Scope

This policy explains how Food Army processes information through this website, the Projects application, calendar connections, private agreement signing, and Farmy the Bot in the Food Army Discord server.

Information we process

Food Army may process and store:

  • Discord account, server, role, channel, forum, and application identifiers;
  • Discord display names, usernames, avatars, server membership, and role assignments needed to show the right information and permissions;
  • Code of Conduct acceptance, volunteer roles, scoped authority, support-case participants and status, and limited operational audit metadata;
  • posts from declared Discord resource forums, including their text, tags, authorship, and update metadata, so authorized resources can be published on this website;
  • Projects information such as projects, boards, tasks, issues, subtasks, relationships, assignments, estimates, time records, schedules, calendar events, saved views, and pins;
  • calendar subscription records, hashed private-link tokens, saved filters, and timestamps needed to provide subscribed calendars; and
  • facility journey products, agreement revisions, recorded decisions and filings, inventory locations, ownership, appraisals, condition assessments, material movements, and their history; and
  • optional task evidence photos, their project and task references, uploader and upload time. Task photos are resized and re-encoded without original camera metadata, but their visible contents remain; and
  • facility contact details and proposed or signed agreement facts, generated agreement PDFs, original signed PDFs or signature-page photos, signer names and capacities, explicit consent, drawn signatures, signing and upload timestamps, uploader attestations, revision and file hashes, and signing-link scope and expiry. Ordinary documents remain external links; these agreement records are a limited exception.

Information we do not retain

Food Army does not store the Discord bot token in application data. Discord OAuth access tokens are used transiently to verify identity and server membership, then discarded. Private calendar links are shown when created and only a one-way hash of the secret token is stored. Anyone given a private link can read the calendar permitted by that link until it is revoked or the account loses access. The General calendar is public.

Private agreement links let a named external party read and sign one agreement revision without a Discord account and download its completed signed copy. Links expire, can be revoked, and depend on the issuer retaining authority. Only a hash of the signing secret is stored. Anyone given a link can act within its signer scope, so do not forward it. Signing secrets are removed from the address before requests and are not retained in service request logs.

The application does not copy ordinary Discord conversations outside declared resource forums. It does not retain private support transcripts, support-form message bodies, ordinary attachments, or unrelated Discord messages in its application database.

Optional browser notifications store a device subscription and its delivery keys linked to your account. Notifications cover direct task assignments and your blocked work becoming ready. The browser's push provider receives delivery metadata; the notification contains a generic work notice, not task titles, descriptions, facility contacts, or project records. Opening it still requires current Food Army access. You can turn notifications off from the account menu, and signing out disables this browser's subscription. Revoked delivery records are removed within seven days. Browser-local notification state contains the subscription binding and limited delivery identifiers, not a copy of your private project data.

How information is used

Information is used to operate Food Army community access, publish authorized resources, coordinate projects and volunteer work, provide calendars, support members, reconcile declared Discord structure, and diagnose or audit those operations.

The public homepage may show the combined number of established community and personal gardens and total recorded contributed hours. These totals do not publish garden names, locations, or individual time entries.

Food Army does not sell this information or use it for advertising.

Sharing and service providers

Information is transmitted through Discord when needed to operate the community and bot. Food Army services run on infrastructure operated for Tucson Community Online. Agreement copies are shared with their named parties and authorized Food Army personnel. An agreement's full contacts and signed terms are not public; ordinary project visibility alone does not grant access to every contact detail or agreement copy. Information is not otherwise shared except when required by law or explicitly directed by the affected person.

Retention

Project and resource information remains while it supports Food Army's work or publication. Code of Conduct acceptance, assignments, authority grants, mappings, calendar records, and limited audit metadata remain while needed to operate the service. Support-case participant and status records may be removed after the case closes.

Unused uploaded photos may be removed from the task. Photos referenced by recorded work remain project history, including after the task is deleted. Access follows the project, not a public image URL.

Executed agreements, original signed uploads, consent and signature records remain immutable history while needed for the partnership, organizational records, or applicable obligations. Updating an agreement preserves its earlier signed revision. Signed-page originals may contain visible details and original file metadata; avoid including unrelated personal information. Revoking a link prevents further access through it but cannot recall copies already downloaded.

Food Army may retain limited backups for recovery. Information may be removed when no longer necessary, when the service is retired, or after an applicable deletion request.

Access, correction, and deletion

To request access to, correction of, or deletion of information associated with you, including external agreement signers, email tucsonfoodarmy@gmail.com. Food Army may need to confirm the affected Discord account before acting.

Deleting Food Army application data does not automatically delete information stored independently by Discord or by a person's calendar application.

Security

Food Army uses restricted service identities, isolated persistent storage, Docker-managed secret delivery, limited network routes, authorization checks, and encrypted web transport. No system can guarantee absolute security.

Changes

This policy may be updated when functionality or information practices change. The effective date will be updated when material changes are published.