Privacy Policy - Discord Daily Challenge Bot

Last Updated: December 21, 2024

1. Introduction

This Privacy Policy explains how the Discord Daily Challenge Bot ("we," "us," "our," or "the Bot") collects, uses, stores, and protects information when you use our service on Discord.

By using the Bot, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Automatically Collected Information

When you add the Bot to your Discord server, we automatically collect:

• Server ID: The unique identifier of your Discord server
• Channel IDs: The unique identifiers of channels where campaigns are configured to post
• User IDs: Discord user IDs of administrators who use the Bot's commands

2.2 User-Provided Information

Information you provide through Bot commands and campaign setup:

• Campaign Data: Campaign names, IDs, types, and status
• Challenge Content: Challenge titles, descriptions, and associated links (tutorial, resources, submission)
• Schedule Information: Start dates, end dates, and reminder times for each campaign
• Data Sources: Google Sheets URLs or CSV file content you upload
• Message Templates: Custom messages and formatting preferences
• Campaign Settings: Preferences for mentions, pinning, events, and message formats per campaign

2.3 Information We DO NOT Collect

3. How We Use Your Information

3.1 Provide Core Functionality

• Send scheduled daily reminder messages to configured channels
• Track and display the current challenge day number
• Process administrator commands
• Store and retrieve your configuration settings

3.2 Service Improvement

• Monitor Bot performance and uptime
• Identify and fix bugs or errors
• Improve Bot features and functionality

3.3 Legal Compliance

• Comply with Discord's Terms of Service and Developer Terms
• Respond to legal requests if required by law

4. Data Storage and Security

4.1 Where Data is Stored

• Campaign data is stored in server-specific JSON files (e.g., server_[SERVER_ID].json) on our hosting server
• Each Discord server has its own isolated data file - servers cannot access each other's data
• CSV file content you upload is processed and stored as campaign challenge data
• Google Sheets URLs are stored to periodically fetch updated challenge information
• Data is stored securely with industry-standard practices
• We use Railway.app for hosting services

4.2 How We Protect Your Data

• Access to the Bot's data is restricted to authorized personnel only
• We use secure connections (HTTPS/WSS) when communicating with Discord
• Configuration files are not publicly accessible
• We do not sell, trade, or share your data with third parties

4.3 Data Retention

• Configuration data is retained while the Bot is active in your server
• If you remove the Bot from your server, your data may be deleted
• You can request deletion of your data at any time (see Section 8)

5. Data Sharing and Disclosure

5.1 We DO NOT Share Your Data

We do not sell, trade, rent, or share your data with third parties for marketing or any other purposes.

5.2 Limited Exceptions

We may disclose information only if:

• Required by Law: We must comply with legal obligations, court orders, or government requests
• Discord Requirements: We comply with Discord's Terms of Service and API requirements
• Service Providers: Hosting services (e.g., Railway.app) may have access to encrypted data storage
• With Your Consent: You explicitly authorize us to share specific information

6. Third-Party Services

6.1 Discord

The Bot operates on Discord's platform. Please review Discord's Privacy Policy at: https://discord.com/privacy

Discord may collect information independently of the Bot.

6.2 Google Sheets

If you choose to connect a Google Sheets document as a data source for your campaigns:

• The Bot fetches publicly accessible Google Sheets data via standard CSV export
• You must make your Google Sheet publicly viewable ("Anyone with the link can VIEW")
• The Bot does not access private or restricted Google Sheets
• The Bot does not modify your Google Sheets - it only reads data
• Google's Privacy Policy applies: https://policies.google.com/privacy

6.3 Hosting Provider

We use Railway.app to host the Bot. Their privacy policies apply to data stored on their infrastructure.

7. Your Rights and Controls

7.1 Access Your Data

You can view your Bot configuration at any time using campaign management commands:

• !listcampaigns - View all campaigns in your server
• !campaigninfo <campaign_id> - View detailed campaign information

7.2 Modify Your Data

You can change your settings using Bot commands:

• !setcampaignschedule - Change campaign schedule and times
• !campaignsettings - Update campaign settings
• !setcampaignsource - Change data source (Google Sheets/CSV)
• !refreshcampaign - Update challenge data from source
• Other campaign management commands

7.3 Delete Your Data

To delete your data:

• Remove the Bot: Kick the Bot from your server to stop data collection and remove all stored data
• Delete Campaigns: Use !deletecampaign <campaign_id> to remove specific campaigns
• Remove Channels: Use !removecampaignchannel to remove channels from campaigns
• Request Deletion: Contact us to request complete data deletion

7.4 Export Your Data

Currently, you can manually export your settings by:

• Using !listcampaigns and !campaigninfo to view all settings
• Copying the displayed configuration information
• Your Google Sheets or CSV files remain under your control

8. Data Deletion Requests

To request deletion of your data:

1. Remove the Bot from your Discord server, OR
2. Contact us at [[email protected]] with:
   • Your Discord server ID
   • Request for data deletion
   • We will respond within 30 days

9. Children's Privacy

The Bot is not intended for users under 13 years of age (or the minimum age in your jurisdiction). We do not knowingly collect information from children. If you believe a child has provided information to the Bot, please contact us immediately.

10. International Data Transfers

Your data may be stored and processed in different jurisdictions. By using the Bot, you consent to the transfer of your information to our hosting servers, which may be located outside your country of residence.

11. Cookies and Tracking

The Bot does not use cookies or tracking technologies. We only collect data explicitly provided through Discord interactions.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be indicated by:

• Updating the "Last Updated" date at the top
• Notifying users through our Discord support server (if applicable)
• Posting updates to our GitHub repository

Continued use of the Bot after changes constitutes acceptance of the updated Privacy Policy.

13. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information is collected
• Request deletion of your personal information
• Opt-out of the sale of personal information (we do not sell data)

To exercise these rights, contact us at contact@intermediadesigns.com.

14. European Union Rights (GDPR)

If you are in the European Union, you have rights under GDPR:

• Right to Access: Request a copy of your data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to certain data processing

To exercise these rights, contact us at contact@intermediadesigns.com.

15. Security Incidents

In the unlikely event of a data breach:

• We will notify affected users within 72 hours
• We will take immediate steps to secure the system
• We will provide guidance on protective measures

16. Contact Information

17. Consent

By using the Discord Daily Challenge Bot, you consent to:

• The collection and use of information as described in this Privacy Policy
• The storage of your configuration data
• The processing of your data to provide Bot functionality

18. Compliance

This Bot complies with:

• Discord's Terms of Service
• Discord's Developer Terms of Service
• Discord's Community Guidelines
• Applicable data protection laws (GDPR, CCPA, etc.)