Privacy Policy

Last updated: February 15, 2026

This privacy policy explains what data Castellan Bot ("the Bot") collects, how it's used, and how it's stored. The Bot is operated by thomasthegama ("I", "me") via rentember.com.

I'm not a corporation and I'm not trying to harvest your data. This bot was built to help Conquerors Blade houses run their operations. This policy exists to be transparent about what gets stored and why.

What data the Bot collects

The Bot collects and stores the following data when you interact with it in a Discord server where it has been invited:

• Discord User IDs — Your numeric Discord user ID (not your email, not your password). This is used to associate you with your in-game name, attendance records, and permissions within the bot.
• Discord Server IDs — The numeric ID of the server(s) the bot operates in.
• In-game names (IGN), levels, and weapon choices — Provided voluntarily by members during the verification process.
• TW attendance records — When a TW session is active, the bot uses Discord's API to detect when users join or leave voice channels. It records who was present and for how long. It does not listen to, record, or process any audio — only join/leave events.
• TW signup responses — When tracking ConqBot signups, the bot records who has responded.
• TW group builder data — Group names, member assignments, leader assignments, and unit selections (if you use the group builder).
• TW automation settings — Recurring schedules, reminder settings, and other automation configuration for your server.
• Duel records — Win/loss records and related stats if your house uses duel commands.
• House roster data — If a house leader imports a roster, member names, ranks, duties, and activity data are stored.
• Diplomacy records — Names of allied houses/alliances, representative assignments, and related channel info.
• Officer notes — Written notes that officers write about members.
• Modmail transcripts — When a modmail thread is closed, the conversation transcript is saved.
• Audit logs — Administrative actions (permission changes, verification approvals, etc.) are logged with timestamps and who performed them.

What data the Bot does NOT collect

• Email addresses
• Passwords or authentication tokens
• Message content outside of modmail threads
• DMs that are not part of a modmail or diplomacy conversation
• Voice call audio — the bot never joins voice channels, never listens, and never records audio. It only reads join/leave events from Discord's API to build an attendance timeline.
• Data from servers where the bot is not invited

How data is stored

Each house gets its own isolated database. Your house's data is not mixed with, accessible by, or visible to any other house. Databases are backed up automatically every 6 hours and backups are rotated (oldest deleted after 20 backups).

Data is stored on private servers located in France that I own and manage. No third-party cloud or hosting provider has access to your data. I do not sell, share, or provide access to your data to any third party. The only person with access to the raw database is me, and I only access it for maintenance, debugging, or if you specifically ask me to.

How data is used

Data is used solely to provide the bot's features to your house:

• Attendance records are used to generate stats, leaderboards, and reports
• Verification data is used to manage your server roster and assign roles
• Diplomacy data is used to manage diplo channels and permissions
• Audit logs exist so house leadership can see who did what

I don't use your data for advertising, analytics, profiling, or anything outside of running the bot for your house.

Legal basis for processing

I collect and process data based on the legitimate interest of providing the bot service that you or your house leader requested. For modmail conversations, the legal basis is consent — you initiate the conversation knowing it will be stored and shared with house officers. The bot notifies you of this when you open a modmail thread.

Member notification and active data collection

When a TW attendance session is started, the bot posts a notice in the server's designated system channel so that members know their voice channel join/leave activity is being tracked (no audio is recorded). When the session ends, a second notice is posted. When someone opens a modmail thread, the bot informs them that messages will be forwarded to officers and a transcript will be saved. If the bot operates in multiple servers (e.g., an alliance TW server), data collection applies in all servers where the bot is present.

House leaders who request a bot instance are responsible for making their server members aware that the bot is active and what it does. This includes any shared alliance servers where the bot tracks attendance.

Data from the request form

When you fill out the request form on this website, I collect your Discord username, Discord user ID, house name, preferred bot name, and optionally a server ID. This is used solely to contact you and set up your bot instance. This data is not shared with anyone.

Data retention and deletion

Your data is kept for as long as your bot instance is active. If you want to stop using the bot, let me know and I'll shut down your instance and delete your database. If you want specific data removed (a member's records, old TW data, etc.), message me and I'll handle it.

I don't hold onto data after you're done with the service. Once deleted, it's gone — including backups within the normal rotation cycle.

Discord's own data practices

The bot operates within Discord and is subject to Discord's Privacy Policy and Developer Terms of Service. I don't control what Discord itself collects.

Your rights (including GDPR)

Regardless of where you're located, you have the right to:

• Access — Request a copy of the data the bot holds about you.
• Correction — Ask me to fix inaccurate data.
• Deletion — Ask me to delete your data or your house's entire database.
• Portability — Request an export of your data in a standard format before deletion.

If you're located in the European Economic Area, these rights are guaranteed under the General Data Protection Regulation (GDPR). To exercise any of them, message thomasthegama on Discord or use the contact form on the main page.

Children's privacy

The bot is not intended for use by anyone under 13 years of age (or 16 in jurisdictions where GDPR sets a higher minimum), consistent with Discord's own age requirements.

Changes to this policy

If I make significant changes to this policy, I'll update the "last updated" date at the top and, where practical, notify affected house leaders on Discord.

Contact

If you have questions about your data or want something deleted, reach out to thomasthegama on Discord or use the contact form on the main page.