Discord Bot Privacy Policy

Last updated: July 17, 2025

1. Introduction

This Privacy Policy explains how WestMarches.games ("we," "our," or "us") collects, uses, and protects your information when you use our Discord bot and related services. We are committed to protecting your privacy and ensuring transparency about our data practices.

2. Information We Collect

We collect the following types of information to provide our Discord bot services:

2.1 Discord Server Information

• Server ID and basic server information (name, icon, member count)
• Channel IDs and names for notification configuration
• Role IDs and names for permission management
• Message IDs for notification tracking and updates

2.2 User Information

• Discord user IDs and usernames
• User roles and permissions within Discord servers
• User activity related to bot commands and interactions

2.3 Game-Related Data

• Character information and game session data
• Community settings and configuration preferences
• Notification preferences and settings

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: To provide Discord bot functionality and manage notifications
• Permission Management: To enforce role-based access controls and permissions
• Message Management: To track and update Discord messages for notifications
• Community Management: To support game session and character management features
• Service Improvement: To analyze usage patterns and improve our services
• Support: To provide customer support and troubleshoot issues

4. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:

• Discord API: We interact with Discord's API to provide bot functionality
• Legal Requirements: When required by law or to protect our rights and safety
• Service Providers: With trusted third-party service providers who assist in operating our services (hosting, analytics, etc.)
• Consent: With your explicit consent for specific purposes

5. Data Security

We implement appropriate security measures to protect your information:

• Encryption of data in transit and at rest
• Secure API authentication and authorization
• Regular security audits and updates
• Access controls and authentication requirements
• Monitoring for suspicious activity

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Active Use: Data is retained while you actively use our services
• Account Deletion: Data is deleted within 30 days of account deletion
• Legal Requirements: Some data may be retained longer if required by law
• Backup Systems: Backup copies may be retained for disaster recovery purposes

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain processing of your information
• Withdrawal: Withdraw consent for data processing where applicable

8. Discord Integration

Our Discord bot operates within Discord's ecosystem and is subject to Discord's own privacy policies and terms of service. When you use our bot, you acknowledge that:

• Discord may collect additional information about your use of our bot
• Discord's privacy policy applies to your use of Discord
• We cannot control Discord's data practices or policies
• You should review Discord's privacy policy for complete information

9. Children's Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the "Last updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

12. Data Deletion

You have the right to request deletion of your personal data from our platform. You can do this by:

• Visiting our Delete Account Data page
• Contacting us through our Discord server
• Emailing us at privacy@westmarches.games

When you delete your account data, we will remove your personal information (email, username, avatar, nicknames) while preserving your communities, characters, and other content you have created.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

• Our Discord server: Join our Discord
• Email: privacy@westmarches.games
• Support: support@westmarches.games
• Support page: Visit Support

We will respond to your inquiry within a reasonable timeframe and work to address any concerns you may have about our privacy practices.