Privacy Policy

1. Information We Collect

We collect various types of information to provide and improve our Service. The information we collect includes:

1.1 Discord Information

When you use ERLC Aid through Discord, we collect:

• User IDs: Your unique Discord user identifier
• Usernames: Your Discord username and discriminator
• Avatar Information: Your Discord profile picture URL
• Server IDs: Identifiers of Discord servers where the bot is installed
• Server Names: Names of Discord servers using our Service
• Role Information: Discord roles and permissions within servers using our bot
• Channel IDs: Identifiers of channels where commands are used

1.2 Roblox and ER:LC Information

When you link your Roblox account or use ER:LC features, we collect:

• Roblox User IDs: Your unique Roblox user identifier
• Roblox Usernames: Your Roblox display name and username
• Game Data: In-game statistics, ranks, and activity from ER:LC
• Server Information: ER:LC server data and player information

1.3 Usage Information

We automatically collect information about how you use the Service:

• Command History: Records of bot commands you execute (stored for minimum 90 days)
• Command Parameters: Arguments and data provided with commands
• Timestamps: Date and time of your interactions with the Service
• Server Activity: Interactions within Discord servers using our bot
• Feature Usage: Which features and commands you use most frequently

1.4 Website Information

When you visit our website, we collect:

• IP Address: Your Internet Protocol address
• Browser Information: Browser type, version, and language
• Device Information: Device type, operating system, and screen resolution
• Referral Information: Website that referred you to our site
• Page Views: Pages you visit and time spent on each page
• Click Data: Links and buttons you click on our website
• Analytics Data: Website traffic and usage patterns

1.5 Authentication Information

When you authenticate with our dashboard:

• OAuth Tokens: Access tokens from Discord for authentication
• Session Data: Information about your login sessions
• Login History: Records of when and how you access the Service

1.6 Communication Information

If you contact us for support:

• Contact Information: Email address, Discord username
• Message Content: Content of your support inquiries
• Support History: Records of previous support interactions

1.7 Information We Do NOT Collect

For transparency, we want to be clear about what we do NOT collect:

• We do NOT store Discord chat logs or message content
• We do NOT collect payment information (when premium features launch, this is handled by third-party processors)
• We do NOT collect precise geolocation data
• We do NOT collect sensitive personal information such as social security numbers, financial account numbers, or health information

2. How We Collect Information

We collect information through various methods when you interact with our Service:

2.1 Directly From You

• When you install and configure the bot in your Discord server
• When you execute commands through the Discord bot
• When you link your Roblox account to the Service
• When you authenticate with our dashboard
• When you contact us for support or feedback
• When you fill out forms on our website

2.2 Automatically

• Through Discord's API when you interact with the bot
• Through cookies and similar technologies on our website
• Through analytics services that track website usage
• Through log files that record Service activity

2.3 From Third-Party Sources

• From Discord when you authenticate or use the bot
• From Roblox and ER:LC APIs when you use game integration features
• From our cloud service providers (Vercel, AWS, Cloudflare)

3. How We Use Your Information

We use the information we collect for various purposes to provide, maintain, and improve our Service:

3.1 To Provide and Maintain the Service

• Process and execute bot commands
• Authenticate users and manage access
• Enable ER:LC game integration features
• Track staff activity and manage promotions/demotions
• Manage strike systems and disciplinary records
• Track and manage staff shifts
• Synchronize roles and permissions

3.2 To Improve and Optimize

• Analyze usage patterns to improve features
• Monitor Service performance and uptime
• Debug and fix technical issues
• Develop new features based on user behavior
• Optimize bot performance and response times

3.3 To Communicate With You

• Respond to support requests and inquiries
• Send important Service updates and notifications
• Notify you of changes to our Terms or Privacy Policy
• Inform you about new features or updates
• Send administrative messages about your account

3.4 For Security and Safety

• Detect and prevent fraud, abuse, and security incidents
• Enforce our Terms of Service
• Protect against unauthorized access
• Investigate and respond to violations
• Maintain the integrity of the Service

3.5 For Analytics

• Track website traffic and visitor behavior
• Understand how users interact with our Service
• Measure the effectiveness of features
• Generate statistical reports

3.6 For Compliance

• Comply with legal obligations and regulations
• Respond to legal requests and prevent harm
• Maintain records as required by law
• Enforce our legal rights

4. Data Retention

We retain your information for different periods depending on the type of data and its purpose:

4.1 Command History

Command history and usage data is stored for a minimum of 90 days before we are permitted to delete it. This retention period is necessary for:

• Troubleshooting and debugging issues
• Investigating abuse or violations
• Analyzing usage patterns
• Complying with legal obligations

4.2 User Profile Information

Discord user IDs, usernames, and linked Roblox accounts are retained for as long as:

• The bot remains in your Discord server
• You maintain an active account with our Service
• Your data is necessary for the Service to function

4.3 Server Configuration

Server settings and configuration data are retained until:

• The bot is removed from your server
• You request deletion of your server data
• Your server is no longer active

4.4 Analytics Data

Website analytics and aggregated usage data may be retained indefinitely in anonymized form for statistical purposes.

4.5 Support Communications

Support tickets and communications are retained for a reasonable period (typically 2 years) for reference and quality assurance purposes.

4.6 Legal Requirements

We may retain information longer if required by law, regulation, legal process, or to protect our legal rights.

4.7 Data Deletion

After the retention period, we will securely delete or anonymize your data. You can request early deletion of your data by contacting us (see Section 9 for details).

5. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

5.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• Vercel: Website hosting and deployment
• Amazon Web Services (AWS): Cloud infrastructure and data storage
• Cloudflare: Content delivery network and DDoS protection
• Analytics Providers: Website traffic analysis

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.2 Discord and Roblox

We interact with Discord and Roblox APIs to provide Service functionality. Data shared includes:

• User IDs necessary for authentication and commands
• Game data required for ER:LC integration
• Information necessary for bot operations

5.3 Within Your Discord Server

Information may be visible to other members of your Discord server when:

• You execute public commands
• Staff activity logs are generated
• Promotion/demotion notifications are sent
• Server administrators view management dashboards

5.4 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal process (subpoenas, court orders)
• Government or regulatory requests
• Requests from law enforcement
• Protection of our rights, property, or safety
• Prevention of fraud or abuse
• Emergency situations involving danger to persons

5.5 Business Transfers

If ERLC Aid is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

5.6 With Your Consent

We may share your information for any other purpose with your explicit consent.

5.7 Aggregated Data

We may share aggregated, anonymized data that does not identify you personally for research, analysis, or marketing purposes.

6. Third-Party Services

Our Service integrates with and relies on various third-party services. Each service has its own privacy policy governing how they collect and use your information:

6.1 Discord

Our bot operates within Discord's platform. Please review Discord's Privacy Policy at: https://discord.com/privacy

6.2 Roblox

We integrate with Roblox and ER:LC APIs. Please review Roblox's Privacy Policy at: https://www.roblox.com/info/privacy

6.3 Cloud Service Providers

• Vercel: Privacy Policy
• AWS: Privacy Notice
• Cloudflare: Privacy Policy

6.4 Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

6.5 Future Payment Processors

When premium features become available, we will use third-party payment processors. We do not store your payment information directly – it is handled securely by the payment processor.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and improve your experience.

7.1 What Are Cookies?

Cookies are small data files stored on your device. They help us recognize your browser and capture certain information.

7.2 Types of Cookies We Use

• Essential Cookies: Necessary for the website to function properly (authentication, security)
• Analytics Cookies: Help us understand how visitors use our website
• Functionality Cookies: Remember your preferences and settings
• Session Cookies: Temporary cookies that expire when you close your browser

7.3 Analytics Services

We use analytics services to track website traffic and usage patterns. These services may use cookies and similar technologies to collect information about your visits.

7.4 Your Cookie Choices

Most web browsers are set to accept cookies by default. You can choose to:

• Remove or reject cookies through your browser settings
• Disable cookies entirely
• Receive notifications when cookies are being set

Note: If you disable cookies, some features of our website may not function properly.

7.5 Do Not Track

We do not currently respond to "Do Not Track" signals from browsers. However, you can disable cookies as described above.

8. Data Security

We take the security of your information seriously and implement appropriate technical and organizational measures to protect it.

8.1 Security Measures

We use industry-standard security measures including:

• Encryption of data in transit using HTTPS/TLS
• Encryption of sensitive data at rest
• Secure authentication and authorization mechanisms
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Secure cloud infrastructure from reputable providers
• Regular software updates and security patches
• Monitoring for suspicious activity and unauthorized access

8.2 Data Storage

Your data is stored on secure servers provided by AWS and other trusted cloud service providers. These providers implement comprehensive security measures and comply with industry standards.

8.3 Access Controls

Access to your information is limited to:

• ERLC Aid staff who need access to perform their job functions
• Service providers bound by confidentiality obligations
• Automated systems necessary for Service operations

8.4 Limitations

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, and you use the Service at your own risk.

8.5 Security Incidents

If we become aware of a security breach that affects your information, we will:

• Investigate the incident promptly
• Take steps to mitigate the breach
• Notify affected users as required by law
• Cooperate with law enforcement if appropriate

8.6 Your Responsibility

You are responsible for:

• Keeping your Discord account credentials secure
• Not sharing your account access with others
• Using strong, unique passwords
• Reporting any unauthorized access immediately

9. Your Privacy Rights

You have certain rights regarding your personal information. The availability and scope of these rights may vary based on your location and applicable laws.

9.1 Access Rights

You have the right to request:

• Confirmation of whether we process your personal information
• Access to your personal information
• Copies of your personal information
• Information about how we use your data

9.2 Correction Rights

You have the right to:

• Request correction of inaccurate personal information
• Update your information through the dashboard
• Complete incomplete personal information

9.3 Deletion Rights

You have the right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations, ongoing disputes). You can:

• Remove the bot from your server to delete server-specific data
• Request full account deletion by contacting us
• Request deletion of specific data categories

9.4 Data Portability

You have the right to:

• Receive your personal information in a structured, commonly used format
• Request transfer of your data to another service (where technically feasible)

9.5 Objection and Restriction Rights

You have the right to:

• Object to processing of your personal information
• Request restriction of processing in certain circumstances
• Opt out of certain uses of your information

9.6 Withdrawal of Consent

Where we rely on your consent to process your information, you have the right to withdraw that consent at any time.

9.7 How to Exercise Your Rights

To exercise any of these rights, please contact us at: support@erlcaid.xyz

We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing your request.

9.8 Limitations

Your rights may be limited in certain circumstances, such as when:

• Fulfilling your request would adversely affect others' rights
• We are legally required to retain the information
• The information is necessary for legitimate business purposes
• The information is needed to defend legal claims

10. Children's Privacy

Our Service is not intended for children under the age of 13 (or the minimum age required by Discord in your jurisdiction).

10.1 Age Requirements

• You must be at least 13 years old to use our Service
• In some jurisdictions, the minimum age may be higher
• We comply with Discord's age requirements

10.2 No Knowing Collection

We do not knowingly collect personal information from children under 13. If we discover that we have collected information from a child under 13, we will delete it immediately.

10.3 Parental Notice

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@erlcaid.xyz so we can delete it.

10.4 COPPA Compliance

We comply with the Children's Online Privacy Protection Act (COPPA) and similar laws in other jurisdictions.

11. International Data Transfers

ERLC Aid is based in New Mexico, United States. Your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

11.1 Cross-Border Transfers

By using the Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws.

11.2 Safeguards

When transferring data internationally, we:

• Use service providers that comply with applicable data protection laws
• Implement appropriate contractual safeguards
• Ensure adequate security measures are in place
• Comply with applicable international data transfer regulations

11.3 European Users

For users in the European Economic Area (EEA), UK, or Switzerland, we rely on appropriate transfer mechanisms such as Standard Contractual Clauses when transferring data outside these regions.

12. California Privacy Rights

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).

12.1 Categories of Information

In the past 12 months, we have collected the following categories of personal information:

• Identifiers (Discord IDs, Roblox usernames, IP addresses)
• Internet or network activity (command history, website usage)
• Geolocation data (approximate location from IP address)

12.2 Your California Rights

California residents have the right to:

• Right to Know: Request disclosure of personal information we collect, use, or disclose
• Right to Delete: Request deletion of your personal information
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out: Opt out of the "sale" or "sharing" of personal information (Note: We do not sell or share personal information)
• Right to Limit: Limit use of sensitive personal information (Note: We do not collect sensitive personal information)
• Right to Non-Discrimination: Not be discriminated against for exercising your rights

12.3 Shine the Light Law

California's "Shine the Light" law permits California residents to request information about disclosure of personal information to third parties for direct marketing purposes. We do not share your information with third parties for their direct marketing purposes.

12.4 How to Exercise Your Rights

To exercise your California privacy rights, contact us at: support@erlcaid.xyz

We will verify your identity before processing your request and respond within 45 days.

12.5 Authorized Agents

You may designate an authorized agent to make requests on your behalf. We will require proof of authorization.

13. GDPR Rights (European Users)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR).

13.1 Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: You have given explicit consent for processing (e.g., when using the bot)
• Contract Performance: Processing is necessary to provide the Service you requested
• Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., improving the Service, security)
• Legal Obligations: Processing is required to comply with legal requirements

13.2 Your GDPR Rights

Under GDPR, you have the following rights:

• Right of Access: Obtain confirmation and access to your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restriction: Restrict processing in certain circumstances
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time
• Right to Lodge a Complaint: File a complaint with a supervisory authority

13.3 Data Controller

ERLC Aid acts as the data controller for the personal information we collect through the Service.

13.4 EU Representative

We do not currently have an EU representative. For GDPR-related inquiries, please contact us at: support@erlcaid.xyz

13.5 Supervisory Authority

If you are not satisfied with our response to your privacy concerns, you have the right to lodge a complaint with your local data protection authority in the EEA, UK, or Switzerland.

13.6 Data Protection Officer

We do not currently have a designated Data Protection Officer (DPO). For privacy-related inquiries, contact: support@erlcaid.xyz

14. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

14.1 Notification of Changes

When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you through the Service, via email, or through our Discord server
• For material changes, provide at least 30 days' notice before the changes take effect

14.2 Your Acceptance

Your continued use of the Service after we post changes to this Privacy Policy constitutes your acceptance of the updated policy.

14.3 Review Regularly

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14.4 Material Changes

If we make material changes that significantly affect your privacy rights, we will obtain your consent where required by law.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

15.1 Response Time

We will respond to your privacy inquiries within:

• 30 days for general inquiries
• 45 days for California residents (CCPA requests)
• 30 days for European users (GDPR requests)
• As required by applicable law in other jurisdictions

15.2 Identity Verification

For security purposes, we may need to verify your identity before responding to privacy-related requests. We will request only the minimum information necessary to verify your identity.

Additional Information

16.1 Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects you.

16.2 Anonymous Data

We may create anonymous, aggregated, or de-identified data from personal information. Once anonymized, this data is no longer considered personal information and may be used for any purpose.

16.3 Beta Features

We may offer beta or experimental features that collect additional data. We will inform you about any additional data collection before you use such features.

16.4 Open Source

Some components of our Service may use open source software. Use of such software is governed by the applicable open source licenses.

16.5 No Sensitive Data

Please do not send us or submit through the Service any sensitive personal information such as:

• Social security numbers or government ID numbers
• Financial account information
• Health or medical information
• Biometric data
• Information about racial or ethnic origin
• Political opinions or religious beliefs

16.6 Accuracy of Information

You are responsible for ensuring that any information you provide to us is accurate, complete, and up-to-date. Please update your information promptly if it changes.