Privacy Policy

1. Introduction

Hyperreal Film Club ("HRFC", "we", "us", or "our"), located at 301 Chicon St, Austin, TX 78702, respects the privacy of its employees and staff. This Privacy Policy explains how information is collected, stored, processed, and safeguarded when authorized paid staff members interact with our internal Discord hours tracking bot and associated cloud staging systems.

2. Information We Collect

When staff members use the /log-hours flow or related commands, the Service collects the following categories of information:

• Discord Account Information: Discord User ID (numeric snowflake), Discord username, server nickname/display name, guild ID, and interaction channel ID.
• Shift & Work Data: Calendar date worked, shift start time, shift end time, total calculated hours worked, associated screening or event name (and linked Airtable record ID), assigned showrunner name, and duties performed or operational notes.
• Technical & Audit Metadata: Client source IP address and HTTP User-Agent string captured via Amazon API Gateway at the moment of submission confirmation, interaction unique IDs, and timestamps of submission and database synchronization.

3. How We Use Collected Information

We use the collected information strictly for legitimate non-profit organizational, operational, and administrative purposes:

• To record, verify, and reconcile hours worked by paid staff and showrunners.
• To dual-stage shift records into our internal PostgreSQL database (discord_bot.showrunner_hours_staging on AWS RDS) and sync shift entries into the official Airtable Showrunner Hours table.
• To support accurate payroll calculation, accounting documentation, and staff compensation.
• To maintain an immutable audit trail of shift entries to prevent fraudulent or duplicate submissions.

4. Data Storage and Security

We employ robust, multi-layer security measures to protect staff data:

• Cloud Infrastructure: All data is processed and stored in dedicated cloud infrastructure in the AWS US East (Ohio, us-east-2) region, utilizing Amazon API Gateway, AWS Lambda, Amazon DynamoDB, Amazon SQS, and Amazon RDS PostgreSQL.
• Encryption: All data in transit is encrypted using modern TLS (HTTPS) protocols. Database storage is protected by AWS Key Management Service (KMS) encryption at rest.
• Access Controls: Database and Airtable access is strictly restricted to authorized administrative personnel via least-privilege AWS IAM policies and credential management.

5. Information Sharing and Disclosure

We do not sell, rent, monetize, or trade staff personal information to any third parties or advertisers.

Information is shared only with our trusted service providers strictly necessary to execute internal operations:

• Discord Inc.: Facilitates user interface interactions, modals, select menus, and confirmation embeds.
• Airtable (Formagrid Inc.): Houses the organization's operational database, event calendar, and staff payroll records.
• Amazon Web Services (AWS): Provides secure cloud compute, staging queues, and database hosting.

6. Data Retention and Access

Shift records, attendance data, and audit metadata are retained for as long as necessary to comply with employment, accounting, non-profit governance, and tax compliance requirements.

Staff members may request a review, copy, or correction of their logged hours at any time by speaking with HRFC leadership or payroll coordinators.

7. Contact Us

For questions, privacy inquiries, or hours reconciliation, please contact Hyperreal Film Club: