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Privacy Policy

Last updated: June 1, 2026 — This policy describes what data we collect and how we use it.

1. Information We Collect

From Discord

When you add the Bot to a server or log in to the dashboard, we collect:

  • Discord user ID, username, and avatar (for authentication and display)
  • Discord server (guild) ID and name
  • Server member roles (to determine permissions)
  • Voice channel audio (only in servers where AI Voice Dispatch is configured and active - audio is transcribed in real time and not stored)

From Bot Usage

When members use bot commands, we store data necessary to provide the feature:

  • CAD characters, vehicles, and firearms linked to your Discord user ID
  • Strike records, verification status, and economy balances
  • Server configuration settings entered by administrators

From Purchases

When you purchase a Premium subscription or lifetime key, payment is processed by Stripe. We do not store your card number or billing details. We store:

  • Stripe customer ID and subscription/payment ID
  • Discord user ID of the purchaser
  • Guild ID the key is activated on
  • Purchase date and tier (monthly/lifetime)

2. How We Use Your Data

  • To provide, operate, and improve the Service
  • To authenticate you on the dashboard
  • To process and verify Premium access
  • To enforce our Terms of Service

We do not sell your data to third parties. We do not use your data for advertising.

3. Data Retention

Bot data (CAD records, strikes, economy balances, configuration) is retained as long as the bot is present in your server or until you request deletion. If the bot is removed from a server, associated server data is retained for up to 90 days before being permanently deleted, unless a deletion request is submitted sooner.

Discord user authentication tokens are stored only for the duration of your dashboard session. Premium key records are retained for billing and support purposes.

To request deletion of your personal data, contact us via Discord or email.

4. Third-Party Services

We use the following third-party services which may process data on our behalf:

  • Discord - authentication and bot platform (discord.com/privacy)
  • MongoDB Atlas - database hosting (MongoDB, Inc.)
  • Stripe - payment processing (stripe.com/privacy)
  • OpenAI - voice transcription and AI dispatch responses. Audio is sent to OpenAI for real-time transcription and is not stored by us. OpenAI may retain data per their own policy: openai.com/privacy
  • Koyeb - server hosting infrastructure

5. GDPR & EU/EEA Users

If you are located in the European Union or European Economic Area, the following applies:

Legal Basis for Processing

We process your data on the following legal bases: (a) contract performance - to provide the Service you have requested; (b) legitimate interest - to operate, secure, and improve the Service; and (c) legal obligation - where required by applicable law.

Your Rights

Under the GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data ("right to be forgotten")
  • Object to or restrict processing of your data
  • Lodge a complaint with your local data protection authority

To exercise these rights, contact us via Discord or email. We will respond within 30 days.

International Transfers

RolePlayManager is operated from the United States. By using the Service, EU/EEA users consent to their data being transferred to and processed in the United States, where data protection laws may differ from those in the EU.

6. Security

We take reasonable technical measures to protect your data. However, no system is perfectly secure. Use of the Service is at your own risk.

7. Children's Privacy

The Service is not directed at children under 13. We do not knowingly collect data from children under 13. If you believe a child has provided data, contact us and we will delete it promptly.

8. Changes to This Policy

We may update this Privacy Policy at any time. Continued use of the Service after changes are posted constitutes acceptance of the new policy.

9. Contact

For privacy questions or data deletion requests: