to generate the reply.
- We may keep chat logs to improve AEGIS's Conclave knowledge, review safety incidents, and debug. Don't share sensitive personal details in AI chat.
- Admin-only generation tools (image/video studio) store generated media and the prompt that made it, attributed to the staff member who ran it.
6 · Cookies & Local Storage
We use functional storage only — session tokens to keep you signed in, and local preferences (cursor/FX settings, AEGIS docked state, saved calibrations, cart state). We do not use third-party advertising cookies. Blocking storage in your browser may break sign-in and preferences but the public site will still work.
7 · When Data Is Visible or Shared
- Publicly visible by design: your handle, avatar, gallery submissions and credits, leaderboard/event results, and in-game presence on our servers.
- Staff: Owners/Admins can see member profiles and moderation data as needed for their role.
- Legal: we disclose data if required by law or to protect members from serious harm.
- Never: we do not sell personal data, and we do not share it with advertisers.
8 · How Long We Keep It
- Account data — while your account exists, then deleted within 90 days of a deletion request.
- Game/moderation logs — up to 12 months (ban-evasion records may be kept longer).
- Gallery submissions — until you remove them or ask us to.
- Payment/perk records — as required for accounting.
- AEGIS chat logs — up to 12 months, then deleted or anonymised.
9 · Your Rights
Depending on where you live (GDPR, UK GDPR, CCPA and similar), you can ask us to access, correct, delete, or export your data, to restrict or object to certain processing, and to withdraw consent where processing is consent-based. Email tw@theconclavedominion.com from the address on your account; we respond within 30 days. Deleting your account removes portal access and profile data; in-game data on third-party hosts follows Section 8. You may also complain to your local data authority.
10 · Children
Our services are not directed at children under 13, and we do not knowingly collect their data. The games we host carry their own age ratings. If you believe a child under 13 has an account, contact us and we will remove it.
11 · Security
Passwords are hashed by Supabase Auth; access to member data is role-gated (row-level security) and limited to staff who need it; transport is encrypted (HTTPS); admin tooling sits behind invite-gated auth. No system is perfect — if we learn of a breach affecting your data we will notify affected members via Discord and email without undue delay.
12 · Changes
We'll announce material changes on Discord and update the effective date above. Continued use after a change means you accept it.