Privacy Policy

1. Introduction

This is the Privacy Policy for Fry n' Fly.

We respect the privacy of our community and staff. We do not sell your personal information, and we do not intentionally collect information that is unnecessary for the operation of Fry n' Fly. Please note that we are not an business but we are an independant online project / hobby.

Like most online services, we rely on third-party providers to host, secure, and operate our infrastructure. These providers may automatically process certain technical information when you use our services.

2. Information We Collect

A. Account Data

Depending on the services you use, we may process:

• Your Roblox username
• Your Discord username
• Your email address

B. Communication Data

If you contact Fry n' Fly through email, Discord, a support ticket, or another official communication channel, we will receive the information you choose to provide.

C. Technical Data

When you access Fry n' Fly websites and online services, our infrastructure providers may automatically process technical information required to deliver and secure those services. For example, Cloudflare may process your IP address and other technical connection information when accessing services protected by its network.

3. How We Use Your Information

We process information where necessary to:

• Operate Fry n' Fly and its services
• Respond to support requests and correspondence
• Process and review staff applications
• Manage our staff team
• Provide staff training through our Academy
• Maintain internal documents and organizational records
• Process and manage agreements where required
• Enforce our community and staff rules
• Prevent and investigate abuse
• Maintain the security and reliability of our services

We do not sell your personal information.

4. Cookies

Our Academy, hosted by MooDIY!, uses two cookies to provide its learning platform.

A. MoodleSession

The essential cookie is called MoodleSession. This cookie must be allowed to keep you logged in while moving between pages in the Academy. Without it, the platform cannot maintain your authenticated session.

The cookie is automatically deleted when you log out or close your web browser.

B. MoodleID

The second cookie is called MoodleID. This cookie is used for convenience and stores your login username in your web browser.

You can refuse or delete this cookie. The Academy will continue to work, but you will need to enter your username manually when signing in.

5. Infrastructure & Our Providers

We use third-party providers to operate Fry n' Fly and its services.

A. Cloudflare

We use Cloudflare for domain management, DNS, website delivery, and protection of our infrastructure against attacks, including DDoS attacks. Parts of our Infrastructure such as Ranking, the Discord Session Board and HTML Websites are also hosted by Cloudflare. Cloudflare may automatically process technical information, including your IP address, to deliver and secure our services.

B. Vercel

We use Vercel to host and deliver many websites and web applications. Certain technical information may be processed by Vercel as part of providing, delivering, and securing the hosting service. All our code is stored in an private GitHub Repository. GitHub does not get your data in any way. It's just the middle man in between of the code and Vercel.

C. Hyra

We use Hyra for staff management and operational services related to our Roblox community.

According to Hyra's data protection information, Hyra's infrastructure is hosted on Railway, which is powered by Google Cloud. Its database is hosted by Hetzner, its marketing website is hosted by Vercel, and Cloudflare is used for DDoS attack protection.

Hyra states that its data storage and compute locations are exclusively within the European Union or United Kingdom and that data is encrypted both at rest and during transmission. According to Hyra, encrypted backups are performed daily, retained for 30 days, and stored across three different locations.

D. Academy & MooDIY!

We use our Academy as our learning and staff training platform. The Academy is hosted by MooDIY!, which provides the hosting infrastructure used to operate the platform.

When you use the Academy, information necessary to provide your account, learning environment, training activities, and authenticated session may be processed through the platform and its hosting infrastructure.

E. Google Workspace

We use Google Workspace for internal documents, organizational information, and other administrative purposes.

All Fry n' Fly staff applications are processed and stored within our Google Workspace environment. We also use Google Workspace Essentials Starter to store and manage internal documents required for our operations.

Access to internal documents and staff application information is limited to staff members who require access to perform their responsibilities.

F. Mail

We use a custom Mail Server to provide and operate email services for Fry n' Fly. For all people interested in the services we use on our VPS. We use Docker Mailserver for incoming emails, users accounts and sending emails to the Resend API ; Resend for sending emails so our emails don't bounce and Roundcube for webmail.

Emails sent to or from a Fry n' Fly email address are processed through the mail infrastructure. This may include your email address, message contents, attachments, and other information associated with the email. Our VPS has our email server and webmail on it. We got our VPS from https://www.prepaid-hoster.de. Prepaid Hoster is using SYNLINQ for their hosting. SYNLINQ's data centers are located in Frankfurt, Germany which is also in the European Union so they are compliant with GDPR. Support Staff use a custom Discord Bot to respond to your email ticket, that means that your email adress and inquiry will be processed by Discord. Only appropriate staff have access to see your email ticket, this is managed via Discord Roles and Channel Permissions.

G. Discord

We use Discord as one of our primary platforms for community communication, staff communication, support, and other Fry n' Fly operations.

When you interact with Fry n' Fly through Discord, information such as your Discord username, Discord user ID, messages, and information you choose to provide may be processed through Discord's infrastructure.

H. Discord Support

All Fry n' Fly support tickets operated through Discord are handled using our custom bot.

When you open or participate in a support ticket, information associated with the ticket may be processed by our VPS Provider. This may include your Discord account information, messages, attachments, ticket metadata, and other information you voluntarily provide. All tickets are automatically transcripted to our internal systems. Staff members with appropriate permissions have access to these transcripts. This is automatically authenticated usin Discord's OAuth 2.0 Protocol. Some security measures are in place to protect leaking. These are automated measures such as blurring the page, automated watermarks and transcript opening logs.

I. Roblox

Fry n' Fly operates as a Roblox community and experience. When you interact with us through Roblox, certain information is processed directly by Roblox as part of providing its platform.

Fry n' Fly may use your Roblox username, user ID, and relevant account information where necessary to operate our experiences, manage our community, enforce our rules, or manage staff members.

J. DocuSeal Cloud

We occasionally use DocuSeal Cloud to electronically sign and manage agreements.

If you are asked to sign an agreement with Fry n' Fly through DocuSeal Cloud, information required to prepare, deliver, and sign the agreement may be processed through DocuSeal's infrastructure. This may include your name, email address, electronic signature, the contents of the agreement, and other information you provide during the signing process.

We only use DocuSeal Cloud where an agreement or document requires electronic signing.

6. Staff Applications

When you submit an application to become a Fry n' Fly staff member, we collect the information you choose to provide as part of that application.

All Fry n' Fly staff applications are processed and stored using our Google Workspace environment.

Application information is used to:

• Review your application
• Determine your suitability for the position
• Contact you regarding your application
• Manage the application process
• Maintain relevant administrative records

Access to applications is restricted to authorized staff members involved in the application or staff management process.

7. Data Sharing

We do not sell your personal information. Information may be processed by the third-party providers listed in this policy where necessary to operate our services.

We may also disclose information where required by applicable law or where reasonably necessary to protect Fry n' Fly, our staff, our community, or our services against serious abuse, fraud, or security threats.

8. Data Retention

We retain personal information for as long as reasonably necessary for the purpose for which it was collected. Different Fry n' Fly services may have different retention periods.

Information processed or stored by third-party providers may additionally be subject to the respective provider's retention and deletion practices.

Where Fry n' Fly controls the relevant information, you may contact us to request its deletion, subject to any legitimate operational, security, or legal reason requiring us to retain it.

9. Your Rights

Depending on the laws applicable to you, you may have rights regarding your personal information, including rights of access, correction, and deletion.

To exercise your applicable privacy rights, contact us at support@frynfly-restaurant.com.

We may need to verify that you are the person associated with the requested information before fulfilling certain requests. This helps prevent unauthorized access to someone else's information.

10. Staff Data

We hold certain information about current and former Fry n' Fly staff members where necessary to operate and protect our organization.

This may include:

• Roblox and Discord usernames
• Email addresses
• Staff ranks and roles
• Staff application information
• Training records
• Activity records
• Moderation or disciplinary records
• Agreements signed with Fry n' Fly

Staff information may be processed across services including Google Workspace, Hyra, Discord, our Academy, and DocuSeal Cloud, depending on its purpose.

When a staff member leaves Fry n' Fly, their access to internal services may be removed. Certain administrative, moderation, agreement, or security records may be retained where reasonably necessary.

11. Keeping Your Data Secure

We use established third-party infrastructure providers to help us protect and operate our services. Access to internal Fry n' Fly systems, staff applications, agreements, and organizational documents is restricted based on operational requirements.

Our providers maintain their own technical and organizational security measures. Where information is processed by a third-party provider, the security of that provider's underlying infrastructure is managed by that provider.

For example, Hyra states that information within its infrastructure is encrypted both at rest and during transmission, with encrypted daily backups retained for 30 days across three different locations.

While we take reasonable steps when selecting and configuring the services we use, no online service can guarantee absolute security.

12. Third-Party Services & Links

Fry n' Fly operates across and integrates with third-party platforms and services, including Cloudflare, Vercel, Hyra, MooDIY!, Google Workspace, Prepaid Hoster, Discord, Roblox, DocuSeal Cloud, YouTube, and other external services.

These services operate under their own respective privacy policies and terms. Fry n' Fly does not control the independent data processing practices of third-party services.

13. Changes to This Policy

We may update this Privacy Policy when our services, providers, infrastructure, or data practices change. The latest version will be published on this page, and the revision date at the top will be updated.

14. Contact Us

If you have questions about this Privacy Policy, want clarification about how your information is handled, or would like to exercise your applicable privacy rights, contact us at support@frynfly-restaurant.com.