Project West MidlandsForce Management System

Project West Midlands

Privacy Policy

Last updated 8 November 2026

What information the FMS collects, why, who can see it, how long it's kept and your rights.

1. Who we are

Project West Midlands ("we", "us") is a fan-run roleplay community. We run this website and the Force Management System (FMS). We decide how the personal information described here is used, which makes us the controller of it under UK data protection law (the UK GDPR and the Data Protection Act 2018).

To contact us about your information, open a ticket in our Discord server (or message a member of the Foundership or Management team).

2. What we collect

When you sign in with Discord

We ask Discord for permission to see your profile and your membership of our server (the "identify" and "guilds.members.read" permissions). That gives us your Discord user ID, username and display name, avatar, and your nickname and roles in our server. We use your roles to decide what you can open. We don't get your email address, password or messages.

When you link Roblox

Your Roblox user ID, username and avatar picture, through Roblox sign-in or a code you put on your profile.

From the ER:LC game server

While you're on our ER:LC server, the game's official API tells us your in-game name, team, callsign, position on the map, the vehicles in use and their plates, and in-game 999 calls. We use this for the live map, ANPR and to check you're in game while on duty.

What you put in

Roleplay information you create, such as characters, vehicles, licences, bank activity, reports, incidents, forms, internal emails, applications, complaints, leave requests (dates and a reason), activity logs and uploaded pictures. Crimestoppers tips are stored without your name.

What the FMS records as you use it

  • Duty shifts: when you booked on and off, your callsign, and your hours and activity.
  • Where on-duty units went in game, for the map history.
  • An audit log of important actions (for example changing records, custody, seizures and settings) and who did them.
  • Staff records: ranks, promotions, warnings and other conduct decisions.

Technical information

A sign-in cookie (see our Cookie Policy). Our web server may also briefly log your IP address and browser details to keep the site secure and fix problems.

Please don't put real personal information (your real address, phone number, school and so on) into roleplay records. They're meant to be fictional.

3. Why we use it

What forLegal reason
Signing you in and giving you the right accessOur legitimate interests in running a working, safe roleplay community that you've chosen to join. We only use what we need, and you can ask us to stop (see Your rights).
Running the FMS: MDT, control room, live map, civilian panel, intranet
Duty hours, activity, applications, training and promotions
Moderation, handling complaints and keeping the community safe
Security, backups and fixing problems

We don't sell your information, use it for advertising, or make automatic decisions that significantly affect you.

4. Who can see it

  • Other members see what the FMS shows them for their role. For example, police roleplayers can look up characters on the PNC, and everyone on duty can see who else is on duty and where they are in game.
  • Staff (management and admins) can see more, such as staff records, complaints, applications and the audit log, so they can run the community.
  • Discord: some events (for example shift reports, arrests, panic alarms and news) can be posted to channels in our Discord server.
  • Discord, Roblox and the ER:LC API receive requests from our server when you sign in or play.
  • Our hosting provider stores the server the FMS runs on.
  • Google Fonts and cdnjs (Cloudflare) supply the site's fonts and icons, so your browser contacts them and they receive your IP address.

Discord, Roblox, Google and Cloudflare are based in the USA and handle information under their own privacy policies. We'll also share information if the law requires it.

5. How long we keep it

InformationKept for
Sign-in session12 hours, or until you log out
Where on-duty units went (map history)About 7 days
Closed incidents48 hours after closing
Audit log180 days
Backups of the whole databaseThe newest 14 (about two weeks)
Your account, characters, shifts and other recordsWhile you're a member. When you leave or ask us to, we delete or anonymise it, except staff records we need to keep the community safe (for example a ban).

6. Your rights

Under UK data protection law you can ask us to:

  • give you a copy of the personal information we hold about you;
  • correct anything that's wrong;
  • delete your information;
  • stop or limit how we use it, or object to us using it;
  • give it to you in a format you can move elsewhere.

To ask, open a ticket in our Discord server (or message a member of the Foundership or Management team). We'll reply within one month. We may need to check it's really you first.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to sort it out first.

7. Children

Many members are teenagers. You must be old enough to use Discord and Roblox (13 in the UK) to use the FMS. We only collect what's needed to run the community, keep roleplay records fictional, and never ask for real-world details like your address or school. If you're a parent or guardian and have a concern, contact us.

8. Keeping it safe

The site uses HTTPS. Your sign-in cookie can't be read by scripts on the page. Access to information is limited by role, every important change is logged, and the database is backed up regularly. No system is completely secure, though, so please tell us straight away if you spot a problem.

9. Changes to this policy

We may update this policy. We'll change the "last updated" date and, for important changes, let members know in our Discord.