Privacy Policy

KOVA (operated by Grey Reign Systems, California, USA — "we", "us") provides dedicated Arma Reforger server hosting through this website (kova.host), the KOVA panel at sitreppanel.com, and our Discord. This policy explains what personal information we collect, why, who sees it, how long we keep it, and the choices and rights you have — including your rights under California law. We collect as little as we can, andwe do not sell or share your personal information.

1. What we collect, and where it comes from

• Contact and account identifiers — email address, Discord handle/ID, panel username, community name. From you (application form, panel sign-up, Discord). Used to create your account, contact you, and run support.
• Application details — tier requested, expected player count, preferred region. From you. Used to confirm capacity and provision the right server.
• Billing information — name on card, billing address, last four digits and card brand, subscription and invoice history, Stripe customer ID.From you via Stripe, and from Stripe. Used to charge and renew your plan, invoices, refunds, and fraud prevention. Full card numbers never reach us — Stripe, Inc. processes payments under its own privacy policy.
• Panel usage and audit data — actions you take in the panel (server start/stop, mod changes, role changes), timestamps, the IP address of the request, user-agent. Automatically, when you use the panel. Used for security, abuse prevention, an audit trail of your own team's actions, and troubleshooting.
• Game-server data — server configuration, mod lists, world saves, backups, and server console logs, which contain the in-game names and Bohemia/Steam identifiers of players who join your server, connection timestamps, and chat or console lines the game engine writes.Generated by the Arma Reforger server you run. Used to run, back up, restore, and diagnose your server and to provide the roster and player tools you use. You (the server owner) control who joins and what your mods log.
• Discord bot data — guild IDs, channel IDs, the Discord IDs of users who interact with KOVA bot commands, and the messages the bot posts on your behalf. From Discord, when you connect the bot. Used to deliver server status, alerts, and commands to your Discord.
• Technical and anti-abuse data — user-agent, coarse country, Cloudflare Turnstile tokens, request logs. Automatically. Used to block spam and attacks and keep the site up.
• Site analytics — aggregate page views via Cloudflare Web Analytics, which is cookieless, uses no fingerprinting, and does not track you across sites.
• Communications — emails, Discord messages, and support tickets you send us.

We do not collect precise geolocation, government IDs, health, financial account numbers (Stripe holds card data), biometric data, or "sensitive personal information" as defined by the CPRA. We do not knowingly collect information from anyone under 13 (see section 9).

2. Cookies

The marketing site (kova.host) sets no tracking cookies and shows no cookie banner because none is needed. The panel (sitreppanel.com) sets strictly necessary cookies only: a session cookie to keep you signed in and a CSRF token. Cloudflare may set a security cookie to distinguish humans from bots. We do not use advertising or third-party analytics cookies.

Do Not Track: because we do not track you across other sites, we treat every visitor as if Do Not Track / Global Privacy Control were on; there is nothing extra to honour.

3. How we use personal information

• Provide the service: provisioning, running, backing up, and supporting your server; the panel; the Discord bot.
• Billing: charging your subscription, invoices, failed-payment follow-up, refunds, tax and accounting records.
• Communicate with you about your account, outages, maintenance, and changes to prices or terms.
• Security and abuse prevention: rate-limiting, Turnstile, IP-based blocking of attacks, audit logs.
• Improve the service using aggregate, de-identified usage data.
• Comply with law and enforce our Terms of Service.

We do not use your personal information for profiling with legal effects, automated decision-making, or targeted advertising, and we do not send marketing email unless you opt in.

4. Who we disclose it to

We disclose personal information only to service providers acting on our instructions, and only what each needs:

• Stripe, Inc. — billing identity, payment method, transaction data — for payment processing (Stripe is an independent controller for the card data it collects).
• Cloudflare, Inc. — request metadata, Turnstile tokens, application submissions stored in Workers KV, analytics — for hosting, CDN, DDoS protection, and storage of applications.
• Discord Inc. — Discord IDs, guild/channel IDs, bot messages — for the Discord integration; a private staff channel mirrors new applications.
• Data-centre and bare-metal providers — your server's data at rest on hardware we rent or colocate — for physical hosting. They have no login to your server or your panel account.
• Email delivery provider — email address and message content — for transactional email.
• Professional advisers and successors, as needed for accounting or legal purposes, or if KOVA is sold or merged (you would be notified).
• Law enforcement and courts, as legally required — subpoenas, valid legal process, or to protect people from harm.

We do not sell personal information and we do not "share" it for cross-context behavioural advertising (as those terms are defined by the CCPA/CPRA), and we have not done so in the preceding 12 months. We do not knowingly sell or share the personal information of consumers under 16.

5. Player data on your server (you as an operator)

If you run a KOVA server, you decide who joins it and what your mods record. The Reforger engine writes players' in-game names, identifiers, and connection events to console logs; the panel parses these to show you a roster and diagnostics. We process that data as your service provider — to run and back up your server and give you the tools you configure. It is your responsibility to give your players any notice your community or applicable law requires. Console logs and diagnostics are retained as described in section 7 and deleted with your server.

6. Where data is stored

Marketing-site submissions, Turnstile, and analytics: Cloudflare (United States and its global network). Panel database, backups, and game servers: on hardware we own or rent in the United States, with a redundancy copy of the panel database on a standby host. Payments: Stripe (US). If you are outside the US, your data is processed in the US.

7. How long we keep it

• Applications that never become an account: 12 months from submission, then deleted.
• Account and billing records: life of the account plus 7 years for invoices and tax records (Stripe keeps its own records).
• Server data (worlds, saves, configs, backups, logs): while the service is active; deleted 72 hours after the service ends (see the Terms). Backups age out on the schedule shown in your panel.
• Panel audit logs and request logs: 12 months (security), then aggregated or deleted.
• Support conversations: 24 months.
• Analytics: aggregate only.

We may keep information longer if the law requires it or to resolve disputes.

8. Security

Panel access is over HTTPS only, passwords are hashed, two-factor authentication is available (and required for staff), servers are isolated per tenant at the OS level, staff access is limited and logged, and backups are encrypted at rest. No system is perfectly secure; if a breach affects your unencrypted personal information we will notify you as required by California Civil Code §1798.82.

9. Children

KOVA is not directed to children under 13 and we do not knowingly collect their personal information. Panel accounts require you to be at least 18 (or the age of majority where you live). If you believe a child has given us information, emailprivacy@kova.host and we will delete it.

10. Your rights (California residents — and everyone else, on request)

Under the California Consumer Privacy Act as amended by the CPRA (Cal. Civ. Code §1798.100 et seq.), California residents have the right to:

• Know / access the categories and specific pieces of personal information we hold about you, the sources, purposes, and the categories of third parties we disclosed it to (this policy is our notice at collection; a request gets you your specific data);
• Delete personal information we collected from you, subject to legal exceptions (for example, we keep invoices for tax law, and we may keep audit logs needed for security);
• Correct inaccurate personal information;
• Opt out of sale or sharing — not applicable, we do neither; andlimit use of sensitive personal information — we do not collect it;
• Non-discrimination: we will not deny service, charge a different price, or reduce quality because you exercised any of these rights;
• Data portability: you can export your server files from the panel at any time; on request we will give you your account data in a portable format.

How to exercise them (two ways): emailprivacy@kova.host from the email address on your account, or message a staff member on ourDiscord. We will confirm receipt within 10 business days and respond within 45 days (extendable once by another 45 days with notice). To verify you, we match the request to the email or Discord on the account and, for deletion, send a confirmation link; we never ask for your password. An authorised agent may act for you if they provide your signed permission (or power of attorney) and we can still verify your identity. We keep a record of requests for 24 months as the law requires. Requests are free unless manifestly excessive.

Shine the Light (Civ. Code §1798.83): we do not disclose personal information to third parties for their own direct marketing, so there is nothing to report.

If you are in the EU or UK: our lawful bases are contract (running your service), legitimate interests (security, support), and legal obligation (tax); the rights above map to your GDPR rights and you may complain to your local supervisory authority.

11. Changes to this policy

When we change this policy we post the new version here with a new "Last updated" date; for material changes we also email account holders or notify in the panelat least 14 days before they take effect. Continued use after the effective date means you accept the update. Previous versions are available on request.

12. Contact

Grey Reign Systems (KOVA), California, USA ·privacy@kova.host ·support@kova.host ·Discord