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Terms of Service

Effective Date: 6 April 2026 · Last revised: 10 September 2026
Service: the SPACEWHLE website (spacewhle.org) and the SPACEWHLE Discord bots

These Terms cover the SPACEWHLE website at spacewhle.org, our Discord bots, and the dashboards and tools connected to them — together, "the Service". Using any of it means you accept these Terms. If you don't, don't use it.

Written to be readable rather than intimidating. It still means what it says.

1. What the Service does

The Service helps us run the SPACEWHLE community. Depending on what you use and what permissions you have, it may: track participation and event attendance (including time spent in voice channels during scheduled operations), manage ranks and roles, link your Star Citizen handle to your Discord account, run events and RSVPs, host a member-to-member marketplace, track invites and referrals, and provide admin tools for staff.

SPACEWHLE is a player organisation and a fan project. We aren't affiliated with, endorsed by, or connected to Cloud Imperium Games or Roberts Space Industries, and Star Citizen and its assets remain their property.

2. Who can use it

You can use the Service if the SPACEWHLE Discord server allows you to, and if you're old enough to use Discord in your country. You're expected to follow Discord's own terms and our server rules while you do.

3. Your Discord account

You sign in with Discord, so anything done through your account is treated as done by you. Keep it secure, don't let other people use it, and tell an officer straight away if you think someone else has got into it. We can't tell the difference between you and someone using your account, and we're not responsible for what happens if it's compromised.

4. If you have staff access

Officers, admins and anyone else given elevated access are responsible for how they use it: configure things sensibly, hand out permissions only to people you trust, be straight with members about what's tracked, and use member data fairly and only for running the org.

5. What you agree not to do

Don't use the Service to:

6. Images added to the website

This covers images added to the website — through the gallery editor, or attached to an operation write-up. Images you post in Discord are not collected or stored by us, and stay under Discord's own terms unless an officer uploads one to the site.

If you add an image to the website, you're confirming you have the right to share it. You keep whatever rights you already had; you're giving us permission to store, resize, display and publish it as part of the Service, including in recruitment material used to promote the org. That permission lasts while the image is in use and you can ask us to stop using it at any time.

Uploaded images are stored by us and served from a public address, so anyone with the link can see them. Don't upload anything unlawful, offensive, sexually explicit, or containing someone else's private information — and don't upload anything you'd mind being seen outside the org.

There are size and storage limits so we stay inside our hosting allowance. Don't try to work around them, and don't use uploads as general file storage. We can remove any uploaded content at any time, for any reason.

7. Operations published publicly

Officers can publish a record of an operation to the public site. A published record shows the operation's name, date, a written summary and a chosen image. It does not show participant names, attendance numbers, the internal after-action report, or any loot or payouts.

So if you take part in an operation, expect that the operation itself might be described publicly, and that a screenshot from it might be shown. Ask and we'll take a record down, though anything already copied or cached elsewhere may stick around.

8. The marketplace

The marketplace connects members — it isn't run by us. We don't hold items, currency or funds, we don't verify listings or the people posting them, and we're not part of any trade you arrange.

If a trade goes wrong — you don't get what was promised, or you lose something — that's between you and the other member. Tell an officer and we may act on it as a server matter, but we aren't responsible for the outcome and we can't recover in-game items or currency for you. Trading for real money is not permitted through the Service.

9. Points, ranks and rewards

Points, ranks, medals and any share of operation loot are recognition within the org, not property and not something you're owed. They have no monetary value and can't be transferred or cashed out.

We can correct, adjust, reset or withdraw them — for instance to fix a tracking error, after a rule breach, or if the system changes. We'll explain why if you ask. Records of loot or payouts are a note of what was agreed within the org; they aren't a debt we owe you.

10. What the bots can do

The bots act with whatever permissions the Discord server grants them, which may include managing roles, posting messages, reading activity in channels they can see, and helping with member management. Those permissions are set by server staff and can be changed or removed at any time.

11. What we can and can't promise

We run this as a community project, for free. It's provided as-is. We try to keep it accurate and available, but we can't promise it always will be — Discord outages, API limits, permission changes, bugs and plain human error all happen, and features may change or disappear without notice.

That means attendance records, points, ranks and logs can be wrong or incomplete. If something looks off, tell an officer and we'll look at it.

To the extent the law allows, we're not liable for losses arising from using the Service or from it being unavailable — including lost records, lost access, role or rank mistakes, tracking errors, lost in-game items or currency, or the outcome of a marketplace trade. Nothing here limits liability that can't legally be limited, such as for death or personal injury caused by negligence, or for fraud.

12. If something goes wrong because of you

If you break these Terms, break the law, or share something you didn't have the right to share, and that lands us with a claim, a complaint or a cost — a copyright complaint about an image you uploaded, for example — that's your responsibility, not ours, and we may ask you to cover what it costs us to deal with it.

This is only about things you actually did. It doesn't apply to problems we caused ourselves.

13. Things we rely on

The Service runs on Discord, Supabase, Cloudflare and Oracle Cloud. We're not responsible for their availability, behaviour or policies, and your use of Discord stays subject to Discord's own terms.

14. Losing access

We can suspend or remove your access to the Service at any time — for misuse, security reasons, breaking these Terms, or because you've left the org. We don't owe you anything for doing so.

Sections that make sense to survive — the parts about images you've already added, liability, and responsibility for your own actions — carry on applying after you leave.

15. Changes to these Terms

We may update these Terms. Carrying on using the Service after a change means you accept the updated version, and the current one always lives at spacewhle.org/terms. If a change is significant we'll announce it in Discord.

If any part of these Terms turns out to be unenforceable, the rest still applies. If we don't enforce something straight away, we haven't given up the right to enforce it later.

16. Which law applies

These Terms are governed by the law of England and Wales, and disputes go to the courts of England and Wales. If you live elsewhere in the UK or the EU, you keep any protections your local law gives you that can't be signed away.

17. Contact

Questions about these Terms? Ask any officer in Discord, or email spacewhle@gmail.com.