Your data

Who is responsible

The Watch Room is a hobby project. The people who run it decide what is kept about you and why, and answer for it. Questions or requests about your data go to thewtchroom@gmail.com.

What is kept

Your account: the email address you sign in with, your password (stored scrambled; nobody can read it back), your callsign, whether you want the newsletter, and how you sign in (password, emailed code or Discord).

If you link Discord: your Discord ID, username and picture, and the roles the site's bot has given you in the programme's Discord server.

If you asked to test: the request, with your callsign and any Discord name you gave, and the decision on it. Requests made on the earlier application form also hold what was written there: the device played on, background, reasons for applying and the time expected to give.

If you offered to advise: your service, whether you are serving, your force or area, your background, the topics you can help with, how involved you would like to be, whether you are happy to be contacted, your Discord name and anything you added.

Your play: your career totals, the shifts you complete and their points, your watch, the honours you are given, your colleagues and the requests between you, and the notices in your bell.

Fault reports: what you write, with what the desk was doing (the scenario, the screen, the last lines of the incident log, the build, the window size and the browser). When a page crashes, or the desk catches an error, the site files a report like this on its own, with the error added and nothing written for you.

If you buy something: what was bought, when, for how much, under which version of the terms, the consent given at checkout, and the Stripe references for the payment, the customer and any subscription. For the supporter pass, the name and postal address the patch is posted to. For a gift, the recipient's email address and delivery date, if you gave them. Your card details and billing address are entered on Stripe's pages and are held by Stripe, not here; the site reads only the billing address's country, to apply the rules on where each purchase can be made.

Notes the programme team keep about an account, such as the reason for a decision on an application.

Kept in your browser only, never sent to the site: your saved shift, your desk layout and your settings for sound, theme and alerts.

Why it is kept

To run your account and the game, and to show your profile and standing as far as you have allowed.

To run the Pre-Alpha: to decide applications, give testers access and tell them what has changed.

To find and fix faults, which is what the reports are for.

To send the newsletter, only if you ticked the box. Unsubscribe with the link at the foot of any newsletter, or email thewtchroom@gmail.com.

To take payments, post the supporter patch, deliver gifts, handle refunds, and keep the records of each sale that tax law requires.

To keep the service safe from abuse.

In the law's terms: running your account, and anything you buy, is a contract with you; keeping the records of a sale is a legal obligation; the Pre-Alpha, fixing faults and keeping the service safe are legitimate interests; the newsletter is your consent.

Who else handles it

Supabase keeps the account and game records and runs sign-in, in London.

Vercel serves the site and runs its server code, and may handle requests in other countries.

Stripe takes payments: card details, the billing address and, for the supporter pass, the postal address are entered on Stripe's pages, under Stripe's own privacy policy. Card details never reach the site.

Resend sends the site's emails, from Ireland. It does not track whether emails are opened or links clicked.

Caller voices are made with ElevenLabs, with Anthropic's Claude adding directions for how each line is spoken. Only the scenarios' own scripted lines are sent, by an administrator, before testers take the call: no personal data about you goes to either.

Discord, only if you link your account or join the programme's server, under Discord's own terms.

Have I Been Pwned checks a new password against passwords known from data breaches. Only the first five characters of a scrambled form of the password are sent; the password itself never leaves the site.

Map pictures come straight to your browser from Esri, OpenStreetMap and Ordnance Survey, so, as with any website, they see your browser's internet address. Routing, weather and address searches send only the positions of the game's own incidents and stations, nothing about you.

Nothing is sold, and nothing is used for advertising. The site's cookies only keep you signed in and remember site settings; there are no tracking or advertising cookies.

Who can see what

Other operators see your callsign, standing and honours on the leaderboard, and your profile and service record as far as Settings allow: every operator, colleagues only, or nobody. A profile shows the Discord name you linked or gave.

Your email address is never shown to other operators.

The programme team can see account records, applications, reports and notes, to run the Pre-Alpha.

How long it is kept

For as long as the account is open. A saved shift clears itself from your browser after two days unused.

Payment records (what was bought, when, for how much, the Stripe references and, for the supporter pass, the postal address) are kept for six years, as UK tax law requires, even if the account is deleted first; deleting the account removes their link to it.

Ask for your account to be deleted and it goes, with its progress, profile, honours, colleagues, notices, reports and notes, and its place on the tester list. Payment records stay for the six years above. Roles in the Discord server are taken off by hand.

Your rights

You can ask for a copy of what is kept about you, have it corrected or deleted, or object to how it is used. Email thewtchroom@gmail.com; requests are answered within a month.

You can stop the newsletter at any time with the unsubscribe link in every issue.

If you are unhappy with the answer, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes to this notice

It is updated whenever what the site keeps changes. The date above is the current version.