Bot Privacy Policy

1. Scope and who is responsible

This policy applies to the ProClubs World Discord bot and the Discord-connected features of ProClubs World, including Discord sign-in, account linking, commands, interactive buttons, competition updates, direct messages, and support tickets.

The operator named in the Imprint at https://proclubsworld.com/imprint is the controller for the personal data described here. Questions and privacy requests can be sent to [email protected]. Data handled through the website outside these Discord-connected features is covered by the general ProClubs World Privacy Policy.

2. Data we process

The exact data depends on the features you and your server administrators choose to use.

Discord and linked-account identity

Discord user ID, username, global or display name, avatar information, linked ProClubs World user ID, and email address when you authorize Discord sign-in or account linking.

Server and permission information

Server IDs, names, icons and member counts; channel and role IDs and names; the server owner; and, for members who linked a ProClubs World account, whether they have Administrator or Manage Server permission, which authorizes server setup. Server managers can look up members in ProClubs World; those names, IDs and roles are read from Discord when requested and are not stored.

Commands and interactions

Command options, button and menu selections, tournament or league registration actions, availability responses, ticket subjects and messages, and the time and outcome of those actions.

Delivery and operational records

Discord message, channel and direct-message IDs; delivery status; timestamps; limited error details; and audit records needed to prevent duplicates, retry failed work, investigate misuse, and support server administrators.

Competition and team data

Team, player, fixture, result, standings, lineup, calendar, transfer, registration, and competition information selected for a bot command, notification, image, or server post.

The Bot never asks for your Discord password or user token. OAuth access tokens are used during the authorization request and are not stored by ProClubs World.

3. How and why we use data

• Link or create your ProClubs World account and confirm which Discord servers you may manage.
• Respond to commands and interactions, manage registrations and support tickets, and deliver requested competition, team, calendar, transfer, lineup, and news features.
• Configure server destinations, create or update requested Discord content, keep delivery reliable, and diagnose failures or abuse.
• Measure and improve the Bot using operational information or aggregated and de-identified information.

We process this data to provide the Bot and the linked features you or your server administrators use (contract, Art. 6(1)(b) GDPR) and for our legitimate interests in security, reliability, support, preventing misuse and letting clubs plan their sessions with answers from people without an account (Art. 6(1)(f) GDPR); you can object to the latter on grounds relating to your particular situation. Where we ask for your consent, we rely on it (Art. 6(1)(a) GDPR), and you can withdraw it at any time. We do not sell Discord API data, use it for advertising, or use Discord message content to train AI models.

4. When data is shared

Data is sent to Discord when the Bot responds, posts, updates a message, creates configured channels or roles, or sends a direct message. Relevant information may also be available to authorized ProClubs World administrators, the administrators responsible for the applicable server, team, league, tournament, or partner, and service providers that host or secure the Bot and website. We may disclose information when required by law or to protect users, the service, or legal rights.

Discord processes data in the United States. Transfers to Discord and to service providers outside the European Economic Area rely on an adequacy decision of the European Commission, in particular the EU-US Data Privacy Framework for certified companies, or on the Commission's Standard Contractual Clauses.

5. How long we keep data

Linked identity and server configuration: while your account stays linked or the server connection or configured feature is active. Daily availability answers: 90 days after the day they are for; daily check posts are removed from Discord 10 hours after the day's last match or session ends, or earlier if your team's staff remove them. Availability answers given in Discord without an account: 90 days after the session day. A link to a club member: until staff remove it, at most 90 days after your last answer. Delivery records of direct messages, such as availability reminders, Transfer Market alerts and reschedule requests: 90 days after they were sent or answered. Competition access history: 12 months after the access ends. Complaint outcome delivery records: with the complaint, until the complaint, the club or the linked account is deleted. A club's choice of message recipients: until the club is deleted. All other periods follow the retention list in the ProClubs World Privacy Policy. Copies already delivered to Discord are subject to Discord's own retention.

Removing the Bot from a server stops new server activity; existing records follow the periods above. After a valid deletion request, we delete or anonymise Discord data unless the law requires us to keep it or we need it to establish, exercise or defend legal claims.

6. Your choices and rights

• Do not use optional commands or interactions, disable Bot notifications in Player Central, unlink Discord where available, or ask a server administrator to disable a configured feature.
• A server administrator with the required Discord permissions can remove the Bot from a server.
• You may request access, correction, deletion, restriction, objection, or portability where applicable. You may also withdraw consent without affecting earlier lawful processing.
• You may complain to the data-protection authority in your country if you believe your rights have not been respected.

Use the account personal-data controls or email [email protected] with your Discord user ID and the request. We may need to verify that you control the account. Never send a password, bot token, or user token.

7. Security and age limits

We use access controls, scoped administrator permissions, authenticated service connections, and operational monitoring intended to protect Bot data. No online service can guarantee absolute security. The Bot is not directed to anyone below Discord's minimum age or the minimum age of digital consent in their country, whichever is higher.

8. Changes and contact

We may update this policy when Bot features, data practices or legal requirements change; the effective date above shows the current version. We announce material changes on the site and by email to members at least 30 days before they take effect, together with that date.

Contact: [email protected]