Privacy Policy

This policy explains what information the GVRPJ Wisconsin Department of Transportation (“DOT”, “WisDOT”, “we”, “us”) member hub collects and how it’s used. The short version: the public pages have no accounts, no analytics and no cookies, and never ask you for personal information. The members-only CAD at /cad/ uses Discord login and keeps the department records described below. Everything else you share with DOT goes through Google Forms and Discord, and their privacy policies apply.

Information we collect

• Forms you submit. The DOT application and the certification exams are Google Forms. What you enter, such as your Discord or Roblox username and your answers, is collected by Google and shared with DOT staff. Shifts are tracked in the CAD (see below).
• Discord. Tickets, LOA requests, DOT bills and other department activity happen in Discord and through Discord bots. That information is covered by Discord’s privacy policy and the bots’ own policies, not by this website.
• Emails you send us. If you email [email protected], we receive your email address and whatever you include in your message.
• No analytics. We don’t use analytics or advertising trackers on this site.
• Hosting logs. Like most websites, our hosting provider may automatically log basic technical information, such as your IP address, browser type and the pages requested, to keep the site running and secure.

The CAD

The CAD is for department members only. When you use it:

• Discord login. You sign in with Discord using only its “identify” permission. We receive your Discord user ID, username and avatar, but never your email, servers or messages. Your session lasts up to 12 hours in one secure sign-in cookie, and we store only a scrambled fingerprint (hash) of it.
• Roster and personnel file. The CAD stores your callsign, Roblox username, rank, status, certifications and linked Discord account. Staff also keep a personnel file on each member: promotions and demotions, strikes, suspensions, termination and reinstatement, and staff notes, each with a reason, who recorded it and when. Only Supervisors and Administration can see personnel files. If you’re terminated, your file is kept so it can be reviewed or restored if you’re reinstated.
• Shifts and statuses. The CAD records when you start and end shifts, what you were online as (tow truck, taxi and so on), the session host and DOT bills you enter, the statuses and notes you set, and your monthly hours. Everyone signed in can see who is on shift right now, their current status and note, and each member’s hours for the month. Supervisors and Administration can also see everyone’s individual shift history. Supervisors’ logged exams and ride-alongs record the Roblox username of the member they were for.
• Audit log. Staff actions are logged with who made them and when. These include roster edits, login changes and shifts ended or deleted by staff.

What stays on your device

Some features work entirely in your browser and send nothing to us:

• The Free Weekend countdown and quota reminders are worked out from your device’s clock.
• The quick lookup and search boxes filter lists that are already on the page.
• Copy buttons put text on your clipboard only when you click them.
• Your theme choice (Light, Dark or Match device) is saved in your browser’s local storage so the site remembers it.

How we use information

DOT staff use form responses and CAD records to review applications, grade exams, track activity and quota, and handle promotions, medals and paychecks. We use emails to reply to you, and technical information to keep the site working. We don’t sell your information, and we don’t use it for advertising.

Cookies and third-party content

The public pages don’t set cookies. The CAD sets one sign-in cookie, plus a short-lived one while you log in with Discord. Both are needed for signing in and aren’t used for tracking. When pages load, your browser fetches fonts from Google Fonts and icons and animation code from jsDelivr, which means those services receive your IP address. You can block or clear cookies in your browser settings.

Third-party services

We rely on these services, each with its own privacy policy: Google (Forms, Sheets, Drive and Fonts), Discord, Cloudflare (hosting and the CAD’s database), YouTube, Roblox and jsDelivr. When you follow a link to one of them, you leave our site and their policy applies.

How long we keep information

Form responses and database records are kept for as long as they’re needed to run the department, such as for monthly quota, promotions and record-keeping. CAD roster, shift, exam, ride-along and audit records are kept the same way. Emails are kept as long as needed to handle your request. You can ask us to delete your information at any time, but records needed to enforce department rules (such as blacklists) may be kept.

Children

DOT requires members to be 13 or older. We don’t knowingly collect personal information from children under 13. If you believe a child under 13 has sent us information, email [email protected] and we’ll delete it.

Your choices

You can ask to see, correct or delete the information you’ve sent us through our forms, by email or in the CAD. Open a ticket in #ticket-central or email [email protected] with your Discord username so we can find it. Information held by Discord, Roblox or Google is managed through those services.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

Contact

Privacy questions or requests? Open a ticket in #ticket-central or email [email protected].

See also our Terms of Service.