Privacy Policy

1. Data Controller

For the purposes of applicable data protection laws, including the UK GDPR and EU GDPR where applicable, the Server's management team is the data controller responsible for determining how personal data collected through the Bot is processed.

For privacy-related inquiries.

Contact via Discord: The Bot ('Spifftopia Mail'), or Connorbrow

Contact via Email: Spiffing Brit at [email protected]

2. Information We Collect

When you use the Bot to contact Server staff, the Bot may collect and store:

• Account data - your Discord user ID, username & display name as provided by Discord.
• Server data - Your roles, assigned or granted, on the server.
• Message content - Messages, attachments, images, links and files sent to the bot via direct message.
• Usage data - timestamps, and error logs, used to run and improve the Bot.

3. Purpose of Processing

• To operate, maintain, and secure the server and this website.
• To enforce our rules, investigate reports, and take moderation action where necessary.
• To respond to bug reports and ban appeals.
• To deliver purchases made through our store.
• To communicate important updates about the server or community.

We do not collect your Discord password, email address, or payment details — Discord never shares these with bots.

4. Legal Basis for Processing

Where GDPR applies, processing is based on one or more of the following legal grounds:

• Legitimate Interests: Maintaining support records, handling moderation matters, preventing abuse, and operating the Server effectively.
• Consent: Where specific processing activities require consent.
• Legal Obligations: Where retention or disclosure is required by law.

5. Data Retention

The Bot stores support and mail thread logs, including associated usernames and user IDs, indefinitely.

We retain these records because they may be necessary for:

• Historical moderation records.
• Investigating recurring issues or disputes.
• Maintaining accurate records of prior staff decisions.

Although records are retained indefinitely, we will evaluate requests for deletion or restriction on a case-by-case basis and in accordance with applicable law.

6. Access to Data

Access to support thread logs is restricted to authorized Server staff and administrators who require access to perform moderation, support, or administrative duties.

We implement reasonable measures to prevent unauthorized access, disclosure, alteration, or destruction of stored information.

7. Sharing of Information

We do not sell personal data.

Information may be disclosed:

• To authorized Server staff.
• To service providers necessary for hosting or operating the Bot.
• When required by law, court order, or legal process.
• To protect the rights, safety, or security of the Server, its users, or others.

8. International Transfers

Personal data may be processed or stored in countries outside your country of residence. Where required by applicable law, appropriate safeguards will be implemented for international data transfers.

9. Your GDPR Rights

Where GDPR applies, you may have the following rights:

• The right to access your personal data.
• The right to request correction of inaccurate personal data.
• The right to request erasure of personal data in certain circumstances.
• The right to restrict processing in certain circumstances.
• The right to object to processing based on legitimate interests.
• The right to data portability where applicable.
• The right to lodge a complaint with a relevant supervisory authority.

Please note that some requests may be denied where retention of records is necessary for legitimate interests, legal compliance, dispute resolution, or the establishment, exercise, or defense of legal claims.

10. Handling Personally Identifiable Information (PII)

Personally identifiable information ("PII") includes information that can identify an individual directly or indirectly, such as Discord usernames, user IDs, message content, attachments, and any personal information voluntarily provided by users.

To protect PII, we:

• Collect only information necessary to operate the support system.
• Restrict access to authorized personnel.
• Use reasonable security measures to protect stored data.
• Do not sell or commercially exploit user data.
• Process personal data only for the purposes described in this Privacy Policy.
• Respond to valid GDPR requests regarding access, correction, restriction, objection, or deletion where applicable.

Users are responsible for avoiding the unnecessary disclosure of personal information through support messages.

11. Children's Privacy

The Bot is not directed toward children under the minimum age required to use Discord under applicable laws and Discord's Terms of Service.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the Bot after changes are published constitutes acceptance of the revised Privacy Policy.

13. Contact Information

For privacy requests or questions regarding this Privacy Policy:

• Contact via Discord: The Bot ('@Spifftopia Mail'), or @Connorbrow
• Contact via Email: Spiffing Brit at [email protected]