Privacy Policy

1Who we are

This Privacy Policy applies from 30 September 2026 (version 1.1). It explains what personal data we handle when you use the RoKIndex website, sign in to your account, or take part in a kingdom workspace. It is also how we give you the information required by Articles 12 to 14 of the GDPR, for data you give us and for data that comes from other sources (the game itself and kingdom leadership). Each category below says which.

RoKIndex (“we”, “us”) is an independent, fan-made community tool for the mobile game Rise of Kingdoms. We are the controller of the personal data described in this policy, within the meaning of the General Data Protection Regulation (GDPR, Regulation (EU) 2016/679 (opens in a new tab)), except where this policy says that kingdom leadership decides.

For privacy requests, legal notices and abuse reports, use private support after signing in, or the RoKIndex support server on Discord (opens in a new tab) if you cannot sign in. Choose account, billing or privacy for a private request to our developers. We do not publish a postal address or an email address. We have not appointed a data protection officer, and we have not named a representative in the European Union.

Kingdom leadership are separate controllers

Kingdom leadership, such as a kingdom’s King and the officers it gives permissions to, use our platform to run private workspaces. Leadership decides what it collects about its members and about other governors in its workspace, for example form responses, tasks, conduct scores or in-game chat records, and why it collects them. For that content, leadership acts as a separate controller. It is responsible for having a lawful basis, for informing the people concerned and for answering their requests. We provide the platform and store the content so that the workspace works.

We remain responsible, as controller, for our own purposes: operating and securing the service, the public game data, accounts and sign-in, audit records, and everything else this policy describes. When this policy says what leadership can see, it describes what our platform allows. It is not a promise about what any particular leadership team does with that information.

2Summary of the data we handle

Each category is explained in its own section. “Whose and source” says whose data it is and where we get it.

• Public game data

  What

  Governor id, name, kingdom, alliance, portrait, in-game statistics, change history

  Whose and source

  Governors, alliances and kingdoms; observed in the game by accounts we operate

  Why

  Rankings, governor and alliance pages, comparisons, history

  Legal basis

  Legitimate interests; consent for the optional governor card

  Retention

  Indefinitely, as history; progress events 14 days

• Account and sign-in

  What

  Discord or Google user id, account id, timestamps; name and avatar in a cookie

  Whose and source

  You; from Discord or Google at sign-in

  Why

  Create and run your account

  Legal basis

  Contract (steps to provide the account)

  Retention

  While the account exists, until deletion is requested and processed

• Sessions and security

  What

  Client, hashed refresh token, timestamps, revocation

  Whose and source

  You; created at sign-in

  Why

  Keep you signed in; prevent misuse

  Legal basis

  Contract; legitimate interests

  Retention

  Up to 30 days; expired sessions purged

• Linked governors and verification

  What

  Governor ids, type, status, keyed digest of the code, attempts, message ids

  Whose and source

  You; the game

  Why

  Show that you control a governor

  Legal basis

  Contract; legitimate interests (preventing impersonation)

  Retention

  While the account exists; verification history indefinitely

• Private owner account data

  What

  Selected commander, equipment, troop, inventory, hospital and event records; preparation goals; consent, observation time and request history

  Whose and source

  You and your verified governor; an approved account source you connect

  Why

  Show and refresh your own private account data

  Legal basis

  Consent for optional collection; contract; legitimate interests for security records

  Retention

  Saved private sections are deleted when their consent is withdrawn; minimal consent, request and security receipts remain

• Kingdom workspace and membership

  What

  Membership, roles, invitations, requests, form responses, tasks, conduct scores, migration history, audit log

  Whose and source

  Members and other governors; you and kingdom leadership

  Why

  Run the workspace

  Legal basis

  Contract; legitimate interests; leadership’s own basis

  Retention

  While the account or workspace exists; audit log indefinitely; exports 24 hours

• Public reports and applications

  What

  Report and application details

  Whose and source

  You; no account needed for the forms

  Why

  Handle reports, applications and requests

  Legal basis

  Legitimate interests; steps at your request

  Retention

  Reports and applications not deleted automatically; see Retention

• Private support

  What

  Account id, category, title, messages, replies, case status and action history

  Whose and source

  You and authorised community staff; sign-in required on the website

  Why

  Handle your support, billing, privacy and appeal requests

  Legal basis

  Steps at your request; legitimate interests; legal obligation where applicable

  Retention

  Open cases while needed; closed text removed after 90 days when cleanup runs; minimal audit records remain

• In-game chat feature

  What

  Alliance-chat and private messages seen by our bot, and its replies

  Whose and source

  Governors who write in chat; only where a kingdom enables it

  Why

  Chat features and bot commands for leadership

  Legal basis

  Legitimate interests

  Retention

  30 days

• Game-action records

  What

  Requester, approver, target, request details, outcome

  Whose and source

  You and the kingdom’s leadership

  Why

  Carry out and account for actions such as R4 promotion

  Legal basis

  Contract; legitimate interests

  Retention

  Kept with the audit history

• Payments and billing

  What

  Purchase and subscription records, accepted terms, amounts, provider and transaction ids; payer name and email in existing manual records

  Whose and source

  Subscribers; website checkout, verified PayPal notifications and existing staff-entered records

  Why

  Record subscriptions; keep accounts

  Legal basis

  Contract; legal obligation; legitimate interests

  Retention

  As long as accounting and legal duties require

• Technical data and logs

  What

  IP address and browser details in server logs; rate-limit counters

  Whose and source

  Visitors; generated when you use the site

  Why

  Security, reliability, abuse prevention

  Legal basis

  Legitimate interests

  Retention

  Rotating logs; counters in memory only

You do not have to give us personal data to browse public pages. To use account and workspace features you must sign in, and without a sign-in identifier we cannot provide them.

3Public game data

What we collect and how

RoKIndex observes information that is visible inside Rise of Kingdoms about governors, alliances and kingdoms. This is done automatically, by game accounts that we operate. It does not come from your device, and we never ask you for your game password or any other game credentials.

The information can include a governor’s id, name, kingdom, alliance name and tag, portrait and frame, City Hall level, civilisation and the country label the governor chooses in their game profile; statistics such as power, kill points, kills by tier, dead and healed troops, victories, defeats, resources gathered and assisted, and help and scout counts; VIP level and the game’s credit score and level when available; KvK and Olympia achievements and recorded seasons; alliance details; kingdom totals; and the history of name, alliance and kingdom changes. A chosen country label is not a verified real-world location. The game’s credit score is separate from a conduct score entered by kingdom leadership.

Daily scans cover every eligible kingdom by default, including kingdoms that have no subscription or Discord link with us. Kingdom leadership can also request extra scans for its kingdom. Every result is stored with the time it was made.

What is public and what is members-only

Public, no sign-in needed: rankings, governor, alliance and kingdom pages, comparisons and KvK information. Anyone can see these pages, search engines may index them, and other people may copy them. Governor pages are open to indexing, and our robots file allows it.

Members only: full rosters and alliance member lists, warehouses, gifts, buildings, rallies, migration history and coordinates, the commander tracker, leadership-entered conduct scores, bounties, forms, in-game chat and exports. These are visible only to signed-in members of a kingdom workspace who hold the right permission. A subscription does not grant membership, a leadership role or access to another owner’s private account data.

The optional personal governor card, including any march loadouts you separately choose to include, is published only with your consent. Consent is off by default, you can withdraw it at any time, and withdrawing it revokes the card. The card page is marked so that search engines are asked not to index it.

Why we do this and how we balance interests

Our legal basis for public game data is legitimate interests (Article 6(1)(f) GDPR). We pursue the interests of the Rise of Kingdoms community, and of our own project, in showing rankings, comparisons and historical records and in helping kingdoms and alliances organise themselves. We have weighed this against your interests, rights and freedoms:

• The information is already visible to other governors inside the game, and it concerns your in-game activity, not your real-world identity.
• We limit collection to game-facing information. Apart from the governor names people choose to display in the game, we do not collect real names, contact details, real-world location, device data or payment data, and we do not look for special categories of personal data.
• Detailed information stays members-only. Only game-facing summaries are public.
• Rankings, comparisons and history cannot work without identifying the governors concerned.
• We keep history because past results are part of the record (see Retention), and we give you a way to object.
• We accept that a public web page can reach more people than an in-game ranking, including people who do not play, and that search-engine indexing prolongs this. That is why we assess objections individually.

You can ask us at any time how we reached this balance for your data.

Your right to object and to ask for review

You have the right to object at any time, on grounds relating to your particular situation, to our processing of public game data about you (Article 21 GDPR). We will then stop, unless we can show compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed to establish, exercise or defend legal claims. You can also simply ask us to review or remove the public page or record about a governor.

How to ask. Open an account, billing or privacy case in private support, or write “Privacy request” on the support server (opens in a new tab), giving the governor id or page address. No self-service tool exists yet to hide or delete a public profile, so we handle these requests manually. The Report a public page form is reviewed by members of the kingdom concerned, not by us by default, and resolving a report does not by itself hide a page. Use private support or our support server for an objection so that it reaches our team.

How we assess a request. We check who is asking, and we may ask you to complete governor verification so that nobody else can have your page removed. We look at which data is affected and what the risk is for you, and we weigh that against the community interest and the integrity of the records. We decide each case individually and explain our decision. Depending on the case, the outcome may include limiting where a page appears, removing details from it, or deleting the record. If we agree to remove a record, we may need to keep a minimal note, such as the governor id, so that the data is not collected and published again.

What we cannot always remove. We may need to keep records that belong to kingdom history, audit or security, such as verification and membership decisions; records in which other governors also appear, such as rankings, alliance history and kingdom totals; and records we need to establish, exercise or defend legal claims. We will tell you what we kept and why.

Removal from our site may not remove copies held by search engines, web archives or other people who have already copied a public page. We cannot control those copies.

Images from the game’s servers

Governor portraits, frames and other artwork are hosted on the game publisher’s (Lilith Games) image servers. Our server fetches them through an image proxy limited to a list of publisher hosts, and keeps them in a small memory cache for up to four hours. For some images, such as animated or vector ones, your browser may load them directly from the publisher’s servers, which then see your IP address and browser details.

How we inform you about data we did not collect from you

We usually cannot contact the people whose public game data we observe, because we hold no contact details for them. Under Article 14(5)(b) GDPR, where individual notice is impossible or would take a disproportionate effort, the information is made publicly available instead. This section, together with Who receives data and Retention, is that notice. The source of this data is the game itself, as visible to everyone who plays it, and it is publicly accessible.

Accuracy

Public game data are observations. They can be delayed, incomplete or wrong. A missing public record does not establish that a governor does not exist. Grades, rankings and formulas on the site are estimates given for information; they are not official matchmaking. You can ask us to correct data about you; see Your rights.

4Account and sign-in data

You can browse public pages without an account. To use My Account or a kingdom workspace, you sign in with Discord or Google.

What we ask the provider for. We use Discord (scope “identify”) or Google (scope “openid”), through a redirect protected by PKCE. Our server exchanges the sign-in code directly with the provider. We never see your Discord or Google password, and we do not store the provider’s access tokens.

What we store in our database. The provider’s name and your provider user id (your Discord user id or your Google subject id), an internal account id, when the account was created and last used, and a link to your main governor if you set one. Signing in does not add your email address, username or avatar to our database.

What is kept in your browser. Your display name (up to 100 characters) and the web address of your avatar picture are held in a signed cookie for up to 30 days, so that the site can show who is signed in. The cookie is signed but not encrypted. Your avatar picture is loaded straight from Discord’s or Google’s network, so that provider sees your IP address; the request does not tell it which page you came from.

Sessions and security

When you sign in we create a session record: the client (website or admin console), a hash of the refresh token, timestamps, and whether and why the session was revoked. We store only the hash, never the token itself. Sessions last up to 30 days, and expired sessions are purged automatically. Our staff can see session records to support you and to protect the service.

Staff accounts

Members of the RoKIndex team who administer the platform sign in in the same way. We store their Discord user ids and their sessions.

If you do not provide the data

Signing in is voluntary. Without a provider sign-in we cannot create an account, and account and workspace features stay unavailable to you. Public pages remain open.

5Linking governors and verification

In My Account you can link the governors you own and label each one Main, Farm or Alt. Linking is what lets us show your personal season view, tasks, invitations and access requests.

How verification works. You enter a governor id. A game account that we operate sends a one-time six-digit code, by private in-game message, to that governor. You type the code on our site to show that you control the governor. The message goes to the governor id you enter, so please enter only governors that are yours.

What we store. The linked governor id and its type; the verification status, method and time; the release time if you unlink; a keyed digest of the code (never the code itself); the number of attempts and the state of the verification; timestamps; and the sender and target governor ids with the message id and time.

Limits. One code per minute for each target governor and five per 15 minutes for each user. A code is valid for 10 minutes and allows five attempts. These limits protect other governors from spam and abuse.

Verification shows control of a governor. It does not tell us who you are in real life. Unlinking a governor ends the link in your account but keeps the verification history for security and accountability (see Retention). You can ask us to review that history under Your rights. The in-game message is delivered through the game publisher’s systems and is subject to the game’s own rules.

6Private account data and optional sync

The optional private account data feature reads only a governor you have verified and an account source reviewed for that exact governor. A personal subscription alone does not verify ownership, supply a game connection or authorize a kingdom’s leadership to see your inventory. Ordinary scanning accounts are not treated as your accounts.

Before a request, you explicitly choose the available information to collect and give consent. Depending on what the source returns, this can include commanders, equipment, troops, inventory items, resources and speedups, hospital information, event progress and treasure clues or recorded box positions. We also store the preparation goals you choose for your main account and farms. We keep the chosen categories, consent version and time, governor and owner references, request status, observation time and resulting private snapshot. Missing information stays unavailable. We do not ask you to enter a game password on the website.

The optional collection uses your consent; operating your account and keeping request records also serves the contract and our legitimate interests in security and accountability. Only the currently verified owner can read the personal snapshot through this feature. Staff may handle the minimum information needed to operate the source or resolve a support request. Collection does not automatically publish this data in public profiles or share it with a kingdom because it has a subscription.

You can withdraw consent for all or selected private sections in the account view without an active paid plan, including during maintenance. This deletes the selected saved private data, stops requests for those sections and prevents active work from publishing them again. Minimal consent, request and security receipts remain, including a digest used to recognise an exact retry; they do not retain the deleted inventory or loadout details. Releasing the governor link also ends access through that link. Deletion from backups follows their normal rotation. Use private support for access, correction or deletion requests about retained records.

You can separately choose to publish selected march loadouts on a governor card. This shares the chosen commander and equipped-item details, your selected pairing and troop range, and their recorded dates; these choices are not an observation of a live march. Anyone with the card link can view or download them. Deleting the loadout or card, withdrawing commander collection consent, or unlinking the governor removes the associated cards and copied loadout details from our service, including during maintenance or after a paid plan ends. Deleting only a bag, equipment-bag or troop section does not remove a loadout derived from the retained commander records. We cannot erase copies already downloaded by other people.

A kingdom form may separately ask you to share a selected verified game value, such as recorded power, kill points or one commander's level and stars. Each game-value question requires a separate choice; you can withhold it. Anonymous or self-reported answers do not prove ownership. An answer you choose to share is a dated copy submitted to that kingdom's permitted leadership. Withdrawing private collection consent stops future access to your saved private collection, but does not silently change an answer already shared through a form. Ask kingdom leadership or private support about correcting or removing a separately submitted response.

If you enable an RoKIndex Signature, we store your appearance choice and settings with your verified governor. Public profiles and rankings can show the chosen decoration and its expiry. Permission to use the appearance in promotional examples is a separate optional choice and starts off. Disabling the Signature clears that permission and stops the appearance on subsequent profile and ranking reads; unlinking also ends it, and an expired appearance is no longer displayed. You can disable it without an active paid plan, including during maintenance.

Optional event notices use your recorded event episodes, supplied dates and tasks, scores and progress, and any supplied treasure clues, unlock times or box positions. A reference calendar alone does not establish your participation. Notices on the website and private Discord messages are separate choices for your currently verified governor; both start off. A private Discord message goes only to the Discord identity linked to your RoKIndex account, and its contents are processed by Discord. We do not reveal, pick up, share or claim a game reward through this feature. Delivery that cannot be confirmed is not automatically repeated.

Withdrawing event consent deletes the saved event details and notice content, including clues, coordinates and Discord recipient, message and channel identifiers, and resets both notice choices. Unlinking also clears the old link's choices. Minimal owner-linked notice identifiers, delivery states, times and hashed attempt records remain for security and exact request recovery; these records have no automatic purge deadline. An exact late delivery result cannot restore deleted notice content. Withdrawal cannot recall a Discord message already sent. Ask private support to review retained records.

7Kingdom workspaces and membership

A kingdom workspace is a private area where a kingdom’s leadership manages its governors and alliances. Membership is application data in our platform. It is not a Discord role.

What is stored

• Membership, roles and the permissions each member holds.
• Invitations (a hash of the invitation token and the reason, up to 500 characters) and access requests (role, alliance, reason and decision).
• Forms and your responses, which are tied to your signed-in account.
• Tasks, announcements, season goals, Ark plans and alliance applications.
• Conduct scores for governors with the reasons given, bounties, watchlists and commander snapshots.
• Migration history, with optional private city coordinates that only leadership can see.
• Discord links set by leadership (server, channel and role ids). Our bot does not read your ordinary Discord conversations. Optional event notices can be sent privately after you choose that destination.
• An audit log: the workspace, who acted, the action, the target, the outcome, details and the time. It is kept indefinitely.
• Exports (CSV, JSON, XLSX and calendar files) that leadership generates. Every export is checked against permissions and audited, and export files are deleted after 24 hours.

Who decides what is collected

Leadership chooses which features to use and what to enter about members and other governors. As a separate controller, it is responsible for having a lawful basis, for informing members (including about conduct scores, tasks, forms and in-game chat), for keeping entries accurate, and for anything done with data after an export leaves our platform. We do not check the accuracy of what leadership enters. Leadership should not use a workspace to collect data it has no lawful basis to collect, or special categories of personal data.

What leadership can see about you

Depending on the permissions they hold, leadership can see your sign-in identifier (for Discord, your Discord user id) next to your membership, requests and responses; the role, alliance and reason in your access requests; your form responses and the tasks assigned to you; members-only game data about your governors; and entries that leadership made about you, such as conduct scores. Depending on the features they use, leadership may also see which governors you have linked and their verification status.

People who have no account

Leadership may enter information about people who have never used our site, such as a conduct score or a watchlist entry. The source of that data is the kingdom’s leadership, and the categories are the ones listed above. The people concerned can exercise their rights against leadership and against us; see Your rights. If a request concerns workspace content, we may be able to pass it on to the kingdom concerned.

8Reports, applications and support

Two forms work without an account: the public Report a public page form and the migration application. Both use the anti-forgery cookie described in Cookies and browser storage.

Public reports

A report contains the kingdom, the type and id of the page it concerns, a reason (incorrect, privacy, abuse, copyright or other) and details of up to 1,000 characters. There is no contact field, so neither we nor the reviewers can reply to you. Reports are reviewed by members of the kingdom concerned who hold the right permission, and not by us by default. A report is marked to expire after 90 days, but we do not currently delete reports automatically, and resolving a report does not by itself hide a page. If you need an answer, or you want to use a privacy right, use the support server (opens in a new tab) instead.

Migration applications

An application contains the governor name (up to 100 characters), the source kingdom, an optional governor id, a note of up to 500 characters, your confirmation that you have read the requirements, and a token that opens a status link. The status link stops working after 90 days. The application itself is not deleted automatically at that point. Applications are typically handled by the leadership of the kingdom you apply to.

What to avoid submitting

Please keep free text short and factual. Do not include passwords or game credentials, contact details or personal information about other people, or sensitive information such as health, religion, political opinions, ethnic origin or sexual orientation. What you write is stored as you typed it and is read by reviewers.

Support requests

In private support, we store your RoKIndex account id, request category and title, messages and replies, timestamps, case status and a record of staff actions. If a Discord channel is connected, its messages and the website conversation are kept together. General cases are visible to our current community moderators and developers; account, billing, privacy, security and appeal cases are limited to you and our developers. Kingdom leaders do not gain access through their kingdom role or subscription. Each transcript download is permission-checked and recorded. You can close or reopen your case. Conversation text is removed after 90 days closed when community cleanup runs; minimal case and audit records remain. Keep messages to what is needed and never send passwords, verification codes or full payment-card details. Public Discord channels and feedback posts may be visible to other members, and Discord processes them under its own policy.

9In-game chat feature

This feature exists only where a kingdom’s leadership turns it on.

When it is on, our bot account in the game stores the alliance-chat and private messages that it can see: the message text (up to 2,000 characters), the sender’s governor id and name, the channel and the timestamps, plus the bot’s own replies. Messages and replies are deleted automatically after 30 days. The leadership interface states this retention period.

Who sees it. Members of the kingdom workspace who hold the relevant permission. It is not public.

Leadership’s role. Leadership decides whether to enable the feature and should tell its members that chat is recorded, why, and for how long. If you do not want your messages stored, do not write in chat channels where the bot is present, do not message the bot, and tell the leadership of that kingdom.

Bot commands. The bot answers commands such as !stats, !scan and !help, and R4 requests, only for verified members, and sends at most five replies every ten minutes. Commands and replies are stored with the other messages.

10Automated actions in the game

Some features act inside the game through accounts that we operate: the verification messages (see Linking governors and verification), the alliance bot, the chat bot and R4 promotion.

Today the only automated action that changes anything for a governor is an alliance R4 promotion. It is requested with the /r4 command on Discord, or with “R4 me” in the game, by a verified governor who is on an allow-list managed by the kingdom’s leadership. We record who requested it and who approved it, the target, the request details, the outcome and an audit entry, and we keep these records with the audit history.

Other automated actions, such as title assignment, public or alliance messages and campaigns, are not live. If we start using personal data for new automated actions, we will update this policy.

11Payments and billing

When you choose a paid package, our server sends PayPal the selected package, amount, currency and a reference binding the purchase to your account and its kingdom or campaign. PayPal handles payment details under its own privacy statement (opens in a new tab). We do not receive your PayPal password or full payment-card details. Sandbox checkout is identified as a test and uses no real payment.

We keep the package and purchase terms you accepted, acceptance time, checkout and subscription references, payment amounts and currencies, paid periods, cancellation and refund records, and verified payment notifications. Our staff can also import PayPal transaction identifiers, payer names and email addresses into the accounting ledger or record a supported arrangement by hand. Only authorised staff see the ledger; you can see billing records bound to your own account or a kingdom you are authorised to manage. Payment never grants access to another person’s private account data.

We rely on contract (Article 6(1)(b) GDPR) to provide a subscription, on legal obligation (Article 6(1)(c)) where the law requires us to keep accounting records, and on legitimate interests (Article 6(1)(f)) to check payments and prevent fraud. We retain these records for those purposes and for legally required accounting periods. A billing or refund request sent through private support is available to you and authorised support staff; ordinary kingdom members cannot read it.

12Cookies and browser storage

We use only cookies and similar browser storage that are strictly necessary to provide something you asked for, or that remember a choice you made. We use no analytics, advertising or tracking, no captchas, no embedded third-party content and no third-party scripts. Our fonts are hosted on our own site.

Article 5(3) of the ePrivacy Directive (2002/58/EC) exempts storage that is strictly necessary to provide a service you have explicitly requested, such as signing in or remembering the language you chose. We stay within that limit, so no consent banner is needed.

• arcane_access

  Purpose

  Signed access token that keeps you signed in

  Lifetime

  Up to 10 minutes

  Type

  Cookie, strictly necessary

• arcane_refresh

  Purpose

  Renews your session; only a hash is stored on our servers

  Lifetime

  Up to 30 days

  Type

  Cookie, strictly necessary

• arcane_identity_profile

  Purpose

  Shows your display name and avatar from Discord or Google

  Lifetime

  30 days

  Type

  Cookie, functional

• arcane_oauth_state

  Purpose

  Protects sign-in against forgery and remembers the page to return to

  Lifetime

  10 minutes

  Type

  Cookie, strictly necessary

• arcane_csrf

  Purpose

  Anti-forgery token for forms and actions, also set for visitors who use public forms

  Lifetime

  Up to 1 hour

  Type

  Cookie, strictly necessary

• arcane_locale

  Purpose

  Remembers English or French, only if you use the language switcher

  Lifetime

  365 days

  Type

  Cookie, preference

• arcane:… form drafts

  Purpose

  Keeps unsaved form drafts, including the governor-card choice

  Lifetime

  Until you sign out or close the tab

  Type

  Session storage, functional

All cookies are host-only, so they are sent only to our site. They are marked Secure in production and SameSite=Lax. All of them except arcane_csrf are HttpOnly, so page scripts cannot read them. arcane_csrf must be readable by the page so that it can be sent back as a header.

Clearing and blocking

You can delete cookies and browser storage in your browser settings at any time. Signing out ends your session and clears saved drafts. A sidebar preference saved by an earlier version may remain in local storage until you clear your browser data. If you block these cookies, public pages still work, but you cannot sign in, forms may be rejected, and the site cannot remember your language.

Server logs and IP addresses

When you visit the site, your browser sends your IP address and browser details to our hosting infrastructure, which may process them in standard server logs for security and reliability. We do not store IP addresses or browser details in our database. Our systems may also use IP addresses in memory, for a short time, to limit abusive request volumes on public routes.

13Legal bases

We process personal data only where a legal basis under Article 6 GDPR applies:

• Contract or steps at your request (Article 6(1)(b)). To provide your account, sign-in, governor linking, workspace membership and the features you use, and to handle the applications you submit.
• Legitimate interests (Article 6(1)(f)). For public game data; for security, fraud and abuse prevention (including verification limits and rate limiting); for audit records; for support; and for maintaining and improving the service. In each case we weigh our interests against yours, and you can object (see Your rights).
• Consent (Article 6(1)(a)). For the optional personal governor card and private owner account collection, and wherever the law requires consent. You can withdraw consent at any time. Withdrawal does not affect processing done before it.
• Legal obligation (Article 6(1)(c)). To keep accounting records and to answer valid legal requests.

We do not intentionally collect special categories of personal data (Article 9 GDPR), such as data about health, religion, political opinions or sexual orientation. Please do not enter them in free-text fields.

Strictly necessary cookies and preference storage do not need consent (see Cookies and browser storage). Kingdom leadership relies on its own legal bases for what it collects in its workspace.

14Who receives data

• Visitors and search engines. Public game data appears on public pages. Anyone can see it, search engines may index it, and other people may copy it.
• Kingdom leadership. According to their role and permissions, and only for their own workspace. Once leadership exports data, it is outside our platform and under leadership’s control.
• Service providers. Hosting and infrastructure providers that run our website, API and database, and which may process IP addresses in standard server logs; Discord (sign-in, the bot, avatars, optional private event notices and the support server); Google (sign-in and avatars); and PayPal (transaction details we import). They act under their own terms or on our instructions.
• Authorities and legal claims. When the law requires it, or to establish, exercise or defend legal claims.
• Business transfer. If the project is reorganised, transferred or handed to another operator, personal data may move with the service. We will tell you, and the protections in this policy continue to apply.

We do not sell personal data. We do not use personal data for advertising, and we do not use it for cross-context tracking. Access to personal data by our team is limited to what is needed to operate, secure and support the service.

15International transfers

Discord, Google and PayPal are international companies and may process data outside the European Economic Area, for example in the United States. Our hosting providers may also store or process data outside the European Economic Area.

Where the GDPR applies to such a transfer, it relies on a lawful mechanism under Chapter V of the GDPR: an adequacy decision of the European Commission, standard contractual clauses, or another mechanism the law allows. You can ask us for details through the support server (opens in a new tab).

Public pages can be reached from anywhere in the world. That is inherent in publishing on the web.

16How long we keep data

We keep data only as long as needed for the purposes in this policy. A cleanup task runs every hour and deletes what has expired.

• Sign-in sessions

  How long we keep it

  Up to 30 days. Expired sessions are purged automatically. A revoked session that has not yet expired remains until it expires.

• Export files

  How long we keep it

  24 hours, then deleted automatically.

• In-game chat messages and bot replies

  How long we keep it

  30 days, then deleted automatically.

• Scan-progress events

  How long we keep it

  14 days, then deleted automatically.

• Governor, alliance, kingdom and scan history

  How long we keep it

  Indefinitely, as historical records.

• Audit records and verification history

  How long we keep it

  Indefinitely.

• Provider identities, memberships, form responses, access requests

  How long we keep it

  While the account or workspace exists, and until you ask for deletion and we process the request. No automatic purge.

• Public reports and migration applications

  How long we keep it

  Marked to expire after 90 days (status links stop working then), but not deleted automatically. Kept until deleted after review or on request.

• Billing and ledger records

  How long we keep it

  As long as needed for accounting and legal duties.

• Private owner account data and collection requests

  How long we keep it

  Selected saved private sections and associated event notice content are deleted when consent is withdrawn. Minimal consent, request, outcome, delivery and security records remain without an automatic purge deadline; other deletion requests are reviewed manually.

• Support requests

  How long we keep it

  Open cases remain while needed. Conversation text is removed after 90 days closed when community cleanup runs; minimal case and audit records remain.

• Server logs

  How long we keep it

  Bounded, rotating logs on our servers. Our hosting infrastructure may keep standard logs for its own periods, which we do not control.

• Backups

  How long we keep it

  Backups exist to recover from failures. Data we delete from live systems can remain in them until they roll over in the normal rotation. We cannot give an exact period.

Why some history is kept indefinitely. Scan, governor, alliance and kingdom records are what rankings, comparisons and kingdom history are made of, and past results lose their value if they are removed. Audit and verification history protects the accuracy and security of kingdom decisions and helps us settle disputes. We may add limits later and would update this policy if we did. You can ask for a review of any record about you, and we assess each request against these reasons (see Your rights).

How we decide. We look at the purpose of the data, whether the law requires us to keep it, how sensitive it is, the risk to you, and any request you have made.

17Your rights

Under the GDPR you have the following rights, explained here in plain words:

• Access (Article 15). Ask whether we process data about you, and receive a copy and information about it.
• Rectification (Article 16). Have inaccurate data corrected and incomplete data completed.
• Erasure (Article 17). Ask us to delete your data in certain cases, for example when it is no longer needed, when you withdraw consent, or when you object successfully. Exceptions apply, such as the need to defend legal claims.
• Restriction (Article 18). Ask us to pause processing while we check accuracy or an objection, and in some other cases.
• Portability (Article 20). Receive the data you gave us, where we process it by automated means on the basis of consent or a contract, in a structured, commonly used and machine-readable format.
• Objection (Article 21). Object, on grounds relating to your particular situation, to processing based on legitimate interests.
• Withdrawing consent. Withdraw a consent you gave at any time, without affecting what was done before.
• Automated decisions (Article 22). Not to be subject to a decision based solely on automated processing that has legal or similarly significant effects. We make no such decisions (see Automated processing).

How to use your rights

Use private support, choosing account, billing or privacy, or write “Privacy request” on the support server (opens in a new tab) if you cannot sign in. Tell us which right you want to use, and give the account, governor id or page address concerned. Keep your first message short and free of sensitive information; if we need more, we will tell you what we need.

We handle requests manually, because no self-service tool for data export, deletion or unlinking a sign-in provider exists yet.

Identity. We may need to check that the request comes from you, for example by asking you to sign in to the account concerned or to complete governor verification. We ask only for what is needed for that.

Timing. We answer within one month of receiving your request. For complex or numerous requests we may extend this by up to two further months, and we will tell you why within the first month (Article 12(3) GDPR).

Cost. It is free of charge. If a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse it, and we will explain why (Article 12(5) GDPR).

Limits

Your rights are not absolute. We may limit or refuse a request where that is necessary to protect the rights of other people, to establish, exercise or defend legal claims, to keep security and audit records, or where the law otherwise allows it. We will explain what we did and why. Where a request concerns workspace content that kingdom leadership controls, you should also contact that leadership.

Complaints

You have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State where you live or work, or where you think an infringement took place (Article 77 GDPR). Find your authority in the list of EDPB members (opens in a new tab). We would welcome the chance to address your concern first, but you do not have to contact us before complaining.

18Security

We use the following measures to protect personal data:

• Connections to our website use HTTPS.
• Sign-in cookies are HttpOnly and SameSite=Lax, and are Secure in production.
• Refresh tokens and invitation tokens are stored only as hashes.
• Verification codes are stored only as keyed digests.
• Sign-in uses PKCE.
• Workspace actions and exports are checked against permissions, and every export is audited.
• Audit logging of workspace and account actions.
• Rate limits on public routes and limits on verification attempts.
• Response headers that limit referrer leakage, framing and caching of private pages.

No system is perfectly secure, and we cannot guarantee absolute security. If a personal data breach affects you and the law requires us to act, we will notify the competent supervisory authority and the people concerned as the law requires. We may do this through a notice on the website or on the support server, or directly where we can.

If you find a vulnerability, use the security category in private support, or ask a member of the team on the support server (opens in a new tab) for a private way to send the details. Do not post vulnerability details in public.

19Children

RoKIndex is not for children under 16. Do not create an account or use workspace features if you are under 16.

We do not knowingly collect personal data from people under 16 through accounts or forms. If we learn that we hold such data, we will delete it where the law requires. Parents and guardians who believe that a child has given us data can contact us on the support server (opens in a new tab) with “Privacy request”.

We cannot know the age of the people whose public game data we observe in the game. If you are a parent or guardian, or someone who was a child when the data was collected, you can ask us to review a public page. We take the person’s age into account in our assessment.

20Automated processing

Grades, rankings, scores and comparisons on the site are calculations made from observed game data and formulas. They are produced for information. They are estimates, they are not official matchmaking, and they do not decide anything about your rights.

We do not make decisions based solely on automated processing that produce legal effects for you or similarly significantly affect you (Article 22 GDPR). The alliance bot carries out an R4 promotion only for a verified governor whom kingdom leadership has put on an allow-list. People decide who is on that list, and the bot only carries out their decision. Limits such as verification attempt limits and rate limits apply automatically to prevent abuse; they have no legal effect on you.

21Third-party services

When you use these services, they act under their own privacy policies, not this one:

• Discord (sign-in, avatars, the bot and our support server): Discord Privacy Policy (opens in a new tab).
• Google (sign-in and avatars): Google Privacy Policy (opens in a new tab).
• PayPal (payments made to us): see the privacy statement on PayPal’s website.
• Lilith Games (the game and its image servers): see the privacy policy published by the game.

Kingdom leadership may add links to recruitment pages on other websites. We do not control those sites and are not responsible for them. RoKIndex is independent and is not affiliated with, endorsed by or sponsored by Lilith Games.

22Other regions

If you are in the United Kingdom or Switzerland, you have rights similar to those described in this policy under the UK GDPR and the Swiss data protection law. You can also complain to the Information Commissioner’s Office (United Kingdom) or the Federal Data Protection and Information Commissioner (Switzerland).

If you live in a US state with a privacy law, you may have the right to know what personal data we hold about you, to have it corrected or deleted, and to opt out of the sale of personal data, targeted advertising and profiling for significant decisions. We do not sell personal data, and we do not share it for cross-context behavioural advertising. We do not treat you worse for using these rights. To use them, follow the steps in Your rights; we may need to verify your request.

23Changes to this policy

We may update this policy, for example when we add a feature, change a provider or when the law changes. Each version has a version number and an effective date, shown at the top of this page. This is version 1.1, effective 30 September 2026.

For material changes, such as new purposes, new categories of data or new recipients, we will show a notice on the website when the change takes effect, and we will ask for consent again where the law requires it. We may correct typing errors and clarify wording without a notice. Changes never reduce the rights you have under mandatory law. See also our Terms of Service.

24Contact

Privacy requests and questions. Use private support, choosing account, billing or privacy, or write “Privacy request” on the RoKIndex support server (opens in a new tab). Say what you need, and identify the account, governor id or page address concerned.

Public pages. The Report a public page form lets you flag a page for the reviewers of the kingdom concerned. For privacy objections and removal requests, use private support or our support server so that they reach our team.

Legal notices, abuse reports and takedown requests. Use private support or our support server. For security vulnerabilities, see Security.

Supervisory authorities. You can complain to your national data protection authority. See the list of EDPB members (opens in a new tab).