Legal · Draft

Privacy Policy

Last updated: August 21, 2026

This is a draft privacy policy for the closed friends beta, written to match what the product actually does today. It has not yet been reviewed by a lawyer. Sections marked (owner review) need confirmation before any public launch.

What we collect

Discord account information — when you log in with Discord, we receive your Discord user ID, username/display name, avatar, and the list of servers you have permission to manage. We use this only to show you servers you can configure and to check permissions.
Session data — a signed, HttpOnly session cookie that references a short-lived server-side session (including your Discord access/refresh tokens, used only to call Discord's API on your behalf). Sessions expire automatically after 8 hours or immediately on logout.
Server configuration and records you or your server's staff create through the bot or dashboard — for example rank/role structures, application forms and submitted applications, ticket messages, activity/event/training/certification/roster records, promotions, and infractions.
Feedback and bug reports submitted via the /feedback and /bug-report Discord commands or the dashboard Feedback page, including an optional screenshot attachment.
Published reviews — if you choose to publish a review, a limited snapshot (rating, title, message, and your server's name only if you explicitly opt in to attribution) may be shown publicly. Your Discord user ID and server ID are never included in that public snapshot.

How it is stored

Configuration and records are stored in a single data store on the server that runs the bot and dashboard for this beta — there is no separate analytics database and no third-party data broker. The optional Discord webhook URL a Platform Owner may configure for feedback delivery is encrypted at rest; we have not made a broader claim that every category of stored data is separately encrypted (owner review: confirm hosting-level protections before strengthening this statement).

How it is used

Data is used to operate the bot and dashboard for the server(s) you manage: enforcing permissions, running the features you configure, and following up on feedback or bug reports you submit. We do not use your data for advertising and do not sell it.

When data may be shared

If a server's Platform Owner configures an optional Discord webhook for feedback delivery, submitted feedback/bug report content (friendly names only — never your Discord ID or the webhook URL itself) may also be delivered to that Discord webhook, because they chose to configure it. Otherwise we do not share your data with third parties. Anything you do inside your own Discord server remains subject to Discord's own Terms of Service and Privacy Policy, which we do not control.

Retention

Server configuration and records persist until your server's staff remove them, or until a server is removed from the beta. (Owner review: a concrete retention/deletion schedule has not yet been defined and should be set before public launch.)

Your choices

You can log out at any time to end your dashboard session immediately. To ask about accessing or deleting data associated with you, use the channels described on the Support page.

Changes

This is an active beta and this policy may change as the product does. Check the "Last updated" date above.