1. Scope
This notice explains how XFOA collects, uses, discloses, retains, and protects personal information through this website, connected Discord bot services, media submissions, and integrations with Discord, YouTube, and Twitch. It is designed to address applicable U.S. federal and state privacy requirements. Your specific rights depend on where you live and whether a law applies to XFOA.
2. Information we collect
We may collect account identifiers and contact details; display names and profile images; Discord role and community information; support messages; event and creator-program responses; media files, links, captions, and consent records; submission and review history; public YouTube and Twitch channel information; and technical data such as IP address, browser, device, timestamps, security logs, and site activity.
3. How information is collected
We collect information directly from you, automatically when you use the site, from the XFOA Discord bot, and from connected platforms when you choose to interact with those services or when public platform information is displayed.
4. How we use information
We use information to provide accounts; authenticate members; operate verification, roles, events, support, creator, and moderation workflows; review and manage media submissions; send submission confirmations and support acknowledgements; produce, promote, and monetize content when consent is provided; maintain safety and security; prevent abuse; communicate with members; comply with law; and improve XFOA services.
5. How information is disclosed
Information may be disclosed to service providers that host or support the website; Discord, YouTube, Twitch, and other services you choose to use; XFOA staff who need it for community operations; professional advisers; government authorities when legally required; a successor in a merger, reorganization, or transfer; and other parties at your direction. Public submissions or profile information may be visible when you authorize publication.
6. Sale, sharing, and targeted advertising
XFOA does not sell personal information for money and does not knowingly share personal information for cross-context behavioral advertising. If our practices change or an applicable law treats an activity as a sale, sharing, or targeted advertising, we will provide the required notice and opt-out method and will recognize legally required preference signals, including Global Privacy Control where applicable.
7. Media submissions
We retain submission details and proof of consent for review, content production, rights management, dispute prevention, and legal compliance. Deleting an account or making a privacy request does not automatically revoke a media license that was expressly granted as perpetual or require recall of content already lawfully published, distributed, or incorporated into other works.
8. Retention
We keep personal information only as long as reasonably necessary for the purposes described here, including account operation, community safety, contractual and licensing records, legal obligations, dispute resolution, and enforcement. Retention periods vary by record type. We delete or de-identify information when it is no longer needed, unless continued retention is required or permitted by law.
9. Your U.S. state privacy rights
Depending on your state and applicable law, you may have rights to confirm whether we process your information; access or obtain a portable copy; correct inaccuracies; delete information; opt out of sale, sharing, targeted advertising, or certain profiling; limit certain uses of sensitive information; withdraw consent; and appeal a denied request. We will not unlawfully discriminate against you for exercising a privacy right. We may verify your identity and may honor requests from authorized agents when legally required.
10. Exercising your rights
Email support@xfoacommunity.com with the subject “Privacy Request,” or submit a request through the XFOA Discord support-ticket system. Describe the right you want to exercise and the account or submission involved. We will respond within the period required by applicable law. If we deny an appealable request, our response will explain how to appeal.
11. Sensitive information
Do not submit government identifiers, financial account details, health information, precise location, passwords, or other sensitive personal information. If sensitive information is collected unintentionally, we will use and disclose it only as reasonably necessary and as permitted by law.
12. Children and teens
XFOA does not knowingly collect personal information through this site from children under 13. Media submitters must be at least 18 or have an authorized parent or legal guardian make the submission and grant the required permissions. If you believe a child provided personal information improperly, contact XFOA through a privacy support ticket so we can review and delete it as required.
13. Security
We use reasonable administrative, technical, and organizational safeguards appropriate to the information we process. No internet service or storage system can guarantee absolute security, so members should use care when sharing information or media.
14. Third-party services
Discord, YouTube, Twitch, Supabase, Vercel, Resend, and linked services operate under their own privacy notices and terms. XFOA is not responsible for the privacy practices of a third-party service.
15. Changes to this notice
We may update this notice when our services, integrations, or legal obligations change. The effective date at the top will show when the current version took effect. Material changes may also be announced through the website or XFOA Discord.
Official privacy resources
For general federal privacy and security information, visit the Federal Trade Commission. California residents can review the California Department of Justice CCPA guide.