Privacy Policy

This policy explains what information Kavia Cafe collects across our website, member portal, staff panel, and admin panel — and how we use it. By using any part of kaviacafe.com, you agree to this policy.

1. Who this applies to

This policy covers anyone who visits kaviacafe.com, signs into the Member Portal, uses the Staff Panel, or interacts with our Roblox game. It applies equally to members, staff, and administrators.

2. What we collect and why

Discord information

When you sign in through Discord OAuth (for the Member Portal, Staff Panel, or Admin Panel), we receive and store your Discord user ID, username, display name, avatar, and the roles you hold in the Kavia Cafe server. We use this to verify your identity, determine your access level, and display your profile across the site.

Roblox information

When you link your Roblox account, we receive and store your Roblox user ID, username, display name, and avatar. We use this to connect your Discord and Roblox identities, enable moderation features, check ban status on game join, and display your Roblox profile in member-facing sections of the site.

Game data

When you play in the Kavia Cafe Roblox game, our game script reports your Roblox user ID, username, and join/leave events to our server. We use this to maintain a player directory, track username history (aliases), monitor live server status, and enforce moderation actions such as bans.

Moderation records

If you receive a warning, kick, or ban — whether in-game or through the staff panel — we store a record of that action including the type, reason, issuing staff member, and timestamp. These records are used to enforce community rules, handle appeals, and maintain a moderation history.

Member Portal data

If you create a Member Portal account, we store your Discord and Roblox identities (as described above), plus any optional profile information you choose to provide: a bio and a favorite menu item. We also store any forum posts, discussion replies, and appeals you submit through the portal.

Appeals

When you submit an appeal, we store your Discord ID, username, the explanation you provide, the outcome, and who reviewed it. This information is used to process your appeal and maintain a fair record.

Alliance representative data

If you are listed as a representative of an alliance community on our Alliances page, your Discord username and avatar are displayed publicly alongside the alliance. This data is sourced from your Discord account. If you would like to be removed, contact us using the details below.

3. What we don't collect

We do not collect your email address, real name, payment information, or IP address. We do not use tracking cookies, advertising cookies, or any third-party analytics. We do not track your activity across other websites.

4. Who can see your data

Your moderation history and linked account information is accessible to Kavia Cafe staff members who need it to carry out their duties. Your Member Portal profile (bio, favorite item, Roblox username) is visible to other logged-in portal members. Forum posts and discussion replies are visible to all portal members. Ownership and administrators have access to all stored data through the admin panel for community management purposes.

We do not share your data with any third party, advertiser, or external service beyond what is necessary to operate the site (Discord OAuth, Roblox OAuth, and our hosting provider Render).

5. Data retention

We keep your data for as long as you are part of the Kavia Cafe community. Moderation records are kept indefinitely for the integrity of the appeals process. If you would like your data removed, contact us at the address below and we will action your request within a reasonable timeframe.

6. Third-party services

Our site uses Discord OAuth and Roblox OAuth for authentication. These services are governed by their own privacy policies. We use Render as our hosting provider, who may log standard server request data (such as IP addresses) at the infrastructure level — this is outside our control and not accessible to us.

7. Changes to this policy

We may update this policy as the site grows. The "last updated" date at the top will always reflect the most recent version. Continued use of the site after a change constitutes acceptance of the updated policy.

8. Contact

Questions about this policy or requests to remove your data: serry@kaviacafe.com or connor@kaviacafe.com.