Data Privacy Policy | ServerCompanion

A. Data Controller Information

ServerCompanion operates as a data controller regarding the personal data collected through our Discord bot and web dashboard. We are based in the United Kingdom.

You may contact us regarding data protection matters at:

Email: privacy@servercompanion.com
Discord Support Server: https://discord.gg/support

B. Categories of Data We Collect

Category	Examples	Purpose	Legal Basis
Discord User Data	User ID, username, avatar	Authentication, account management	Performance of Contract
Server Metadata	Server ID, name, member count, roles, channels	Bot functionality, display in dashboard	Legitimate Interests
Authentication Tokens	Discord OAuth2 tokens	Maintaining login sessions	Performance of Contract
Usage Data	Command usage, feature interactions	Service improvement, analytics	Legitimate Interests

We do not knowingly collect personal data from children under 13. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

C. How We Use Your Data

We use the collected data for various purposes:

To provide and maintain our Discord bot and dashboard services
To authenticate users and verify server ownership
To display relevant Discord server information
To improve our service based on usage patterns
To respond to user inquiries and support requests
To detect, prevent, and address technical issues
To comply with legal obligations

D. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

Discord user data: Retained while you use our service and for up to 30 days after your last interaction
Server metadata: Retained while our bot remains in your server and for up to 30 days after removal
Authentication tokens: Retained until logout or session expiry (typically 24 hours)
Usage data: Retained in aggregated form for up to 12 months

You may request deletion of your data at any time by contacting us.

E. Data Sharing and Recipients

We do not sell your personal data. We may share data with:

Service providers who help us operate our services (hosting, analytics)
Legal authorities when required by law
Third parties with your explicit consent

All third-party service providers we use are bound by data processing agreements that ensure compliance with data protection regulations.

F. International Data Transfers

Your data may be processed in countries outside the UK or European Economic Area (EEA). When transferring data internationally, we ensure appropriate safeguards are in place:

Using service providers in countries with adequate data protection as determined by UK/EU authorities
Implementing Standard Contractual Clauses approved by the UK/EU
Obtaining your explicit consent for specific transfers where appropriate

G. Your Data Protection Rights

Under GDPR and UK data protection law, you have several rights:

Access: Request copies of your personal data
Rectification: Correct inaccurate or incomplete information
Erasure: Request deletion of your data in certain circumstances
Restriction: Limit how we use your data in certain circumstances
Portability: Receive your data in a machine-readable format
Objection: Object to processing based on legitimate interests
Withdrawal of consent: Withdraw previously given consent
Complaint: Lodge a complaint with a supervisory authority

To exercise these rights, please contact us at privacy@servercompanion.com. We will respond to all legitimate requests within one month.

H. Cookies and Similar Technologies

Our web dashboard uses cookies and similar tracking technologies to enhance user experience and collect information. We use:

Essential cookies: Required for basic functionality (session management, security)
Analytics cookies: Help us understand how users interact with our dashboard

Most web browsers allow you to control cookies through preferences. However, limiting cookies may affect your experience using our dashboard.

I. Security Measures

We implement appropriate technical and organizational measures to protect your data, including:

Data encryption in transit and at rest
Regular security assessments and testing
Access controls and authentication procedures
Staff training on data protection

While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security.

J. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date and will be effective immediately upon posting.

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