Effective date: July 9, 2026
Last updated: July 9, 2026
Privacy Policy
Learn how Nimbus HR collects, uses, stores, and protects your information.
1. Our Commitment to Your Privacy
At Nimbus HR, we believe your privacy matters.
We designed Nimbus HR to collect only the information needed to provide our services, keep the platform secure, and help organizations manage their communities effectively. We do not ask for unnecessary personal information, we do not sell your personal information, and we strive to be transparent about how your information is collected, used, and protected.
This Privacy Policy explains what information we collect, why we collect it, how it is used, and the choices you have regarding your information.
By creating an account, accessing, or using Nimbus HR, you acknowledge that you have read and understood this Privacy Policy.
2. Who We Are
Nimbus HR is a web-based workforce and community management platform primarily designed for Roblox communities and organizations.
Our platform provides tools that help organizations manage their staff, applications, activity logs, leave requests, disciplinary records, training, scheduling, internal administration, and other workforce management tasks.
Throughout this Privacy Policy, "Nimbus HR", "we", "our", and "us" refer to the Nimbus HR platform and its operators.
3. Definitions
For purposes of this Privacy Policy, the following terms have the meanings described below.
- Account means a Nimbus HR user account created through Roblox OAuth.
- Organization means any Roblox group, business, military group, roleplay community, emergency services group, aviation group, or other community using Nimbus HR.
- Organization Data means information created, uploaded, or maintained by an Organization within Nimbus HR. This may include applications, activity logs, disciplinary records, training records, administrative notes, flags, scheduling information, and other records managed by the Organization.
- Personal Information means information that identifies or can reasonably be associated with an individual, as defined under applicable privacy laws.
- Services means the Nimbus HR website, applications, dashboards, APIs, integrations, and any related services we provide.
- User means any individual who accesses or uses Nimbus HR.
4. Information We Collect
Nimbus HR follows a principle of data minimization. We only collect information that is reasonably necessary to operate, secure, and improve the platform.
The information we collect depends on how you use Nimbus HR.
Roblox Authentication
Nimbus HR uses Roblox OAuth as its primary authentication provider. When you choose to sign in using Roblox, Roblox shares only the information you authorize through the Roblox OAuth process.
Authentication is performed entirely through Roblox.
- Roblox User ID
- Roblox Username
- Roblox Display Name
- Roblox Avatar
- Roblox Profile URL
- Nimbus HR does not receive or store your Roblox password, Roblox email address, Roblox payment information, Roblox security settings, or private information not authorized through Roblox OAuth.
Discord Account Linking
Nimbus HR allows users to optionally connect their Discord account using Discord OAuth. Linking your Discord account is optional and is only required if you choose to use Discord-related features.
You may disconnect your Discord account at any time through your account settings, where supported.
- Discord User ID
- Discord Username
- Discord Display Name, if available
- Discord Avatar
- Other basic profile information you authorize through Discord OAuth
- Nimbus HR never receives or stores your Discord password.
Organization Data
Organizations using Nimbus HR may create, upload, or manage information relating to their members. Organization Data is created and managed by the organization using Nimbus HR and is stored solely to provide the services requested by that organization.
Nimbus HR does not use Organization Data for advertising or marketing purposes.
- Employment or staff records
- Applications
- Promotion history
- Activity logs
- Training and attendance records
- Leave requests
- Internal notes
- Moderation history
- Administrative flags
- Disciplinary actions
- Department assignments
- Shift information
- Custom organization fields
Birthday Information
Nimbus HR allows users to optionally provide their birthday to enable birthday-related features within the platform.
If you choose to provide your birthday, Nimbus HR will collect and store only:
- Birth month and day
- Birth year
Your birthday information is used only to announce your birthday within organizations and workspaces you are a member of, where birthday announcements are enabled, and to support birthday-related features available through the platform.
Providing your birthday is entirely optional. You are not required to provide this information to use Nimbus HR, and you may update or remove your birthday at any time through your account settings.
Nimbus HR does not use your birthday information for advertising, marketing, profiling, or any purpose unrelated to the birthday features you choose to use.
Technical Information
When you visit Nimbus HR, certain technical information is collected automatically to help operate, secure, and improve the platform.
- IP address
- Browser type and version
- Operating system and device type
- Screen resolution and language preferences
- Pages visited and referring pages
- Date and time of requests
- Performance metrics and diagnostic information
- Security event information
Cookies
Nimbus HR uses essential cookies and limited analytics technologies to operate, secure, and improve the Services. We do not use advertising or marketing cookies, nor do we use cookies for targeted advertising or cross-site behavioral tracking.
5. How We Use Your Information
Nimbus HR uses the information we collect to provide, maintain, secure, and improve our services. Depending on how you use the platform, we may use your information to:
- Create and manage your Nimbus HR account.
- Authenticate you through Roblox OAuth.
- Link your Discord account when you choose to do so.
- Operate organizations and workspaces.
- Manage staff records, applications, and administrative information.
- Maintain activity logs and audit records.
- Provide customer support and respond to support requests.
- Improve platform performance and reliability.
- Detect, investigate, and prevent fraud, abuse, or unauthorized access.
- Protect the security of Nimbus HR and its users.
- Comply with legal obligations.
- Develop new features and improve existing functionality.
6. Legal Basis for Processing
If you access Nimbus HR from a jurisdiction that requires a legal basis for processing personal information, including the European Economic Area, United Kingdom, or similar jurisdictions, Nimbus HR processes personal information under one or more of the following legal bases:
- Performance of a Contract: To provide the Nimbus HR services you request, including authentication, account management, organization management, and platform functionality.
- Legitimate Interests: To maintain platform security, prevent fraud and abuse, improve our services, troubleshoot technical issues, and protect the rights and safety of Nimbus HR, our users, and organizations.
- Legal Obligations: To comply with applicable laws, regulations, court orders, or lawful requests from public authorities.
- Consent: Where required by law, we will obtain your consent before processing personal information for a specific purpose. You may withdraw your consent where applicable, although doing so may affect your ability to use certain features.
7. Analytics
Nimbus HR uses Vercel Web Analytics to better understand how visitors interact with our website and platform. Nimbus HR does not use analytics for advertising, behavioral profiling, or targeted marketing.
- IP address
- Browser, device, and operating system information
- Pages visited and referring pages
- General location information derived from IP addresses
- Performance metrics and diagnostic information
8. Third-Party Service Providers and Subprocessors
Nimbus HR relies on carefully selected third-party service providers to operate and secure the platform. These providers process information only as necessary to deliver their respective services.
Each subprocessor is contractually or operationally engaged only for the services it provides to Nimbus HR and processes information only as necessary to perform those services.
Roblox
Roblox provides secure authentication through Roblox OAuth. Nimbus HR receives only the information you authorize Roblox to share during the authentication process.
Discord
If you choose to connect your Discord account, Discord provides authentication through Discord OAuth. Connecting a Discord account is optional.
Supabase
Nimbus HR uses Supabase to securely host and manage its database and backend infrastructure. Supabase also provides automated database backups to help protect against accidental data loss and support disaster recovery.
Vercel
Nimbus HR is hosted using Vercel. Vercel provides the infrastructure required to deliver the Nimbus HR website and application, and Nimbus HR uses Vercel Web Analytics to understand website usage and improve performance.
Cloudflare
Nimbus HR uses Cloudflare to improve the security, performance, and reliability of the platform, including DNS, HTTPS/TLS, CDN, web application firewall, DDoS protection, traffic optimization, caching, security monitoring, and bot detection.
9. How We Share Information
Nimbus HR values your privacy. We do not sell, rent, or share your personal information with third parties for advertising or marketing purposes.
We may share information only when necessary to operate and maintain Nimbus HR, provide services you request, comply with applicable laws or valid legal requests, protect the rights and security of Nimbus HR and others, investigate fraud or abuse, or complete a business transaction where permitted by law.
10. Data Retention
Nimbus HR retains information only for as long as necessary to operate the platform, provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.
Account Information
If you delete your Nimbus HR account, your personal account data will be scheduled for deletion. Your account information will generally be retained for 30 days after the deletion request to allow for account recovery, fraud prevention, and operational needs.
After this retention period, your personal account information will be permanently removed from our systems unless a longer retention period is required by law.
Organization Data
Some information stored within Nimbus HR belongs to the organizations that use the platform rather than to individual users. If you leave an organization or delete your Nimbus HR account, organization-managed records may continue to be retained by that organization.
Nimbus HR stores these records on behalf of the organization and does not automatically remove them when a user account is deleted or membership ends. Organizations are responsible for managing and deleting their own administrative records in accordance with their internal policies and applicable law.
11. Accessing, Exporting, and Managing Your Data
Nimbus HR provides tools that allow you to manage your account and access certain information associated with it. You may download your personal account data through the Account Settings page within Nimbus HR.
Organization-managed records, such as internal administrative notes, disciplinary records, moderation history, flags, or similar records, may not be included in your personal export because they belong to the organization that created or maintains them.
Most account information is automatically synchronized through Roblox OAuth and, where applicable, Discord OAuth. If your Roblox or Discord profile information changes, certain information displayed within Nimbus HR may update automatically after you sign in again.
12. Security
Protecting your information is important to us. Nimbus HR uses administrative, technical, and organizational safeguards designed to help protect the confidentiality, integrity, and availability of the platform and the information we store.
While we work to protect your information, no website, service, or online platform can guarantee absolute security. Users are also responsible for helping protect their own accounts by maintaining the security of their Roblox and Discord accounts.
- Secure authentication through Roblox OAuth
- Optional Discord OAuth account linking
- HTTPS/TLS encryption
- Cloudflare Web Application Firewall and DDoS protection
- Secure database hosting and backups through Supabase
- Access controls for administrative systems
- Infrastructure monitoring, security logging, and regular software updates
13. Your Privacy Rights
Depending on where you live, you may have certain rights regarding your personal information. Some requests may be limited where Nimbus HR is required to retain information for legal, security, fraud prevention, or legitimate business purposes.
In addition, information owned and managed by organizations using Nimbus HR may not be removed solely because an individual user requests deletion of their personal account.
- Request access to your personal information.
- Correct inaccurate personal information.
- Request deletion of your personal information, where applicable.
- Download your personal account data.
- Request information about how your personal information is processed.
- Contact us with privacy-related questions or concerns.
14. Children's Privacy
Nimbus HR is intended for users who are at least 13 years of age. You must be 13 years old or older to create an account or use the Services.
Nimbus HR is not directed toward children under the age of 13, and we do not knowingly permit individuals under 13 to register for or use the platform.
If we become aware that an account has been created by a person under the age of 13, we may suspend or permanently delete the account and remove associated personal information, subject to applicable legal obligations and any Organization-managed records that must be retained.
Parents or legal guardians who believe that a child under 13 has used Nimbus HR may contact us using the contact information provided in this Privacy Policy so that we can investigate and take appropriate action.
Organizations using Nimbus HR are responsible for ensuring that their members meet any applicable age requirements and comply with Roblox's and Discord's Terms of Service.
15. International Users
Nimbus HR is operated from the United States. If you access Nimbus HR from another country, your information may be transferred to, processed, and stored in the United States or other countries where our service providers operate.
Where required by applicable law, Nimbus HR will take reasonable steps to protect personal information during these transfers.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, security practices, or business operations.
When changes are made, we will update the Last Updated date at the top of this Privacy Policy. If we make material changes that significantly affect how your information is handled, we will provide notice through the Nimbus HR website, application, or other appropriate communication methods where required by law.
Your continued use of Nimbus HR after an updated Privacy Policy becomes effective constitutes your acceptance of the revised Privacy Policy.
17. Contact Us
If you have any questions about this Privacy Policy, your personal information, or our privacy practices, you may contact us using any of the methods below.
Email: nimbushrsystem@gmail.com
Support Ticket: Available through the Nimbus HR client panel.
Discord Community: https://discord.gg/SAJkyy9WE2
We will make reasonable efforts to respond to privacy-related inquiries as promptly as possible.
18. Summary
At Nimbus HR, we believe privacy should be simple and transparent.
We collect only the information necessary to operate and secure our platform, provide our services, and support the organizations that use Nimbus HR.
We do not sell your personal information. We do not use your information for targeted advertising. We provide users with access to their personal account data through self-service export tools, protect information using industry-standard security measures, and continuously work to improve the privacy and security of our platform.
Thank you for trusting Nimbus HR.