Privacy Policy

Effective date: June 28, 2026

This Privacy Policy explains how SynCommunityBot ("the service", "we", "us", or "our") collects, uses, stores, and shares information when you use the SynCommunityBot Discord bot and web dashboard. By using the service, you agree to the practices described here.

Information We Collect

We collect information needed to operate the Discord bot, authenticate dashboard users, and provide ranch, camp, payroll, synchronization, and support features.

  • Discord account information, including your Discord user ID, username, avatar identifier, and authentication status.
  • Discord server information available through the permissions you grant, including server IDs, server names, ownership status, and permissions used for setup auditing.
  • Ranch and camp activity records created through the bot or dashboard, including collection totals, cattle transactions, material donations, supply deliveries, sales, payroll records, configuration settings, channel IDs, message IDs, and audit history.
  • Synchronized game identities and current or historical ranch/camp membership records.
  • Support information you submit, including ticket type, subject, page URL, messages, Discord ID, username, ticket status, and timestamps.
  • Authentication and preference data, including a dashboard login cookie and local browser theme preference.
  • Operational logs and technical information that may include timestamps, request paths, Discord IDs, guild IDs, channel IDs, message IDs, error details, and similar diagnostic data.

Discord OAuth and Bot Permissions

The dashboard uses Discord OAuth to sign you in. The requested scopes are identify and guilds. These scopes let us identify your Discord account and audit the servers available for setup or a Discord change. A failure to retrieve servers does not reject an otherwise valid login.

OAuth access tokens are used to request this information from Discord. The dashboard uses an authentication cookie to keep you signed in for up to 7 days, subject to normal logout, expiration, and browser controls.

How We Use Information

  • Authenticate users and control access to ranch, camp, support, and admin areas.
  • Map Discord accounts to synchronized character ownership and manager access.
  • Process bot commands, Discord interactions, typed game deliveries, tracker embeds, and dashboard actions.
  • Generate payroll, audit logs, CSV exports, dashboards, and operational reports.
  • Respond to support tickets, investigate bugs, prevent misuse, and maintain service reliability.
  • Comply with applicable law, Discord's policies, and valid requests from platform or legal authorities.

How We Share Information

We do not sell personal information. We may share information only as needed to operate the service:

  • With Discord, when the bot sends messages, updates embeds, reads permitted Discord data, or uses Discord OAuth.
  • With infrastructure providers that host the website, database, logs, backups, or related systems.
  • With server owners, managers, support admins, or authorized users when information is visible inside the dashboard, Discord server, payroll views, audit logs, tracker messages, or support tools.
  • When required to comply with law, enforce these terms, protect users, or respond to security or abuse reports.

Data Retention

We keep information for as long as needed to provide the service, preserve audit history, resolve disputes, maintain backups, prevent abuse, and comply with legal or platform requirements. Ranch, camp, payroll, transaction, membership, support, and audit records may be retained while the related server or account remains active, and for a reasonable period afterward.

Deletion Requests

You may request deletion of information associated with your Discord account or server by opening a support ticket in the dashboard or contacting the SynCommunityBot operator through the Discord server where the bot is installed. Some records may be retained when necessary for security, audit history, fraud prevention, legal compliance, backup integrity, or to preserve records belonging to a server managed by another user.

Security

We use reasonable administrative and technical measures to protect the service, including access controls, authentication, database-backed authorization records, and protected authentication cookies. No online service can guarantee absolute security.

Children

The service is intended for Discord users who are permitted to use Discord under Discord's own terms. Do not use SynCommunityBot if you are not allowed to use Discord.

Third-Party Services

The service depends on Discord and may depend on hosting, database, and logging providers. Your use of Discord is governed by Discord's own terms and privacy policy.

Changes

We may update this Privacy Policy from time to time. The effective date above will be updated when material changes are made. Continued use of the service after changes take effect means you accept the updated policy.

Contact

For privacy questions or data requests, open a support ticket in the dashboard or contact the SynCommunityBot operator through the Discord server where the bot is installed.