Privacy Policy

1. Who operates this panel

FIVE CITY operates this candidate panel and can be contacted at contact@five.city. This policy covers the additional application forms, access list, private review panel, attachments and exports.

Discord operates independently. Its own processing is explained in the Discord Privacy Policy.

2. Information we process

• Account and access: Discord User ID, display name or username, avatar URL where available, server membership, assigned application positions and whether access is active.
• Applications: draft and submitted answers about current and previous administration work, project names and dates, your views and qualities, and the screenshots you choose to upload.
• Record details: application and file identifiers, original filenames, file types and sizes, form version, draft revision, website language and saving/submission times.
• Sign-in security: encrypted Discord access tokens, server-side sessions, temporary sign-in state and protection against forged requests.
• Support: messages you send to our contact email and the information necessary to handle them.

Applications are linked to Discord IDs and are not anonymous. Discord authorization requests the scopes identify and guilds.members.read. We do not request your Discord password, email address, messages or contact list. Please avoid unnecessary personal details in answers and screenshots.

3. How the information is used

We use this information to authenticate you, verify membership and assigned access, save and restore drafts, receive one final application per position, review your experience and answers, protect the service and respond to support or privacy requests.

Only you and authorized FIVE CITY team members can view your application through the panel. The team may export submitted answers, Discord IDs, record details and images for further review. No automatic acceptance or rejection is performed by the panel. Your materials are not published by this service, sold or used for advertising.

4. Cookies, storage and access

The panel uses separate sign-in and temporary OAuth cookies for this application. Sessions expire within 24 hours or earlier if the Discord authorization expires. Functional browser storage remembers your website language and may temporarily preserve unfinished changes for the same account and position.

Drafts and submitted answers are stored in the panel’s database. Images are kept in private storage outside the public website directory. Image requests and administrative functions require server-side access checks. Neither filenames nor a direct file URL grant access.

There are no advertising cookies or third-party analytics scripts in this panel. Clearing browser storage does not delete a server-side draft or submitted application. Network and security logs may be processed by the infrastructure operating the site; the application database does not collect IP addresses for candidate evaluation.

5. Services and team exports

Discord receives the authorization and membership requests needed for sign-in. Hosting, storage and email providers may process data as needed to operate the service or handle correspondence. Authorized FIVE CITY reviewers can download CSV and ZIP exports containing submitted application data and screenshots.

Access is limited to operating and reviewing applications, handling requests, and any disclosures required by applicable law. Contact us for information about the hosting arrangements and storage locations used for a public deployment.

6. Retention and backups

Drafts, applications, access entries and screenshots do not have an automatic expiry in this version. FIVE CITY is responsible for reviewing and removing information when it is no longer needed for the application process or when an applicable deletion request requires it.

Removing a screenshot from a draft makes it unavailable through the panel, but a residual file may remain in private storage until the team performs maintenance. Database backups include only files referenced by their database snapshot. Separate exports and older backups may still hold information removed from the live panel and must be considered when handling deletion requests.

Signing out removes the current server-side session. Expired sessions and temporary sign-in state are cleaned up during subsequent session or sign-in checks. Backups may contain encrypted session information from the time they were made.

7. Your choices and requests

Participation is optional. Without a Discord account, verified membership and assigned access, you cannot submit an application. You may stop filling in a form, sign out, or revoke the application’s Discord authorization. These actions do not automatically erase saved data.

Depending on applicable law, you may have rights concerning access, correction, deletion, portability, objection or restriction of processing. Contact contact@five.city with your request and Discord User ID so the team can locate the relevant records. We may need to verify that you control the account. Do not send your password or access token.

The team handles personal-data requests separately from the questionnaire’s final-submission rule. There is no self-service deletion or post-submission editing button. If applicable, you may also contact your data protection authority.

8. Policy updates

This page will be updated when the panel’s handling of information changes. The date above identifies the current version. Questions can be sent to contact@five.city.