RefZone.org Privacy Policy

Last Updated: 29/08/2025

RefZone.org (“RefZone”, “we”, “our”, “us”) values your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, quizzes, leaderboards, educational resources, and our official Discord community (together, the “Service”).

By using RefZone, you consent to the practices described in this Privacy Policy. If you do not agree, you must immediately stop using the Service.

1. Information We Collect

We may collect and process the following categories of information:

1.1 Account Information

Full name
Email address
Securely hashed password (never stored in plain text)

1.2 Quiz and Scenario Data

Quiz answers, results, and progress history
Scenario submissions
Points, badges, ranks, and leaderboard entries

1.3 Discord Data

Discord username and unique ID
Messages posted in the official RefZone Discord
Reactions, participation in channels, and feedback forms
Moderator logs (warnings, mutes, bans, and appeals)

1.4 Technical Data

IP address
Browser type and version
Device type and operating system
Referring URLs
Error logs and crash reports

1.5 Communication Data

Emails or messages you send to us at refzone.redirect@outlook.com
Notifications we send (e.g., onboarding, security alerts, important updates)

2. How We Use Your Data

Your data may be used to:

Provide and operate quizzes, scenarios, and leaderboards.
Track and display your educational progress.
Enforce fair use and prevent cheating.
Moderate and safeguard the RefZone Discord server.
Send essential communications about your account and Service updates.
Improve features, troubleshoot issues, and ensure system security.
Comply with applicable legal and regulatory obligations.

We never sell your personal data.

3. Legal Bases for Processing

Where applicable law requires (e.g., GDPR), we process your data under:

Contractual necessity: to provide the Service you signed up for.
Legitimate interests: to maintain security, fairness, and community trust.
Consent: for optional features like newsletters or community surveys.
Legal obligation: when required by regulators or law enforcement.

4. Data Sharing and Third-Party Processors

We use carefully chosen third parties to run RefZone. These may process your data on our behalf:

Airtable – stores accounts, quizzes, and leaderboard data.
Make.com (Integromat) – automation of quizzes, reminders, and emails.
Softr – dashboard and user interface integration.
Discord – community hosting and moderation (Discord server (coming soon)).
Email/Twilio services – delivery of notifications.
Analytics providers – anonymous usage insights (if enabled).

All third parties are contractually required to protect your information in line with this Policy.

5. Discord Community Privacy

Participation in the RefZone Discord is subject to both this Policy and Discord’s Privacy Policy.

Moderation Logs:

Messages may be reviewed, reported, or archived for enforcement.

Enforcement Actions:

Warnings, mutes, bans, and appeals may be recorded indefinitely to protect community integrity.

Transparency:

Users may be notified of enforcement, but RefZone reserves full discretion.

Severe Violations:

Evidence may be shared with law enforcement if required.

6. Cookies and Tracking

We may use cookies, local storage, or similar technologies to:

Keep you logged in.
Save quiz progress.
Provide leaderboard functionality.
Collect anonymous analytics on usage trends.

You can disable cookies in your browser, though some features may not work properly.

7. Data Retention

Accounts: Retained until you request deletion or after prolonged inactivity.
Quiz/Leaderboard Data: Retained as part of RefZone’s educational history.
Discord Moderation Logs: Retained as long as necessary to ensure community safety.
Technical Logs: Typically deleted after 12 months unless needed longer for security.

8. Data Security

All data transmissions are encrypted (HTTPS/TLS).
Account passwords are hashed using industry-standard methods.
Access to sensitive data is restricted to authorized personnel.

Despite protections, no system is entirely secure; you acknowledge inherent online risks.

9. International Data Transfers

RefZone may process and store data on servers outside your home country.

For EU/EEA users, transfers may be protected by Standard Contractual Clauses (SCCs) or equivalent safeguards.

By using RefZone, you consent to such transfers.

10. Your Rights

Depending on your jurisdiction (e.g., GDPR, CCPA), you may have the right to:

Access: request a copy of your data.
Correction: update inaccurate information.
Deletion: request account closure and data erasure.
Restriction: limit how we process your data.
Portability: receive your data in a machine-readable format.
Objection: opt out of certain processing.
Withdraw Consent: for features that require it (e.g., newsletters).

Requests can be sent to refzone.redirect@outlook.com. We may verify your identity before action.

11. Children’s Privacy

RefZone is not directed at children under 13.

If we discover that a child under 13 has registered without parental consent, we will delete their data.

Parents/guardians may contact us at refzone.redirect@outlook.com to review or remove a child’s data.

12. Law Enforcement and Legal Requests

We may disclose data if required to:

Comply with legal obligations.
Respond to subpoenas, warrants, or lawful investigations.
Protect the safety of users or the public.
Enforce RefZone’s Terms and protect our rights.

13. Changes to This Policy

We may update this Privacy Policy periodically.

Changes will be posted on RefZone.org.

Where appropriate, we will notify users via email (refzone.redirect@outlook.com) or Discord announcements.

Continued use after updates means acceptance of the revised Policy.

14. Contact Information

For privacy inquiries, requests, or complaints, you can reach us at:
📧 Email: refzone.redirect@outlook.com
🌐 Website: https://refzone.org
💬 Discord: Discord server (coming soon)