Privacy

Version 1.3In force from 12 October 2026Website · Portal · Bot

The short version

We are a volunteer Roblox roleplay group, not a company and not the real Marechaussee.
We hold your game identity and service record: Roblox and Discord names, rank, patrols, discipline, leave. Nothing about your real life.
Discipline records and leave reasons are for staff and oversight only.
No tracking, no advertising, no selling, and the website keeps no visitor logs.
You can see, correct or delete your data. Just ask the Command Council.

The full text below is what counts. Every section starts with a one-line summary.

Who we are

In shortA volunteer Roblox roleplay group, not a company or a real government body.

The [NLD] Koninklijke Marechaussee (“KMar”, “we”) is a volunteer roleplay group in the Roblox community [NLD] Kingdom of the Netherlands. It is not affiliated with the Dutch government, the Ministry of Defence or the real Royal Netherlands Marechaussee.

The KMar Command Council decides how this website, the KMar Portal (nldkmar.com/portal) and the KMar_Utilities Discord bot are run, and is responsible for the information described here.

Questions or requests: Message a member of the Command Council on Discord.

What this notice covers

In shortThis website, the KMar Portal and our Discord bot.

This notice explains what information we hold about members of the KMar and visitors to nldkmar.com, where it comes from, why we have it, who can see it and how long we keep it.

Roblox, Discord, Google and other services we link to have their own privacy policies, which apply when you use them.

Visiting the website

In shortWe don’t track you. No analytics, no advertising, no visitor logs.

nldkmar.com uses no analytics, advertising or tracking cookies, and our server does not keep a log of visits.

The site is delivered through Cloudflare, which protects it against attacks and briefly processes your IP address to do so.

Some pages show content from other services:

The registration status tables are Google Sheets. When they load, Google receives your IP address.
Videos only load from YouTube (in its privacy-enhanced mode) once you press play.

What we hold about members

In shortYour game identity, rank, activity and the records that come with serving. Nothing about your real life.

If you are a member of the KMar, we hold the following. If you are not a member but file a report, we hold only the report and your portal sign-in. Oversight means read-only access for the group’s Ministry of Defence leadership; they cannot change anything.

Your Roblox identity and rank

Roblox username and user ID, your rank in the KMar group, when you joined, and whether you are still in the group.

From: The public member list of the KMar Roblox group.
Why: To keep the roster and rank history.
Who sees it: You, staff and oversight.
Kept: While you serve, then as part of the unit’s service history. You can ask us to delete it once you’ve left.

Your Discord identity

Discord user ID, username, server nickname and avatar, your roles in the KMar Discord server and when you joined it.

From: The KMar Discord server.
Why: To link your Discord to your Roblox account, work out your unit, and decide what you may see in the portal.
Who sees it: You, staff and oversight.
Kept: While you serve, then as part of the unit’s service history. You can ask us to delete it once you’ve left.

Patrol logs

The date and length of each patrol, its department, and any note you add.

From: You, when you log a patrol with our bot or one of the earlier patrol bots.
Why: Activity quotas, leaderboards and promotions.
Who sees it: You, staff and oversight. Totals can appear on leaderboards in the Discord server.
Kept: While you serve, then as part of the unit’s service history. You can ask us to delete it once you’ve left.

Discipline records

Warnings, strikes and other measures: the reason, any evidence links, dates, and notes written by staff.

From: Staff.
Why: To apply the group’s rules fairly and consistently.
Who sees it: Staff and oversight. You see the entries on your own record, but not internal staff notes.
Kept: On your record for as long as your service record is kept. Warnings and strikes stop counting once they expire under the group’s rules.

Leave of absence (LOA)

The dates of your leave and the reason you give.

From: You.
Why: To excuse you from activity and events while you are away.
Who sees it: You, staff and oversight. Nobody else sees the reason.
Kept: While you serve, then as part of the unit’s service history. You can ask us to delete it once you’ve left.

Events, recommendations, promotions, awards, BDU and requests

Event attendance, recommendations written about you, promotion decisions, awards, BDU authorisations, and requests you send through the portal.

From: You and staff.
Why: To run events, promotions and the other parts of the group.
Who sees it: You (for your own items), staff and oversight.
Kept: While you serve, then as part of the unit’s service history. You can ask us to delete it once you’ve left.

Reports to Internal Affairs and TCI tips

What you report: who it is about, when and where, what happened, evidence links, and the conversation with the investigators. Also your Discord ID and name, because reports are not anonymous.

From: You, when you file a report in the portal. Anyone with Discord can, member or not.
Why: To investigate misconduct and talk to you about it.
Who sees it: Only Internal Affairs. Not other staff, admins or oversight. Investigators reply as “Internal Affairs”; you are not told their names. The person you report is not shown your report.
Kept: While the case is open, then as part of the group’s disciplinary records. You can withdraw a report while it is open.

In-game arrests and records

Arrests in De Antillen as logged by SethPoliceBot: the arrested player’s Roblox name and ID, the arresting officer, the charges and the time. Also notes KMar officers write about a player’s in-game conduct, signed with the officer’s name.

From: SethPoliceBot’s arrest log in the KMar Discord server, and KMar officers (notes). This covers any player arrested in De Antillen, not only KMar members.
Why: Roleplay policing: officers look up a player’s record, and staff check applicants and count arrests per officer.
Who sees it: KMar members, in the portal. Not public.
Kept: Arrests while the group exists. Notes until the author or staff delete them. A player can ask us to remove notes about them.

Direct messages to our bot

If you send KMar_Utilities a direct message, the text, any attachments, your Discord name and ID, and your roster name if you have one.

From: You, when you DM the bot.
Why: The bot cannot answer messages itself, so a person reads them and replies if needed.
Who sees it: Only the portal developer, who receives your message as a forwarded DM. The bot tells you this when you write.
Kept: We keep no copy. The forwarded message stays in the developer’s Discord DMs until it is deleted there.

Portal sign-in

When you sign in: your Discord ID, name, avatar and roles, stored as a session. This includes people who sign in only to file a report.

From: Discord, when you choose to sign in.
Why: To keep you signed in and know what you may see.
Who sees it: Only the system.
Kept: 14 days, or until you sign out.

Activity record (audit log)

Who did what in the portal and when, for example who issued a strike or approved a promotion.

From: The portal, automatically.
Why: Accountability: so changes can be checked and mistakes undone.
Who sees it: Admins and oversight.
Kept: 12 months.

Discord messages

Our bot keeps a copy of messages posted in the KMar Discord server, which it uses for records such as patrol logs.

From: The KMar Discord server.
Why: To keep the group’s records complete.
Who sees it: Not shown in the portal. Only the system administrator.
Kept: While the group exists. When a message is deleted on Discord, its text and attachments are wiped from the copy.

We do not ask for or store your real name, email address, age, address, phone number, password or payment details. Please don’t put them in patrol notes, LOA reasons or requests.

Why we are allowed to

In shortRunning the group you chose to join is our legitimate interest.

We process this information because it is needed to run the KMar as a roleplay group: keeping a roster, recording activity, applying the rules and organising promotions and events. Under the EU General Data Protection Regulation (GDPR) this is a legitimate interest (Article 6(1)(f)).

We keep it limited to what that needs, keep the sensitive parts (discipline and LOA reasons) to staff, and never use it for anything else.

Cookies

In shortOnly what sign-in needs. No tracking cookies.

The portal sets two cookies, both strictly necessary, so no consent banner is needed:

kmar_oauth: a short-lived check while you sign in with Discord, deleted straight after.
kmarsid: keeps you signed in for up to 14 days.

The public website sets no cookies of its own. Embedded Google content may set Google’s own cookies.

Young members

In shortWe don’t ask your age, and we keep sensitive records to staff.

Many of our members are young. We don’t ask anyone’s age and hold nothing about your real life. Joining our Discord server requires you to meet Discord’s minimum age, and Roblox’s own rules apply in game.

A parent or guardian who has questions, or wants a child’s information removed, can contact us in the same way as anyone else.

Your rights

In shortYou can see, correct or delete your data, and object to how we use it.

You can ask us to:

see what we hold about you and get a copy;
correct anything that is wrong;
delete your information, or limit how we use it;
stop using it (object), when you have reasons based on your situation.

Much of it you can already see yourself on “My record” in the portal. For anything else: Message a member of the Command Council on Discord.

We will check that the request comes from your own Discord account and reply within one month. If you are still serving, some records (such as your rank and patrol logs) are needed to keep you in the group, so deleting them may mean leaving it. If someone was removed for serious misconduct, we may keep a short note for as long as needed to stop them rejoining.

If you are unhappy with how we handle your information, please tell us first. You can also complain to a data protection authority, for example the Dutch Autoriteit Persoonsgegevens or the authority in your own country.

Keeping it safe

In shortAccess is limited by rank and role, and every change is recorded.

Everything travels over HTTPS.
You can only sign in to the portal with Discord, and what you see depends on your roles in the KMar Discord server.
Discipline records and LOA reasons are visible only to staff and oversight. Oversight is read-only.
Reports to Internal Affairs are visible only to Internal Affairs.
Every change made in the portal is written to the audit log.
Database backups are made daily, kept for 7 days, then deleted automatically.

Changes to this notice

In shortIf it changes, the date at the top changes, and big changes are announced in Discord.

We update this notice when what we do changes. The version and date are shown at the top and in the contents. Significant changes are announced in the KMar Discord server.

Version 1.3, in force from 12 October 2026.