Privacy Policy

1. Scope

This Privacy Policy describes what data our Discord bots collect, why, and how it's handled. Not every bot collects every category below — the categories reflect the range of data collected across our Services as a whole.

2. Our Role: Data We Process vs. Data We Store

It's important to understand how data actually flows through our Services, because we don't act the same way for every piece of data:

• Data we hold ourselves. To make a bot function (e.g., to know who is issuing a command, or to track an in-progress action), we hold limited data such as Discord IDs in memory while the bot is running. This is operational and transient — it is not compiled into a profile or used for any purpose beyond making the relevant feature work.
• Data logged to systems owned by the customer. Many of our Services log information — such as applications, shift/duty logs, disciplinary records, reports, or reviews — directly into a spreadsheet, database, or third-party workspace (e.g., Google Sheets, Trello) that belongs to and is controlled by the server/customer we're providing the bot to, not by SB Group. In this scenario, we act more like a courier or processor: the bot passes the data to the customer's own system on their instruction, but SB Group does not own, control, or retain a separate copy of that data once logged.

Because of this, the party best placed to action a request about that stored data (viewing, correcting, or deleting it) is usually the relevant server/customer, since it's their system. See Section 7 for how this affects your rights.

3. Data We Collect

The specific data collected depends on which bot and feature you interact with. Across our Services, this may include the following categories:

Discord account data

User ID, username, display name, and avatar URL. Where this is needed to operate a feature (e.g., attributing an action to a user, or displaying it in an embed), we hold it in memory while the bot is running rather than in a separate database of our own.

Information you submit

Text, links, images, or other content you provide through forms, applications, commands, or similar inputs — for example, freeform answers, profile or account links, identifiers, or supporting evidence/attachments. This is generally logged directly to the relevant server/customer's own spreadsheet, database, or workspace (see Section 2) rather than retained separately by SB Group. The exact fields requested vary by bot and feature, and are generally described at the point of collection.

Activity and records data

Timestamps, logs, and records generated through use of a feature — for example, records of actions taken, requests made, or activity tracked over time, along with any related notes, attachments, or outcomes. As with submitted information, this is generally stored in a system owned by the relevant server/customer, not by SB Group. Some categories of records (such as those relating to conduct, discipline, or staff decisions) are more sensitive than general activity data and are handled with additional access restrictions by the customer.

Message content

Depending on the specific bot and feature, we may process message content in order to generate a response, to log edits or deletions for moderation purposes, or to relay a message to a staff member.

Contact details

Where a feature requires reaching you directly (for example, to deliver materials or results), we may collect an email address or other contact detail for that purpose.

Other data

Some bots or features may collect data specific to their function that isn't covered above. Where this isn't clearly incidental to normal use, we aim to disclose it at the point of collection.

4. Third Parties We Share Data With

We use third-party services to help operate certain features, and some data also passes through to systems owned by the relevant server/customer (see Section 2). Depending on the bot and feature, this may include:

• AI providers — used to power AI-driven chat, assistant, or support features. Where a feature like this is used, relevant message content is transmitted to the provider to generate a response.
• Spreadsheet, database, and workspace tools owned by the customer — used by the bot to log information such as records, logs, or tracking data on the customer's instruction. These belong to and are controlled by the relevant server/customer, not SB Group.
• Identity/account-linking services — used by certain commands to resolve or verify a linked third-party account or identifier.
• Email or notification delivery services — used to send materials, results, or notifications to a contact detail you provide.
• Hosting providers — used to run the bots.

We do not sell your data. Data is shared with third-party providers only as needed to operate the relevant feature. If you'd like to know which specific providers are used for a particular bot or feature, you can contact us.

5. Data Retention

• Data we hold ourselves (e.g., Discord IDs held in memory to run a feature) is not persisted beyond what's needed for the bot to function and is not retained by us long-term.
• Data logged to a customer's own system (spreadsheets, databases, workspaces — see Section 2) is retained according to that customer's own practices, since it's their system, not ours. We do not enforce a retention period on data we don't control.

If you would like data about you removed, see Section 7 below.

6. Data Security

For data sent to a customer-controlled system, security of that storage is primarily governed by the customer's own account, system, and access controls. SB Group does not generally control the customer's storage environment or determine which of the customer's users have access to it. We nevertheless take reasonable measures within our control to protect data while it is being processed or transmitted by our Services.

No online service can guarantee absolute security, and we continually review and improve our own practices as our Services evolve. If you become aware of a security concern relating to our Services, please contact us.

7. Your Rights

You may request a copy, correction, or deletion of data about you, and we'll help point you in the right direction:

• For data we hold ourselves (e.g., transient data used to run a feature), contact us directly and we will action your request.
• For data logged to a server/customer's own system (e.g., applications, disciplinary records, reviews, duty logs stored in their spreadsheet, database, or workspace), that server/customer is best placed to action your request, since it's their system and they control access to it. We're happy to help put you in touch with the right server if needed.

We will respond within a reasonable time and may need to verify your identity (e.g., your Discord ID) before actioning a request.

8. Children's Privacy

The Services are not directed at children under the age required to use Discord (currently 13, or higher where required by local law), and we do not knowingly collect data from users below that age.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced where practical (e.g., in the relevant Discord server). Continued use of the Services after changes take effect constitutes acceptance of the updated policy.