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.

ProClubs World is responsible for the personal data described here. Questions and privacy requests can be sent to support@proclubsworld.com. 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 and icons; channel and role IDs and names; server ownership or management permissions; member and role context needed to authorize setup, route messages, and operate configured features.

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.

Depending on the feature and applicable law, we process this data to provide the service you requested, based on your consent, and for legitimate interests such as security, reliability, support, and preventing misuse. 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 and service providers may process data outside your country. Where required, we use appropriate contractual or legal safeguards for international transfers.

5. How long we keep data

Linked identity and server configuration data is kept while the account, server connection, or configured feature remains active and for as long as it is needed to operate and secure the service. Support conversations, interaction outcomes, delivery receipts, and audit records are kept only as long as reasonably needed for support, competition integrity, security, dispute handling, and legal obligations.

Removing the Bot from a server stops new server activity but may not immediately erase existing delivery, support, or audit records. We delete or anonymize Discord data when it is no longer needed, when Discord requires deletion, or after a valid deletion request, unless retention is required by law or necessary to establish 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 support@proclubsworld.com 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 latest version. Material changes will be communicated through an appropriate ProClubs World or Discord channel when required.

Contact: support@proclubsworld.com