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Privacy Policy for the Rinelle Application

Last updated: October 6, 2026

Effective: October 20, 2026

Notice: This document was originally drafted and published in the Polish language. Versions in other languages (including this English version) are provided strictly for convenience and informational purposes. Read the official Polish version here.

This document explains in a clear and transparent manner what information the Rinelle Application ("Bot" or "Service") collects, for what purposes it does so, and how you can manage your data. This document supplements the Terms of Service for the Rinelle Application and complies with European General Data Protection Regulation (GDPR) standards.

1. Data Controller

The data controller responsible for the Rinelle project and the processing of related technical data is the Bot Creator:

  • Project Creator: amatsagu (Discord ID: 390394829789593601, Rinelle Project)
  • Location: Poland, European Union
  • Contact: [email protected]

2. What Data We Process (and What We Never Collect)

We collect only the technical data strictly necessary for the Application to function properly, adhering to data minimization principles:

Information We Process:

  • Discord Identifiers (IDs): numerical identifiers of your account (User ID), Server (Guild ID), selected roles (Role ID), and the active text channel. These are public numerical strings generated automatically by the Discord platform.
  • Server Configuration: settings for the Color Roles menu and the technical roles assigned to them.
  • Community Badges: names, descriptions, and technical emoji identifiers (Unicode or Emoji ID) created on the Server, as well as records of which Users have been granted each badge.
  • Contribution Points: point balances associated with a User account or Server, and timestamps of votes submitted on external listing directories (e.g., Top.gg).
  • Official Website: basic technical access logs (anonymized IP addresses) collected at the CDN edge network level by Cloudflare for network security and DDoS mitigation.

What the Application NEVER Collects or Processes:

  • Message and Voice Content: The Bot does not read, store, analyze, intercept, or record the content of direct messages (DMs), server text channel discussions, or voice communications.
  • Payment and Financial Data: We do not collect, process, or have access to payment card numbers, bank account details, or billing addresses. All in-app transactions on Discord are processed exclusively by Discord Inc.
  • Passwords: We never request, process, or store passwords or authentication credentials for your Discord account.

3. Purposes of Data Processing

All data is collected and processed strictly for technical and operational purposes:

  1. Providing Bot Features: assigning roles, displaying badges on user profiles, and tracking Contribution Points (performance of the service under the Terms of Service).
  2. Security and Stability: enforcing rate limits, blocking spam, and preventing attempts to corrupt or disrupt the database.
  3. Technical Support: resolving technical issues and inquiries submitted via the Official Support Server or the contact email address.

4. Where Your Data Is Transferred and Hosted

We do not sell, rent, or share your data with marketing entities or data brokers. We rely exclusively on trusted technical infrastructure:

  • Hosting Provider: Bot processes and the database operate on a Virtual Private Server (VPS) provided by Datalix, located in Germany (European Union). Data is encrypted and deleted by default approximately 7 days after it is no longer required, or immediately upon User request.
  • Discord Platform: Interactions with the Bot occur via Discord's official API in accordance with Discord's Privacy Policy.
  • Cloudflare: The official website and documentation are served and protected via Cloudflare Pages and its edge network.
  • Bot Directories (e.g., Top.gg): External listing services transmit only your User ID via incoming webhook upon voting, allowing the Bot to credit Contribution Points.

5. Data Retention Periods

Technical data is retained only for the duration strictly necessary for the Application's operations:

  • User Profile Data (Community Badges, Contribution Points): Retained in the database until the User explicitly initiates data deletion via the built-in /privacy delete-my-data command.
  • Server Configuration Following Bot Removal: When the Application is removed from a Server, its configuration records are flagged as inactive and permanently purged from the database after approximately 7 days (which generally enables the restoration of roles and badge configurations if the Bot was removed accidentally).
  • Data Backups: Encrypted database backups maintained for disaster recovery are automatically overwritten and purged on a rolling cycle within a maximum of 30 days.

6. User Rights and Self-Service Data Management

The Application provides Users with full, automated control over their data directly within the Discord interface:

  1. Data Access and Portability (Right to Data Portability): A User may generate an export of their data at any time by executing the command /privacy get-my-data. The Application will prepare and deliver via direct message 1 to 3 JSON files containing all technical records associated with the User's account. Due to the resource-intensive nature of this operation and to protect infrastructure from overload, this command may be executed once every 7 days.
  2. Immediate Data Deletion (Right to Erasure / "Right to Be Forgotten"): A User may permanently delete their data from the Application's database at any time using the command /privacy delete-my-data. This operation is immediate and irreversible, resulting in the permanent removal of all data associated with the User account.
  3. Custom Inquiries: For matters exceeding automated commands (e.g., immediate manual purging of a Server's configuration upon request of an authorized administrator), inquiries may be directed to the Creator on the Official Support Server or via the contact email address.
  4. Right to Lodge a Complaint: Users have the right to lodge a complaint with a supervisory authority for data protection (in Poland: the President of the Personal Data Protection Office - PUODO, ul. Stawki 2, 00-193 Warsaw, Poland).

7. Information Security

The Creator implements appropriate technical and organizational measures to safeguard the database and Application processes against unauthorized access:

  • All communications between the Discord platform, the website, and the Application occur exclusively over encrypted protocols (TLS / HTTPS / WSS).
  • The database and Application processes run on an isolated server located within the European Union. Administrative access is secured with cryptographic SSH keys and restricted exclusively to the Creator.
  • Authorization tokens, API keys, and access credentials are segregated from the source code, stored in secure environment variables, and subject to regular rotation.

8. Changes to this Privacy Policy

  1. Grounds for Amendments: This Privacy Policy may be updated to reflect feature developments, server infrastructure optimizations, or changes in applicable legal regulations.
  2. Notification of Changes: Users will be notified of material modifications at least 14 days in advance via an announcement on the Official Support Server and by updating the effective date at the top of this document.
  3. Non-Acceptance of Changes: Continued use of the Application after the effective date of the revised Privacy Policy constitutes acknowledgment of the updated data processing terms. Any User who does not agree to the revised terms may discontinue using the Application at any time and permanently delete their data using the /privacy delete-my-data command.