🔒 Privacy Policy

1. Non-Commercial Purpose & Scope

Heirloom is a non-commercial, non-profit fan organization which uses an endgame linkshell portal dedicated to coordination, event tracking, and points management within the online multiplayer game Final Fantasy XI (HorizonXI private server environment).

This portal is built solely for operational convenience and logistics for registered linkshell members and prospective applicants.

2. Information We Collect

We only collect data necessary to manage linkshell access, roster assignments, and point allocations:

• Discord OAuth2 Profile Data: When you log in via Discord OAuth2, we collect your unique Discord User ID (snowflake), Discord Username, Discriminator, Avatar hash, and server role membership data. This is used strictly to verify your identity and grant role-appropriate portal permissions (e.g., Member vs. Officer access).
• In-Game Character & Gameplay Data: Main character name (`ingame_name`), alt character names, Level 75 Job availability matrix, camp signup preferences, Time of Death (ToD) submissions, attendance logs, and item bidding logs.
• Point System Balances: Dragon Kill Points (DKP) and PlayPen Points (PPP) transaction histories and balance totals.
• Technical & Session Data: Active IP addresses associated with active authentication sessions (`user_sessions`), essential HTTP session cookies (`PHPSESSID`), and browser `localStorage` preferences (such as user-selected audio volume levels and timezone context).

3. How We Use Your Information

Your information is used exclusively for the following operational purposes:

• Authenticating users and restricting portal access based on Discord guild membership and role permissions.
• Displaying live Notorious Monster (NM) camp signups, party leader assignments, and countdown timers.
• Logging camp attendance and calculating accurate DKP and PPP point allocations.
• Facilitating item auctions and bidding sessions for acquired linkshell drops.
• Dispatching recruitment application updates and camp announcements to authorized Discord notification channels via Discord Webhooks.

4. No Sale or Monetization of Data

🛡️ We DO NOT sell, rent, lease, trade, or monetize your personal data under any circumstances.

We do not track users across third-party websites, nor do we partner with any advertising networks, data brokers, or commercial analytics firms.

5. Third-Party Integrations & Service Providers

To provide core site features, we integrate with trusted third-party infrastructure:

• Discord OAuth2 API & Webhooks: Used for secure single sign-on authentication and automated officer notifications. Data shared with Discord is governed by Discord's Privacy Policy.
• AWS / Server Infrastructure: Hosted on Amazon Web Services (AWS EC2 & S3) with encrypted automated database snapshots to ensure disaster recovery and data integrity.

6. Cookies & Client-Side Storage

We use essential session cookies (`PHPSESSID`) required for user authentication state. We also utilize browser `localStorage` to save your client-side preferences (such as audio volume sliders and timezone offsets) so they persist across page reloads. We do not use tracking cookies or advertising cookies.

7. Intellectual Property & Game Disclaimer

Heirloom is an independent fan community and is NOT affiliated with, endorsed by, sponsored by, or associated with Square Enix Co., Ltd.

Final Fantasy XI, trademarks, logos, character names, imagery, and related assets are the intellectual property of Square Enix Co., Ltd. All game content referenced on this portal is used strictly under non-commercial fair use for community linkshell organization.

8. Limitation of Liability

This portal is provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied.

The site administrators and linkshell leadership shall not be held liable for any data loss, service interruptions, server downtime, point inaccuracies, or third-party outage events (including Discord API downtime or hosting provider failures).

9. Data Retention & Account Requests

Character attendance records and points logs are retained for as long as necessary to maintain the integrity of the linkshell point economy.

If you leave the linkshell or wish to request account data anonymization or removal, you may contact linkshell leadership as detailed in Section 10 below.

10. Contact Information & Policy Updates

We reserve the right to update this Privacy Policy as portal functionality evolves. Any changes will be posted directly to this page with an updated revision date.