Privacy Policy

Avex CAD ("Avex", "we", "us") is a Community Aided Dispatch website for Roblox roleplay communities playing Emergency Response: Liberty County (ER:LC). It is run by the Avex team (the "Core Team") for the Oklahoma Roleplay community. Avex is a hobby project in beta, not a company, and it is not a real emergency service.

This policy explains what information Avex collects when you use the website at avexcad.xyz, why we collect it, who it is shared with, how long we keep it, and the choices you have.

From Discord, when you sign in. We use Discord sign-in with the identify permission only. We receive your Discord user ID, username, display name and avatar. We never see your email address, password, messages or friends list.

From the community's Discord servers. Our Discord bot checks that you are a member of the Oklahoma Roleplay server and reads your roles there, in the Avex server, and in each department's own server (OHP, OKCPD, OCSO, Game Warden, fire, DOT, dispatch and the Judicial Center). Roles decide what you can access, such as Core Team tools, department MDTs, rank rosters and name badges. Rosters show your Discord name and avatar. In department servers the bot also reads your nickname, so it can keep your roster callsign at the start of it. We re-check membership when you sign in and about every five minutes while you use the site.

Your Roblox account. When you link Roblox we store your Roblox user ID, username, display name and avatar image link. We get these either from Melonly (the Roblox account you already verified with Melonly's Discord bot) or, once available, from Roblox's own sign-in using only the openid and profile permissions. We never receive your Roblox password or Robux.

From the ER:LC game server. When the community's ER:LC server is connected, we read its server data: who is in game (Roblox name and ID), their team and callsign, their in-game location (postal, street and map position), join and leave times, the vehicles civilians spawn (plate, model, color and who spawned it, kept only while the car is in game) and the kill log. We use this for the live map and unit locations (law enforcement only), callsigns, plate lookups, "officer down" alerts, warrant alerts when someone with an active warrant joins, clocking off units who left the server, clock-in jobs and the daily playtime reward.

Roblox usernames in BOLOs. Officers can put out a BOLO on any Roblox username, even someone who doesn't use Avex. We then look up that account's public Roblox user ID with Roblox and store it with the BOLO.

What you enter on Avex. Your roleplay characters (fictional name, date of birth, appearance, occupation, badge number), vehicles, licenses and test results, in-game wallet balances and transactions, businesses, 911 calls, and things officers file in the MDT (calls, notes, citations, arrests, warrants, BOLOs, patient care reports, incidents, impounds, road closures and K9 deployments). It also includes duty shifts, roster duties, department wallet activity, mail, court cases and lawsuits, rented homes, business jobs and clock-in shifts, payments over $5,000 waiting for approval (and who approved or denied them), complaints to the Department of Labor, and bug reports you send us. Actions by Commerce, Labor and DMV staff are logged with their name.

Support tickets and Discord commands. If you open an Avex Assistance ticket, we keep the ticket (your inquiry, who handled it, the closure reason) and its channel's messages become a transcript. Transcripts are hosted by CookieAPI, posted in the staff transcripts channel and sent to you by Discord direct message. Commands like /myrecords only show their answer to the person who ran them.

Activity log. To keep Avex fair and secure, the Core Team keeps a log of important actions on the site (for example sign-ins, payments over $500, business and department changes, and staff tools). Each entry has who did it, what they did, and your IP address. IP addresses are never shown on the site, and the log is deleted after 7 days.

Technical information. A sign-in cookie and a few preference cookies (see section 5). Our server and Cloudflare, which carries traffic to our server, process your IP address and basic request details (such as the page requested and the time) to deliver the site and protect it from abuse.

We do not use advertising, analytics or tracking tools, and we do not collect payment details. Avex sells nothing for real money today.

• To sign you in, keep you signed in, and confirm you are a member of the community Discord server.
• To show your Discord and Roblox name and avatar on your profile, ID card, rosters and reports.
• To run roleplay features: characters, licenses, vehicles, wallets, businesses, housing, the shop, 911 calls, the MDT and the state agencies (Commerce, Labor, DMV).
• To give access and badges based on your Discord roles, and to assign roster ranks and callsigns.
• To track duty time, weekly quotas and weekly department pay, clock-in jobs, and playtime for the daily reward.
• To keep your roster callsign at the start of your nickname in department Discord servers.
• To deliver bug reports and support tickets to the team and send you updates about them by Discord direct message.
• To keep Avex secure, prevent cheating and abuse, and fix problems.

Other players. Avex is a shared roleplay tool. Other signed-in members can see roleplay information such as character names and ID cards, business pages, and roster entries (Discord name, avatar, rank and callsign). Law enforcement, fire and DOT members can see records, reports, vehicles, licenses, medical history and locations of characters in the MDT, as part of roleplay.

The Core Team and department leadership. They can see what they need to run the community, such as businesses, department wallets, shifts, supervisor actions and bug reports.

Service providers. We only share what is needed to run Avex with: Discord (sign-in, server membership, our bot and bug report messages), Roblox (account linking and avatars), Melonly (looking up your verified Roblox account by your Discord ID), ER:LC / Police Roleplay Community (game server data), CookieAPI (hosting support ticket transcripts), Cloudflare (domain and secure connection to our server) and our server host (the private server in the United States that runs Avex and stores its database and backups). Each handles data under its own privacy policy.

We do not sell, rent or trade your information, and we do not share it for advertising. We may disclose information if we are required to by law, or to protect players, the community or Avex from serious harm.

Avex only uses cookies and storage that the site needs to work:

• nyxeo_session: keeps you signed in for up to 30 days. We store only a scrambled (hashed) copy of it on our server.
• nyxeo_oauth_state and nyxeo_oauth_verifier: short-lived, used only during Discord or Roblox sign-in to keep it secure.
• avex_theme: remembers light or dark mode.
• avex_mdt_department: remembers which department you picked for the MDT.
• avex_tz: your time zone, so times show in your own time.
• avex_splash_seen: remembers that the intro animation already played this session.
• avex_staff and avex_pass: only for staff preview or temporary access links.
• Storage in your browser: which alerts and announcements you have already seen or dismissed, and the officer checklist ticks.

None of these are used for tracking or advertising. Blocking them will stop sign-in from working.

• Sign-in sessions end after 30 days, when you sign out, or when you leave the Oklahoma Roleplay Discord server.
• Your account, characters and their roleplay data are kept while you use Avex, until you ask us to delete them, or until a data reset.
• Personal wallet history keeps only your 6 most recent transactions; older ones are deleted automatically.
• The activity log (with IP addresses) is deleted after 7 days.
• Game vehicles seen in the ER:LC server are deleted as soon as they leave the game.
• Business, department wallet, roster and MDT history is kept for the community's records until it is reset or no longer needed.
• Avex is in beta and the Core Team may reset game data (such as shifts, reports and balances) at any time. Copies of the database are kept as backups before big changes and are deleted over time.

Traffic to Avex is encrypted (HTTPS). Sign-in tokens are stored only in hashed form, secrets are kept out of the website code, and every action on the site checks who you are and what you are allowed to do. No system is perfectly secure, though, so please do not put real personal information (like your real name, address or phone number) into characters, reports or bug reports.

• You can edit your characters at any time and sign out from the top bar.
• You can ask the Core Team for a copy of the information Avex holds about you, or to correct it.
• You can ask us to delete your account. We will remove your account, linked accounts, characters and their data. Roleplay records other players created may be removed with your character.
• You can disconnect Avex from your Discord account in Discord (User Settings → Authorized Apps). Leaving the community Discord server also signs you out of Avex.

Depending on where you live, you may have extra rights under local privacy laws. Contact us and we will help.

You must be at least 13 years old (or the minimum age to use Discord where you live) to use Avex, and if you are under 18 a parent or guardian must agree to our Terms for you. We do not knowingly collect information from anyone younger than 13. If you believe a child under that age is using Avex, contact the Core Team and we will remove the account.

We may update this policy as Avex changes. The date at the top shows the latest version, and big changes will be announced in the community Discord server. Using Avex after an update means you accept the new version.

Questions or requests? Message the Core Team in the community Discord server, or use the Bug Report page on Avex (choose a type that fits and say it is a privacy request).