Privacy Policy

1. Summary

TubeCraft SMP is primarily a community Minecraft SMP website for administrator-managed content such as creators, seasons, videos, gallery items, updates, and community information.

The Site may also include optional account features, application tracking, internal applications, external application links, email notifications, admin tools, and visitor/security logging.

We do not sell personal data and we do not use advertising trackers.

2. Who Operates the Site

The website is hosted by Hamster Systems on servers physically located in Falkenstein, Germany. The website was created in the United Kingdom by Charley Q at Hamster Systems.

The main development and management team operates from England, United Kingdom.

3. Account Data

If account registration is enabled, we may collect and store account information such as:

• Username
• Display name
• Email address
• Password hash
• Account creation date
• Login/session information

Passwords are not stored in plain text. They are stored as password hashes.

4. Application Data

Applications may be closed, handled internally through the built-in application system, or handled externally using a third-party form or link selected by the SMP team.

If the built-in application system is enabled, the application form is configurable. This means the questions, sections, required fields, and form content may change over time.

Depending on the questions configured by the SMP team, application submissions may include:

• Minecraft usernames
• Discord usernames
• Email addresses or contact details
• Country, timezone, or age information
• Channel links or social media links
• Subscriber/follower counts
• Application answers and written responses
• Application status, review notes, and admin notes

If applications are handled externally, information submitted through that external service is handled according to that third-party platform’s own privacy policy and terms.

5. Admin-Managed Content

The Site stores administrator-managed content, including:

• Creator profiles
• Video links and embeds
• Logos, banners, and images
• Season and server details
• Gallery items
• FAQ entries, rules, changelogs, and other site content

Some of this content may include public creator names, usernames, profile images, social links, or content links where provided or approved for display.

6. Email Notifications

The Site may send emails for account-related actions, application confirmations, application updates, admin actions, or other system notifications.

Email delivery may be handled through SMTP or another configured mail provider. Email providers may process sender, recipient, subject, and message content in order to deliver emails.

7. Discord Webhooks and Notifications

The Site may send limited administrative notifications to Discord webhooks, such as new application alerts, application status updates, content updates, or admin activity notices.

These notifications are intended for staff review and operational awareness. We aim to avoid sending unnecessary personal information through Discord webhooks.

8. Visitor Analytics and Technical Logs

Like most websites, the web server and admin systems may generate technical logs for security, reliability, diagnostics, performance, and abuse-prevention purposes.

These logs may include:

• IP addresses and request metadata
• Browser or device information
• Pages requested
• Error and crash logs
• Security and abuse-prevention logs
• Basic server performance logs
• Admin audit logs

These logs are used for operational, security, and reliability purposes. They are not used for advertising or behavioural profiling.

9. Cookies and Sessions

The Site may use cookies or similar session storage where required for login sessions, admin sessions, account features, security, and basic website functionality.

We do not intentionally use advertising cookies or tracking cookies for behavioural advertising.

10. Third-Party Services

The website may link to, embed, or integrate with third-party services, including:

• YouTube or other video platforms
• Discord
• Twitch or other creator platforms
• Google Forms or other external application forms
• Email providers
• Analytics or security tools

These services may collect information under their own terms and privacy policies. We do not control how third parties collect or use data.

11. How Data Is Used

Data may be used to:

• Provide website functionality
• Allow users to create accounts and log in
• Receive, review, and manage applications
• Display creator and community content
• Send account or application-related emails
• Notify staff of relevant application or admin events
• Maintain website security
• Investigate errors, abuse, or misuse
• Improve site reliability and operation

12. Who Can Access Data

Access to stored data is limited to authorised staff and administrators with appropriate permissions. Admin accounts may have different levels of access depending on role and permissions.

Hosting and technical maintenance may be handled by Hamster Systems where required to operate, secure, maintain, or troubleshoot the Site.

13. Data Retention

Data may be kept for as long as needed to operate the Site, manage the community, review applications, maintain security records, or comply with legal or operational requirements.

Application data may be retained so staff can review past submissions, prevent abuse, and maintain recruitment history.

14. Security

Reasonable technical and organisational measures are used to protect the Site and stored data. However, no online system can be guaranteed to be completely secure.

Users are responsible for keeping their account credentials secure.

15. Your Rights and Requests

You may contact us to ask about personal information connected to your account or application, request correction of inaccurate information, or request deletion where appropriate.

Some information may need to be retained where necessary for security, abuse prevention, record keeping, or legitimate community management purposes.

16. Children and Age Requirements

Public browsing of the Site is not intended to collect personal information from children. Application eligibility requirements, including any minimum age requirement, are shown on the Apply page or within the selected application process.

17. Updates to This Policy

This Privacy Policy may be updated to reflect changes to the Site, account system, applications, admin tools, hosting, or legal requirements.

Continued use of the Site means you accept the latest version of this Privacy Policy.

18. Contact

For privacy questions or concerns, contact the team at CharleyQ@hamster-sys.com.