This Privacy Policy explains how Lumo Careers (“Lumo”, “we”, “us” or “our”) collects, uses, stores and shares information when you use our careers and recruitment website.
1. Information we collect
Depending on how you use Lumo, we may process the following information:
- Discord account information: your Discord user ID, username or display name, and avatar information returned during Discord sign-in. We use your Discord account to identify your Lumo account and determine whether you have the configured staff role.
- Application information: your Roblox username and Roblox user ID, the position and department you apply for, your written answers, the questions shown to you, application submission time, status, screening results and score.
- Recruitment administration information: reviewer assignments, staff role and department information, responsibilities, application notes, review history and internal notifications.
- Technical/session information: temporary authentication/session identifiers and OAuth state stored in browser cookies, plus ordinary request and security information processed by the web server and its hosting infrastructure.
We do not ask for or store your Discord password. Discord authentication uses Discord’s OAuth process. The OAuth access token is used to retrieve the information needed for sign-in and role checks; it is not stored as a Lumo database record.
2. Roblox information
When you submit an application, we check the Roblox username you provide against Roblox’s public user lookup and avatar services. If the lookup succeeds and you submit the application, Lumo stores the Roblox username, Roblox user ID and avatar URL with that application. A lookup by itself is not intended to create a saved Lumo profile. Roblox operates its own services and privacy practices independently of Lumo.
3. How we use information
We use the information above to:
- authenticate you and maintain your signed-in session;
- receive, assess and manage applications for advertised positions;
- calculate application screening results and display application progress;
- allow authorised recruitment staff to review applications, add notes, assign reviewers and make decisions;
- send in-site notifications and, where configured, application-related Discord direct messages;
- provide account data exports, respond to deletion requests, maintain security and troubleshoot the service.
We do not sell personal information, and this application is not designed to use your application data for targeted advertising.
4. Who can access your information
Application information is available to authorised recruitment staff according to their role and department permissions. These roles may include Administrators, Recruitment Managers, Department Leads and Reviewers. The level of access differs by role. Staff may see the application information needed to carry out recruitment tasks, and authorised roles may also manage positions, staff, reports or exports.
We may share limited information with service providers where needed to operate the service. For example:
- Discord: sign-in and role verification use Discord. If Discord notifications are configured, Lumo sends the relevant recipient Discord ID and application update details to the Lumo bot service so it can deliver a direct message.
- Roblox: the username lookup and avatar retrieval requests are made to Roblox services.
- Hosting and database providers: they process or host the website and database as part of providing infrastructure.
We do not control the independent privacy practices or retention of these third-party services. Each provider may process information under its own terms, privacy notice and legal obligations. We only intend to disclose information to providers where reasonably necessary to operate, secure or support Lumo.
5. Cloudflare and network routing
Lumo uses Cloudflare services, including Cloudflare Tunnel, to route public website traffic to the server hosting the application. When you visit the website, your connection is made to Cloudflare's network first. Cloudflare then forwards permitted requests to our origin service through the configured tunnel.
Cloudflare Tunnel works by having a connector (cloudflared) running in the origin environment initiate and maintain outbound connections to Cloudflare. Responses and requests travel over those established connections. This means the origin does not need a publicly reachable IP address or an inbound port opened specifically for the tunnel. It does not mean the public website has no inbound visitor traffic: visitors can still reach the public hostname through Cloudflare, and Cloudflare forwards eligible requests over the tunnel. This description applies to the tunnel path and does not guarantee that every other service, port or hosting component is closed or inaccessible.
6. Discord notifications
If application notifications are enabled, Lumo may send a Discord direct message containing an application update, such as the position, department, application reference and status. The message is delivered through Discord. Once delivered, Lumo cannot remove it from Discord’s systems or from a recipient’s message history. Discord’s own policies apply to that message.
7. Storage and security
Application and staff records are stored in a MySQL database. Sensitive application and account fields are encrypted by the application before being stored, and Discord identifiers used for database matching are represented using keyed hashes rather than being stored as plain identifiers in those indexed fields. These measures reduce exposure but cannot guarantee absolute security.
Signed-in sessions are held in server memory rather than persisted as database session records. The website uses HttpOnly and SameSite session cookies, and marks cookies Secure when operating over HTTPS. Authentication and API responses are configured not to be cached by browsers or intermediaries.
No internet service can be guaranteed completely secure, continuously available or free from errors, attacks or interruptions. Encryption, access controls and Cloudflare's network protections reduce certain risks but do not eliminate them or guarantee that unauthorised access, loss or disclosure will never occur. We cannot guarantee uninterrupted operation, delivery of notifications, or recovery of data. You should avoid including unnecessary sensitive or confidential information in application answers.
8. How long we keep information
Lumo does not currently implement an automatic retention period or automatic expiry process for application records. Records may remain in the active Lumo database until they are deleted through the service or removed by an administrator as part of service operation.
We do not create or maintain our own backups of the Lumo application database or application records. We do not promise that deleted data can be restored, or that data will be recoverable after accidental deletion, corruption, hardware failure, service interruption or another incident. You should not rely on Lumo as the only copy of information you need to keep.
This describes our own backup practices only. It does not mean that infrastructure providers never create backups, snapshots, logs or other copies. Hosting, database, Cloudflare, Discord, Roblox or other providers may independently retain information under their own systems, terms and retention schedules. We do not control those independent copies and cannot promise their immediate deletion or recovery. We have not verified or made any guarantee about whether a provider maintains such copies.
9. Accessing and exporting your data
When signed in, you can use the account data export feature, where available, to download a JSON copy of information associated with your account. The export includes your Discord account details, your applications and answers, application history available for those applications, and your Lumo notifications.
10. Deleting your data
You can use the account deletion control in Lumo, where available, to request deletion of your Lumo account data. The deletion operation is designed to remove:
- your applications and their associated application events/history;
- notifications addressed to you, and notifications linked to your deleted applications;
- application notes/events attributable to you where the record contains the author identifier;
- your staff record and your stored staff/account details;
- references to you as an assigned reviewer or department lead on remaining records; and
- your active Lumo sessions on the running server.
The deletion is performed against Lumo’s active database in a database transaction. Once completed, you are signed out. Lumo cannot delete messages already delivered by Discord, data held by Discord or Roblox, or independent infrastructure-provider logs or copies. Older historical events that do not contain an author identifier may not be reliably attributable to a particular staff member and therefore may not be identifiable for individual deletion.
Some shared recruitment configuration, such as positions or departments, is not recorded as being created by a particular user. Lumo therefore cannot reliably identify and remove shared configuration based solely on who originally created it. Deleting your account does not automatically remove shared positions or departments.
11. Cookies and similar technologies
Lumo uses essential cookies for authentication and security. The lumo_session cookie identifies your signed-in session. The temporary lumo_state cookie helps validate the Discord OAuth sign-in response and expires shortly after use. These are not used by Lumo for advertising or cross-site behavioural tracking.
12. Children and age restrictions
Lumo is intended for people aged 13 or older. It is not directed at children under 13, and we do not knowingly or intentionally request or collect personal information from anyone under 13. Users must not create an account, submit an application or otherwise provide personal information through Lumo if they are under 13.
We do not knowingly permit under-13s to use the recruitment service. However, we cannot independently verify every user's age, and we cannot guarantee that an under-13 user will never access the public website or submit information. If we become aware that a person under 13 has provided personal information, we will take reasonable steps to investigate and delete that information from systems under our control, subject to any information we are legally required to retain. Please contact the operator through the official support channel if you believe this has happened.
Users aged 13 or over must still meet any higher minimum age or other eligibility requirements imposed by Discord, Roblox, applicable law or the relevant recruitment process. The age limit in this policy does not override those requirements.
13. Your choices and rights
Depending on where you live, you may have legal rights to request access to, correction of, deletion of, or restriction of processing of your personal information, or to object to certain processing. You can use Lumo’s account export and deletion controls where available. For requests that cannot be completed through those controls, contact the organisation operating Lumo.
14. Third-party services and links
Lumo integrates with Discord and Roblox and may link to other websites. Those services are operated independently and have their own privacy notices and terms. Please review their policies when using those services.
15. Changes to this policy
We may update this policy when Lumo’s features or data practices change. The “Last updated” date at the top indicates when this page was most recently revised. Continued use of Lumo after an update means you have had the opportunity to review the revised policy; where applicable law requires a different approach, we will follow that requirement.
16. Contact
For privacy questions, age-related concerns or requests to exercise your rights, contact the organisation or team that operates Lumo Careers through its official support channel.