Ensign Privacy Policy

Draft. This is a starting point, not legal advice. Fill in the bracketed parts and have it checked before publishing it on the website. Keep it in step with what the bot actually stores: update it in the same commit as any change to stored data.

Effective date: [date]

This policy covers the Ensign family of Discord bots: Ensign, Ensign Events, Ensign Birthdays, Ensign Pepper, Ensign Indy and Ensign Finn ("the bots", "we"). It explains what each bot collects, why, how long it's kept, and how to have it deleted.

Each bot keeps its data separately, and only for the servers it's been added to. Removing one bot, or deleting its data, doesn't affect the others.

What every bot stores

About each server the bot is in: - The server's Discord ID. - When the bot joined, when it left (if it has), and when it posted its setup guide.

What each bot stores on top of that

Ensign

• Settings changed by the server's admins with /config. Currently: the server's time zone.
• Nothing about individual users.
• Ensign doesn't read message content, member lists, profile details, presence or voice.

Ensign Pepper

• Nothing beyond the basics above is stored in its database.
• While music is playing, it keeps the queue in memory: each song's title, link and who requested it. This is gone when the queue ends, the bot leaves the channel, or it restarts.
• Song searches and links are sent to YouTube, SoundCloud or Spotify to find the music. Spotify links are only read for track names, then matched on YouTube.
• It sees who is in its voice channel, only to leave when everyone has gone. It doesn't record or listen to voice.

Ensign Indy and Ensign Finn

• They read messages aloud from the text channel where /join was used, so they process the content of those messages. The text is sent to the voice provider to turn it into speech, played, and then discarded. It isn't stored or logged.
• Settings changed by admins: the server's voice, the role allowed to use text-to-speech, and whether names are read out.
• Each member's chosen voice, stored with their user ID for that server. Members can reset theirs with /voiceuser and "Server voice"; it's also deleted with the server's data.
• Who spoke last, and the last few messages per person (to catch spam), kept in memory only.
• They see who is in their voice channel, only to follow moves and to leave when everyone has gone. They don't record or listen to voice.

Ensign Events

• For now it only runs 1st Royal Marines' event-server battles: regiment registrations, sign-ups and match results. That data is kept in 1st Royal Marines' own database, as it was under the Staff Bot.

The website and dashboard

The website (ensignbots.com) works without logging in. When you log in with Discord, it stores, for up to 30 days after you last use it: - your Discord ID, name and avatar link - the list of servers you're in, with your permissions in each, so it can show the servers you can manage

It uses a cookie to keep you logged in, and stores only a scrambled (hashed) copy of that cookie's value. Logging out deletes the login straight away. Discord's login token is used once to read this, and isn't stored.

Operational logs

To keep the bots running and fix problems, our hosting provider keeps short-lived technical logs. These can include server IDs, user IDs, channel IDs, the name of a command that was run, and details of any error. If error reporting is enabled, the same details are sent to a private Discord channel that only the Ensign team can see. Logs are only used to operate and fix the bots, and are kept for [Railway's log retention period / N days].

How information is used

Only to provide the bots' features in your server. We don't sell it, share it for advertising, or use it to build profiles.

Who processes it

• Railway (railway.com) hosts the bots and their database [region: …].
• YouTube, SoundCloud and Spotify receive Ensign Pepper's song searches and links.
• Google turns Indy and Finn's messages into speech (Google Translate voices, or Google Cloud for premium servers). Amazon Web Services does so for premium Polly voices.
• Discord delivers commands and messages, under Discord's Privacy Policy.

How long it's kept, and deleting it

• Server data is kept while the bot is in the server.
• When a bot is removed from a server, that bot's data for the server is deleted automatically 30 days later. If it's added back within 30 days, the settings are restored.
• The server owner can delete everything a bot stores immediately with that bot's /data delete.
• For anything else, or a copy of your data, contact us (below).

Children

The bots are for Discord users, who must meet Discord's minimum age.

Changes

If this policy changes, we'll update the effective date and post the change in the [support server].

Contact

[contact email] · [support server invite] · [website]