Your records, handled carefully.

Effective August 27, 2026. Last updated August 27, 2026.

1. Who operates the platform

Veil of Souls: Reborn is a private, adult roleplay community. The community Owner controls the information described in this notice. Privacy, access, correction, and deletion requests may be sent to support@veil-of-souls.com. Moderation appeals may be sent to appeals@veil-of-souls.com.

2. Who the platform is for

The platform is intended only for people who are at least 18 years old. We do not knowingly collect information from minors. The character application records an 18-or-older attestation; it does not request a birth date, government identification, or proof-of-age document. If we learn that a minor submitted information, we will restrict the account and remove the information as appropriate.

3. Information we collect

Discord account and access information

When you sign in with Discord, we may receive your Discord user ID, username or display name, avatar, server membership, assigned roles, and whether Discord reports that MFA is enabled. We create a secure website session and use your roles to determine which player, staff, or Owner features you may access. We do not receive your Discord password or authenticator codes.

Character applications and consent information

Character records may include the character name, nickname, main or alternate status, race, gender, pronouns, in-character age, in-character sexual orientation, description, appearance, personality, goals, weaknesses, background, roleplay hooks, abilities, contact and media preferences, character images, and consent-sheet screenshots. Applications also include character-specific roleplay and ERP settings. These fictional attributes are not treated as statements about the player. Out-of-character consent choices, communication preferences, boundaries, and hard or soft limits are handled separately as potentially sensitive player information used for safe participation and staff review.

By submitting an application, you ask us to process this information to review the character and administer the community. Separate sharing choices control whether an approved background or consent information may be shown beyond authorized staff. You may change those choices or withdraw consent for optional sharing, although removing information required for safe participation may prevent the affected character from remaining active.

Moderation, appeals, and community activity

We may process player and character names, clans, chat, reports, moderation actions, staff notes, appeal submissions, evidence links, review decisions, and communications needed to investigate or resolve a matter. Do not submit passwords, payment details, government IDs, or unrelated personal information.

Game-server and technical information

Server systems may process account identifiers, character and clan data, inventories, buildings and other game objects, connection and session metadata, network addresses present in server logs, crash and diagnostic records, configuration, backups, software versions, mod information, audit events, and security alerts.

Cookies and sessions

The website uses essential cookies for Discord OAuth, request integrity, sign-in state, and secure sessions. The primary Discord session cookie is HTTP-only, Secure, and SameSite=Lax. Player sessions normally last up to 30 days and staff sessions up to 48 hours. Signing out removes the active browser session cookie. We do not use advertising cookies or advertising SDKs.

4. How we use information

• Authenticate members and apply Discord role-based access.
• Accept, review, revise, approve, deny, and publish characters.
• Record and communicate roleplay boundaries and consent choices.
• Operate, secure, update, troubleshoot, back up, and restore servers.
• Moderate the community, investigate incidents, and resolve appeals.
• Prevent abuse, protect accounts, and maintain operational audit records.
• Comply with applicable obligations and establish or defend claims.

We do not sell personal information, use it for behavioral advertising, or share it with data brokers. Where applicable law requires a legal basis, processing is based on providing the private community service you request, the community's legitimate interests in security and moderation, your consent for sensitive or optional sharing, and applicable legal obligations.

5. Character review and visibility

• Draft: visible to you and the systems needed to save and validate the application.
• Under review: delivered by Veilkeeper to a private Discord review channel accessible to the applicant and authorized reviewers. Moderators, administrators, and the Owner may review or act according to their assigned permissions.
• Approved: the approved character dossier is posted to the designated Discord character area. The temporary review channel is then deleted.
• More information or denied: the review channel may remain available so you can correct and resubmit the sheet until the correction period expires.
• Private choices: a background marked private and consent details not opted into sharing remain restricted to you, authorized reviewers, and systems needed to administer the record.
• Member sharing: information explicitly shared with verified members is available only through authenticated community features, not intended for public search indexing.

Discord posts are subject to Discord's platform behavior. Copies made by other members outside our systems cannot always be recalled, so use the privacy controls carefully before approving optional sharing.

6. Service providers and integrations

• Cloudflare: edge security, traffic delivery, Workers, databases, object storage, and related operational logs.
• Discord: OAuth sign-in, guild membership and roles, Veilkeeper interactions, private reviews, notifications, and approved character posts.
• Zoho Mail: support, appeal, security, and operational email.
• OpenAI Sites: website deployment and hosting management.
• Steam, Steam Workshop, and Funcom: Conan Exiles, server, account, and mod operations.
• GitHub: source control, release automation, and CI metadata.
• Google Drive: encrypted or restricted server backup storage only when the Owner configures and enables that integration.

These providers process information under their own terms and may operate in the United States or other countries. We limit integrations and permissions to those needed for the stated purpose.

7. Retention

• Character drafts receive a reminder after 24 hours and are normally deleted after 72 hours if not submitted.
• Applications awaiting corrections receive a reminder after 24 hours and are normally treated as abandoned after 48 hours without the required response.
• Deleted character records may remain recoverable for 7 days. Consent history is normally retained for 365 days so revisions and safety decisions can be reviewed.
• Approved and active character records remain while needed to provide the character registry, seasonal rollover, moderation, and community features. Shelved, retired, dead, and deleted characters follow their recorded lifecycle state and applicable recovery rules.
• Player website sessions normally expire after 30 days; staff sessions normally expire after 48 hours. Expired session and reauthorization records are periodically purged.
• Chat, player-session, and moderation working data is normally kept for 180 days unless an active incident or appeal requires longer.
• Appeal email is normally deleted 180 days after the final decision unless needed for an active dispute.
• Routine operational audit records may be kept for up to 730 days. Security evidence is reviewed at least every 90 days and retained while needed for account or incident security.
• Failed uploads and temporary files are normally removed within 24 hours. Backups expire according to Owner-configured retention.

A record may be retained longer when reasonably necessary for an active investigation, safety issue, dispute, legal obligation, or recovery process. Individual records are not surgically removed from immutable recovery backups when doing so would invalidate backup integrity; access remains restricted and the record disappears when the backup expires normally.

8. Security and access

Access is restricted through Discord authentication, role checks, least-privilege staff permissions, secure transport, restricted storage, audit events, and Owner-only controls for particularly sensitive operations. Secrets, session tokens, OAuth tokens, recovery material, and MFA information must not be written to normal reports or logs. No online system is perfectly secure, and this notice does not promise absolute security.

9. Your choices and requests

You may ask us to:

• confirm whether we hold information about you;
• provide access to or correct your information;
• change optional character visibility and consent-sharing choices;
• withdraw an application or request deletion of eligible records;
• object to or restrict certain processing where applicable; or
• provide portable information where required and technically feasible.

Send requests to support@veil-of-souls.com. We may verify the request through the associated Discord account or another proportionate method. Some moderation, security, dispute, and backup records may be retained where deletion is not immediately appropriate or technically possible. You may also have the right to complain to the privacy authority in your jurisdiction.

10. Changes to this notice

We will update the revision date when this notice changes. Material changes affecting character visibility, player consent data, or member rights will be announced through the website or an appropriate community channel before or when they take effect. This notice is reviewed after material platform changes and at least every 90 days.