1. About Hugin and this policy
Hugin is a suite of community-management tools built for Root (rootapp.com). When a community installs Hugin, its members get six modules: Helpdesk, Auto-Mod, Calendar, Giveaways, Onboarding and Settings.
This policy explains how Hugin itself handles information. It does not replace Root's own privacy policy, which governs your Root account, sign-in and the platform as a whole. Where Root and Hugin both handle the same information, Root's policy controls the platform layer and this policy controls the app layer.
By using a community that has Hugin installed, you use Hugin under this policy. Community admins who install Hugin are responsible for making sure their community is comfortable with the practices described here.
2. Information Root provides to Hugin
Hugin does not ask you to create a separate account and does not collect email addresses, passwords, phone numbers or payment details. Instead, Root passes Hugin the minimum identifiers it needs to know who is acting in which community:
- Community ID: which community the request belongs to, so data stays separated between communities.
- Member / user ID: a stable ID for the person creating a ticket, RSVPing, entering a giveaway or completing onboarding.
- Username and roles: used for Auto-Mod username checks, staff lists, role-based visibility and role grants.
- Community events: message, join and leave events that Auto-Mod and onboarding react to, delivered through the Root SDK permissions listed in the app manifest (posting and reading messages, deleting others' messages where moderation requires it, and, for admins, managing bans, kicks and roles).
If you remove Hugin or leave the community, Hugin stops receiving new events for you from that community.
3. Information you create in Hugin
Everything below is stored per community in Hugin's app database. Members only ever see the community they are in. There is no cross-community feed or shared pool.
| Module | What is stored | Who typically sees it |
|---|---|---|
| Helpdesk | Ticket title and description, ticket messages, Intake Question answers, stage, priority and labels; assignment; first-response and close timestamps; satisfaction survey responses after a ticket closes. | Ticket creator, assigned staff and support, moderator and admin roles. Knowledge Base articles are readable by the members admins publish them for. |
| Helpdesk (staff-only) | Internal comments on tickets, Saved Replies, Workflow rules (trigger and action), reply-time targets and aggregates, staff roster and roles, a per-ticket audit trail of actions (created, assigned, moved, closed and similar), and notification preferences for the community. | Support, moderator and admin roles only. Internal comments are never shown to the ticket creator. |
| Calendar | Event title, description, start and end times, location text entered by the organiser, visibility and join role lists, participant limit; RSVPs and invites (member ID and status); event comments. | Anyone the event's visibility rules allow. Organisers and admins manage the event. |
| Giveaways | Giveaway title, description, prize text, winner count, start and end times, entry requirements (role IDs) and role multipliers; entries (member ID, entry time and weight); winners; giveaway templates saved by staff; giveaway audit log. | Members see open giveaways and winners. Staff see entries, weights and the audit log. |
| Onboarding | Admin-authored flows (screens, welcome text and rules, questions and role choices), each member's progress and answers, completion timestamps, the community admin list and a record of roles granted on completion. | The joining member sees their own flow. Admins see flows, progress and completion stats. |
Free-text fields (tickets, comments, event descriptions, Knowledge Base articles) contain whatever the author types. Please don't put sensitive personal details, such as health, financial or government ID information, into tickets or comments. Staff who can view the ticket will be able to read it.
4. Automatic moderation checks (Auto-Mod)
Auto-Mod exists to enforce the community's own rules. To do that it checks content as it happens:
- Messages: message text is checked in real time for spam rate, duplicate messages, mass mentions, and blocked or invite links against the community's allow and block lists.
- Usernames: usernames are tested against blocked patterns the admins configure, when a member joins or changes name.
- Joins: join timestamps are tracked in a short rolling window to detect raids and, when admins enable it, to apply verification gates or a temporary lockdown.
Checks happen in memory, and the message text itself is not added to a permanent content archive by Auto-Mod. What persists is the moderation log (member ID, what was detected, what action was taken and when), plus the join events needed to reconstruct the raid window after a restart. Admins can review that log in the Auto-Mod feed. Deleting a message in Root does not automatically delete a log line that records that a moderation action occurred.
5. Preferences stored on your device
A few choices live in your browser's local storage rather than on the server: the suite theme, tab-visibility and role-preview settings, the local record of roles granted to you through onboarding, whether the staff board is enabled, and whether you have already been asked for a ticket survey. They stay on your device, make the app remember how you left it, and are never sold or used for cross-site tracking. Clearing your browser storage resets them.
Hugin does not use advertising cookies and does not embed third-party trackers or analytics beacons.
6. How we use information
Hugin uses the information above only to provide and improve the community features:
- Running tickets end to end: intake, assignment, replies, workflows (automations), reply targets, surveys and staff boards.
- Enforcing community rules through Auto-Mod and keeping an auditable moderation record.
- Publishing events, collecting RSVPs and comments, and enforcing event visibility.
- Accepting giveaway entries, applying role requirements and multipliers, and drawing and recording winners fairly.
- Guiding new members through onboarding and granting the roles the flow promises.
- Keeping communities apart, preventing abuse and diagnosing faults.
We do not sell personal information, rent it to advertisers, use it to build advertising profiles, or train models on community content. There are no third-party analytics or advertising processors in Hugin.
7. Who can see information
Visibility is community-scoped and role-scoped:
- Members see their own tickets, public Knowledge Base articles, events they may view, open giveaways and their own onboarding progress.
- Support, moderators and admins additionally see the ticket queue, internal comments, staff tools, Auto-Mod logs, giveaway entries and onboarding stats, as set by the community's Settings visibility controls.
- Other communities cannot see your community's data. Each community's rows carry its community ID, and queries are filtered to it.
- Root (the platform) hosts Hugin and provides the SDK and permissions it runs under. Root's handling of platform data is covered by Root's privacy policy.
We may disclose information if required by law, to protect the safety of members, or to enforce community rules through Root's moderation tools (for example, a ban or kick actioned through the permissions the community granted on install). We do not disclose community content to other third parties for their own marketing.
8. Storage, retention and security
Hugin stores app data in a per-installation SQLite database on the app server. Access is gated in two places: the app only renders modules a member's role allows, and the server re-checks admin or staff status before privileged actions (editing flows, changing Auto-Mod rules, managing tickets and roles).
We retain data for as long as the community keeps Hugin installed and the records remain useful: tickets and audit logs for support history, moderation logs for appeals and pattern review, event and giveaway records for reference, and onboarding progress until completion or reset by an admin. On-device preferences persist until you clear browser storage.
When a community uninstalls Hugin, or an admin or member asks us to delete specific records, we will delete or anonymise the relevant app data within a reasonable period, except where a log entry must be kept briefly for safety, dispute or legal reasons. Backups, if any, are overwritten in the ordinary course of operations.
No system is perfectly secure. We use role-based access, server-side permission checks and community isolation to reduce risk, and we encourage admins to keep staff roles limited to people who need them. Internal comments and moderation logs are only as private as the staff list itself.
9. Your choices and rights
Depending on where you live, you may have rights to access, correct, export or delete personal information, and to object to or restrict certain uses. In practice, inside a Root community:
- See and fix your content: edit or reply within the ticket, event comment or other record where the app allows it, or ask a community admin to correct it.
- Ask the community first: admins can update or remove tickets, events, giveaway entries and onboarding records for their community, and can reset your onboarding progress.
- Ask us: for anything the community cannot resolve, such as access or deletion requests for Hugin-held data, contact us using the details in Section 12. We may need to verify which Root member and community the request concerns before acting.
- Root account controls: your Root profile, sign-in and platform-level choices (including leaving a community) are managed in Root, not in Hugin.
We will respond to verified requests within a reasonable time and will explain any part we cannot fulfil (for example, a moderation log entry that must be retained briefly for safety).
10. Children
Hugin is a community-management tool and is not directed at children under 13. Eligibility to hold a Root account and join communities is set by Root's terms. If you believe a child has provided information through Hugin inappropriately, contact the community admins or us, and we will review and delete it as appropriate.
11. Changes to this policy
We may update this policy as Hugin gains features or as platform requirements change. When we do, we will publish the revised policy with a new effective date. Material changes that expand what we collect or who can see it will be flagged in the updated document. Continued use of Hugin after the effective date constitutes acceptance of the revised policy. If you do not agree, ask your community admin about removing Hugin.
12. Contact
Questions about this policy, or about information Hugin holds for your community:
Hugin · Valkyries Saga
Email: archon@valkyriessaga.xyz
Please include your Root username and the community name so we can locate the right records. For Root account, billing or platform questions, contact Root directly through Root's support channels. We cannot access Root's account systems.
This policy describes Hugin's current implementation (six modules: Helpdesk, Auto-Mod, Calendar, Giveaways, Onboarding, Settings) as of the effective date above. It is provided for the Root store listing and for community members. It is not legal advice.