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GUILD ASSISTANT

Privacy Policy

Last updated: 6 October 2026

1. Who is responsible?

Nathasja Vandevonder, operating Guild Assistant, is responsible for this service’s processing of personal data. This policy covers the Guild Assistant bot, website and dashboard.

Contact: [email protected]

2. Information we process

3. Why we use it

We use information to authenticate you, check permissions, maintain queues and settings, deliver events and reminders, perform requested check-ins and redemptions, provide media features, respond to support requests, prevent misuse and diagnose failures. Where applicable, processing is based on providing the requested service, our legitimate interests in operating and securing it, legal obligations, or consent for optional processing where consent is required. Optional automation can be disabled in its account controls.

4. Who can see information?

Queue and event information posted to Discord is visible according to that channel’s permissions. Authorized server managers can access their server’s administrative information. The project operator can access information needed for support and operation, including linked check-in account information. Developer functions are intended only for the configured bot owner.

Discord processes API requests and messages. Hosting is provided on Hetzner infrastructure; Cloudflare handles traffic for the website where configured. Optional game features send the required game UID and requests to Top Heroes. Media features contact media/search providers, Radio Browser and station servers; providers receive relevant search or playback requests and network information. Third-party providers may process information in other countries under their own terms and privacy policies.

Existing subscription management is handled by Stripe; new subscriptions are no longer offered. For legacy billing, Stripe receives the information needed to process the payment and manage the subscription under its own privacy terms. Guild Assistant receives billing identifiers and subscription status, not your full payment-card number. Clicking Buy Me a Coffee opens that separate provider’s website, which may share contribution information with the project creator. Information may also be disclosed where legally required or necessary to address abuse or security incidents. We do not use the bot’s stored user information for sale or advertising profiles.

5. Cookies and dashboard sessions

The dashboard uses essential secure cookies for sign-in: __Host-ga-state lasts up to 10 minutes for the login check, and __Host-ga-session lasts up to one hour. They are marked Secure and HttpOnly. Access tokens are held on the API server rather than in browser-accessible storage. Signing out ends the dashboard session; it does not erase your bot records or revoke the Discord application connection. You can remove that connection in Discord’s Authorized Apps settings.

The supplied website does not embed advertising or analytics scripts. Hosting and security providers may process technical information or use their own essential security mechanisms. External sites you choose to open have their own cookie policies.

6. Storage and retention

Bot settings, queue/history records, check-in accounts and activity records are stored on the service’s server. Dashboard sessions are temporary and also end when the API restarts. Other records do not all have a fixed automatic expiry: they remain until removed through the relevant controls or an operator review/deletion request. Removing the bot from a server does not automatically delete all historical records.

We retain information only while needed for the stated functions, security, recovery or legal obligations. Backups may contain older records until replaced or removed. A deletion request will also be assessed for retained logs and backups; any legally required retention or limits will be explained. We do not promise an automatic deletion interval that the current software does not enforce.

7. Your choices and requests

You can stop optional automation and remove linked check-in accounts through their controls. To request access, correction, export or deletion of other information, email [email protected] or contact the owner through the support Discord. State that it is a privacy request and provide your Discord user ID and the relevant server ID privately. Do not send passwords or access tokens. We may need to confirm that the request is yours before disclosing or changing information.

We will handle requests within the time required by applicable law. Depending on your location, you may also have rights to restrict or object to processing, receive portable data, withdraw consent for consent-based processing, and complain to your local data protection authority. Some records may need to be retained to meet legal obligations or protect other people’s rights; we will explain any applicable limitation.

8. Security and children

Access checks, secure dashboard cookies and HTTPS help protect access to the service. No service can guarantee absolute security. Do not use Guild Assistant if you are below Discord’s minimum age or the minimum age required in your country. If you believe an underage child has supplied personal information, contact the operator.

9. Changes

We will update this page when processing changes and display its revision date. Material changes will be communicated through the website or support Discord. Cross-Guild Network is currently in development; any wider sharing introduced by that feature will need to be explained before general availability.