Privacy Policy
Summary
- State of Madison is a roleplay community on Roblox. The records on our sites (arrests, citations, warrants, court cases) are roleplay records from the game, not real-world records.
- We ask before sending your game data to our websites, and before using optional features that involve Discord or other outside services.
- Your records are private by default. Making them public is optional, and is never available to players under 13.
- We do not sell or share personal information for advertising, and we do not use advertising or analytics trackers.
Who we are
"State of Madison", "we", "us" and "our" mean the team that runs the State of Madison Roblox experience and the websites and services listed below. We are an independent creator community. We are not affiliated with, endorsed by or sponsored by Roblox Corporation, Discord Inc., Bloxlink, Rotector, or any real government, court or police agency.
This policy covers:
- auth.stateofmadison.com (sign in, consent and account settings)
- patrol.stateofmadison.com (patrol hours and department reports)
- courts.stateofmadison.com (roleplay court system)
- records.stateofmadison.com (roleplay records lookup)
- mod.stateofmadison.com (moderation, appeals and reports)
- careers.stateofmadison.com and courses.stateofmadison.com (department hiring and training)
- cad.stateofmadison.com (dispatch)
- api.stateofmadison.com (the service the sites and the game talk to)
- The State of Madison experience on Roblox, where it sends information to the services above
Roblox Corporation's own Privacy and Cookie Policy covers your use of Roblox itself. Discord's privacy policy covers your use of Discord.
Information we collect
From you, when you sign in to our websites
| Information | Where it comes from | Why |
|---|---|---|
| Discord user ID, username and profile picture | Discord, when you sign in with Discord (we only request the identify permission) | To sign you in and show who you are |
| Roblox user ID and username | Bloxlink, using your Discord ID, then Roblox's public user service | To match your website account to your game account |
| Roblox group memberships and ranks for State of Madison departments | Roblox's public groups service | To decide which department and staff tools you can use |
| Your age range (under 13, 13 to 15, 16 or older) | You, on the consent screen or in game | To apply extra protections for younger players |
| Your consent choices and their history | You | To respect your choices and show we asked |
From the game, after you allow it
When you choose Allow on the in-game data prompt, State of Madison game servers send the following to our service, tied to your Roblox user ID and username:
- Roleplay records: arrests, citations, fines, charges, jail time, warrants and the officer who issued them.
- Roleplay property and licenses: vehicles and license plates, driver, commercial, fishing and medical licenses.
- Department activity: patrol start and end times, duration, department, notes, callsign and rank.
- Dispatch activity: 911 calls you place or handle, messages typed into the 911 system, unit status and in-game map position while you are on duty, and radio log entries.
- Career and training activity you start in game, such as job applications.
Moderation actions (warnings, kicks, mutes and bans) and player reports are recorded whether or not you allow data sharing, because we need them to keep the game safe and to let you appeal. See Moderation and appeals.
Things you create on our websites
- Court filings, documents and links you attach, and messages in court cases
- Appeals, appeal messages and player reports, including evidence links
- Job applications, resumes, interview notes and background check authorizations
- Course enrollments, quiz answers and certifications
Technical information
Our hosting provider, Cloudflare, processes your IP address and basic request details (such as browser type and the page requested) to deliver the sites, block abuse and enforce rate limits. We do not use these for profiling, and we do not look up your location from your IP address.
Information we do not collect
We do not collect your real name, email address, phone number, home address, payment information, precise location, contacts, or your Discord server list. Please do not put real-world personal information in roleplay filings, reports or applications. Our forms automatically remove email addresses and phone numbers from some fields.
How we use information
- To run the roleplay systems: records, courts, dispatch, patrol tracking, careers and training.
- To decide what you can access based on your department and staff roles.
- To keep the community safe: moderation, investigating reports, preventing abuse and enforcing our Terms of Use and Roblox's rules.
- To send you notices you have asked for, such as appeal decisions by Discord direct message.
- To keep records of your privacy choices and requests.
We do not use your information for advertising, we do not build behavioral profiles of you, and we do not combine our data with information about your activity in other Roblox experiences or other websites.
Your consent and choices
| Choice | Where | Default | What it does |
|---|---|---|---|
| Share game data with State of Madison websites | In-game prompt | Asked when you join | Allows game servers to send your roleplay records and activity to our service. If you decline, see In-game data. |
| Accept Terms and Privacy Policy | Before signing in to any website | Required to use the websites | Required each time these documents change in a meaningful way. |
| Make my records public | In game or account settings | Off | Lets anyone look up your roleplay records and see your name on public court cases. Not available under 13. |
| Discord voice channel sync | In game or account settings | Off | Moves you between Discord voice channels based on your in-game area. Not available under 13. |
| Discord direct messages | Account settings | On | Sends you notices about your own moderation actions, appeals and patrol logs. |
| Background and community safety check | When you apply for a department job | Required to apply | Lets the department review your records and run a Rotector safety lookup on your Roblox account. |
You can change any optional choice at any time in account settings, or by rejoining the game and opening the privacy prompt from the menu. Withdrawing consent does not affect processing that already happened.
Who can see your information
- You can see all of your own records, moderation history, appeals and reports.
- Authorized staff roles can see records needed for their role while using our tools: law enforcement and dispatch departments, the Public Defender's Office, court staff (judges, clerks and counsel) and Moderation. Department leaders can see patrol activity for their own department. Hiring staff can see applications to their own jobs.
- Game servers can read your records so in-game systems (such as the mobile data terminal and booking) work.
- The public can only see your records if you turn on public records. Public court case pages show non-sealed cases, but replace the names of people who have not made their records public with "Private party".
- Moderation reports are only visible to Moderation. The person you report is not told who reported them.
Staff access is logged, and staff who misuse access lose it and face moderation action.
Service providers and other parties
We use a small number of outside services. Each receives only what it needs.
| Service | What they receive | Why |
|---|---|---|
| Cloudflare | All data we store, and request details | Hosting, database, caching and security for our sites and service |
| Discord | Your Discord ID when you sign in; message content when we send you a direct message; your Discord ID and in-game area if you turn on voice sync | Sign in, notices you have chosen, optional voice sync |
| Bloxlink | Your Discord ID, the first time you sign in | To find the Roblox account you linked to Discord |
| Roblox | Your Roblox user ID or username | To look up your username and State of Madison group ranks |
| Rotector | Your Roblox user ID | Community safety screening when you apply to a department, and when Moderation investigates a safety concern |
Staff notification messages we post in our Discord server contain only a reference number and a link to our moderation tools, not your records or reports.
We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined in the California Consumer Privacy Act. We have not done so in the past 12 months.
We may disclose information if required by law, to respond to a valid request from Roblox Corporation about a safety matter, or to protect the safety of a person.
Children and teens
Roblox is used by people of all ages, so we treat age seriously.
- We ask for an age range, not a birth date. The question does not suggest an answer and choosing a younger range does not lock you out of the game.
- Players under 13 cannot make records public, cannot use Discord voice sync, and are not included in optional outside services. Their records are only visible to themselves and authorized staff.
- Players 13 to 15 must opt in themselves before any optional feature is turned on. Nothing is turned on by default.
- We do not sell or share the personal information of anyone, of any age.
- A parent or guardian can ask us to review or delete their child's information. See Your privacy choices.
How long we keep information
| Information | How long |
|---|---|
| Website account (Discord and Roblox IDs, roles) | Until you ask us to delete it, or we close the service |
| Roleplay records, vehicles and licenses | While the State of Madison experience operates, unless expunged through the in-game courts or removed after a request |
| Moderation history | The most recent 200 entries per account, for as long as needed to keep the community safe. Overturned actions stay visible to you and Moderation, marked as overturned. |
| Appeals and player reports | As long as the related moderation history is kept |
| Patrol logs and department reports | As long as the department needs them for activity review |
| Live dispatch data | Cleared when calls are cleared or the server shuts down; archived calls and logs are kept for dispatch review |
| Rotector screening results | No more than 24 hours |
| Discord voice sync link | No more than 24 hours after you leave a server, and removed as soon as you turn it off |
| Consent records and privacy requests | As long as needed to show we respected your choices |
| Cloudflare request logs | A few days |
Your rights
Wherever you live, you can:
- Know and access what we hold about you, and get a copy in a portable format.
- Correct information that is wrong. Roleplay records can also be challenged through the in-game courts.
- Delete your information, subject to the exceptions below.
- Withdraw consent or change your choices at any time.
- Opt out of sale or sharing. We do not sell or share, so there is nothing to opt out of, but you can still record the request.
- Not be treated differently for using these rights. Declining optional features never affects your access to the game or the websites.
California residents have these rights under the California Consumer Privacy Act, as amended. People in the European Economic Area, United Kingdom and Switzerland also have the right to object to processing, to restrict processing and to complain to their local data protection authority.
Exceptions: we may keep moderation history, active warrants, court filings that affect other people, and information needed to prevent abuse or ban evasion, where we need it for safety, security or legal reasons. We will tell you what we kept and why, and we make anything we keep private.
How to make a request. We will respond within 45 days.
Legal bases (EEA, UK and Switzerland)
- Consent for sending game data to our websites, public records, Discord features and safety screening.
- Performance of our terms for running your account and the roleplay systems you choose to use.
- Legitimate interests in keeping the community safe, moderating, and securing our service.
Our service is hosted by Cloudflare, which may process data in the United States and other countries using appropriate safeguards.
Security
Sign-in sessions use secure, HTTP-only cookies that scripts cannot read. Connections are encrypted. Game servers use a secret key to talk to our service. Staff tools check your role on every request. No system is perfectly secure; if we learn of a breach that affects you, we will tell you as required by law.
Roblox platform rules
We follow Roblox's Terms of Use, Community Standards and Creator Third-Party App Policy. We only identify players by their Roblox user ID, we do not track players across other experiences, and we do not expose one player's data to another player without that player's choice.
Changes to this policy
When we make a meaningful change, we update the version number at the top of this page and ask you to accept the new version the next time you sign in or join the game. Minor wording fixes may not change the version.
Contact
For privacy questions or requests, use the account and privacy settings page, or open a support ticket in the State of Madison Discord server and choose "Privacy request".