Why we link identities

Our Discord server is a community space for eligible students and other people approved by theatre staff. Linking proves that one website account controls one Discord identity. We use that link to decide community access, apply the server nickname policy, recover mistakes, and send the notifications described below.

We do not use ticket spending, payment status or attendance to decide automatic access. A confirmed registration in one of our eight-session workshops can qualify automatically. Other community members can request a private staff review.

Server real-name policy

Approved members receive an explicit server nickname matching the first and last name on their website account. We manage only the nickname in our server—not your global Discord username or display name—and we preserve unrelated server roles.

If you change an enforced nickname, the bot restores the approved name and explains the correction privately. Repeated corrections or a technical failure can alert staff. If your real name does not fit Discord's nickname constraints, you can propose a shortened real-name form for exact staff approval. Protected administrators may require a visible, monitored hierarchy exception.

Data we use and store

Discord provides your user ID, username and current avatar identifier during linking. We store the identity link, approved nickname, observed guild membership and current roles, access evidence and decisions, delivery status, and an audit history needed to operate and recover the integration.

We do not request or store your Discord email, password, OAuth access or refresh tokens, message content, reactions, voice activity, presence, or incoming direct messages. Bot tokens, OAuth secrets and machine credentials live only in deployment secret stores.

Retention and account deletion

• Identity, access, revocation, approved-name exception and configuration decisions remain for the website-account lifetime unless an erasure request applies.
• Routine synchronization, delivery and nickname-correction history is kept for one year.
• Bot-authored routine audit-channel messages are deleted after 90 days.
• An unlinked member who leaves and has no grandfathering or revocation has observed name, nickname, avatar and suggestions removed after 30 days.

Permanent website-account deletion removes the Discord link, stops nickname enforcement, removes account-dependent access, queues verified-role removal when possible, and redacts identifying audit details while preserving a minimal operational record.

Staff review and administrative overrides

Staff can approve or deny a manual access request, revoke or restore access, approve a safe nickname, and correct a mistaken identity link after offline verification. Destructive actions require an internal reason and explicit confirmation. Internal deliberation and collision details are not shown to members.

Existing members present at production cutover may retain grandfathered access while they link gradually. Migration has no deadline. A deliberate revocation remains authoritative until staff restore access.

Notifications and future communications

We send website security email after identity links and administrative corrections. Discord may send a private bot message after an administrative link, nickname correction, approved-name change or revocation. Blocking bot DMs does not change access enforcement. Operational alerts omit website email, workshop details, internal reasons and message content.

The identity link is currently used for community identity, access, nickname enforcement, recovery and these disclosed notifications. If we later use Discord for theatre show, workshop or community announcements, we will disclose that purpose before enabling it. We will not silently expand Discord OAuth permissions or repurpose linking data.

Questions and support

If your identity is linked incorrectly, your account is unavailable, you need a safe-name review, or you have a privacy or community-access question, please contact The Improv Conspiracy.