Privacy Notice
This notice explains what personal information the Grymven recruitment portal collects, why it is collected, and how it is handled. Grymven is a community game-development project, not a registered company. This portal is operated on behalf of the project by its community management team.
Who this applies to
This notice applies to anyone who uses this recruitment portal — whether you are applying to a team, logging in to check your application status, or reviewing applications as a member of staff.
This portal is for people aged 16 and over. If you are under 16, please do not submit an application or create an account.
What we collect and why
When you log in with Discord, we receive from Discord:
- Your Discord user ID
- Your Discord username
- Your email address (as registered with Discord)
- Your profile picture URL
We use this to identify you across sessions, show you your own application status, and confirm whether you hold a staff role that grants access to the reviewer portal.
When you submit an application, we store:
- Your written answers to the application questions
- The team you applied to and the date you applied
- The outcome of your application and any reviewer notes attached to it
We use this to process your application, allow reviewers to evaluate it, and keep a record of decisions.
Who can see your data
Your application answers and outcome are visible only to you (via the status page) and to authorised members of the Grymven recruitment team who hold the relevant reviewer role in the Grymven Discord server. Nobody outside of that group can access your application through this portal.
We do not sell, share, or pass your personal data to any third party for their own purposes.
Third-party services
This portal relies on the following third-party services to function:
- Supabase — stores your application data and manages your login session. Supabase's privacy policy is at supabase.com/privacy.
- Cloudflare Pages — hosts and delivers this website. Cloudflare's privacy policy is at cloudflare.com/privacypolicy.
- Discord — provides the login system. Discord's privacy policy is at discord.com/privacy.
Each of these services has its own data handling practices. By using this portal, you are also subject to their respective policies for the parts of the service they provide.
How long we keep your data
Application records — including your answers and outcome — are kept for as long as the recruitment system is active. If you would like your application data deleted, contact the Grymven management team through the official Discord server.
Your rights under GDPR
If you are based in the European Union or European Economic Area, you have rights regarding your personal data, including the right to access it, correct inaccuracies, request deletion, and object to processing. To exercise any of these rights, contact the Grymven management team through the official Discord server. We will respond within 30 days.
Because Grymven is a community project and not a registered company, we do not have a formal Data Protection Officer. If you have a complaint that we cannot resolve, you have the right to contact your national data protection authority — in Greece, that is the Hellenic Data Protection Authority (dpa.gr); in Spain, the AEPD (aepd.es).
Changes to this notice
If we make material changes to this notice, we will post the updated version here with a new date at the top. Continued use of the portal after changes are posted means you have seen and understood the updated notice.
Contact
For any questions or requests related to this privacy notice, reach out to the Grymven management team through the official Grymven Discord server.