Trace Privacy Policy

Introduction

The below privacy policy describes how the Lead Developer (@rocktheeee) of the Discord bot 'Trace' ("Trace") collects, uses, and discloses from users ("User" or "You") of the bot. By inviting Trace to your guild ("server"), or using its commands and/or features, you agree to the practices outlined in the Trace Privacy Policy ("Privacy Policy"). Your privacy and data is critically important to the Trace Development Team ("we", "us"), and we are committed to protecting the data you entrust to us.

Trace is designed to be used in a roleplay context, especially for games such as Emergency Response: Liberty County, Maple County, or Flashing Lights. The content of any logged events is entirely generated by the user, and is not endorsed or created by Trace. Trace is simply a tool to store the information and send it to the correct locations. For further information, refer to the Trace Terms of Service ("TOS"). 

Information We Collect

In order for Trace to function as intended, a minimal amount of data must be collected. While we only collect the minimum amount of data required to allow commands to work, that data may include:

• User IDs/Nicknames (For command execution, logging who performed an action, logging which action was executed with assotiation to this ID, in addition to preventing overload by exccessive commands)

• Server IDs (To store and access server-specific preferences and configurations)

• Channel IDs (To send embeds and messages to specific channels in response to commands.)

• Preferences (Provided by users during setup to allow Trace to work as they need it to)

• Timestamps and Command Usage data (Allows guild owners to see who is running which commands, also allows us to flag unusual or suspicious behavior and/or potential TOS violations)

• Log Inputs (Temporarily stored during processing, deleted upon approval or denial. If a log is reported as being in violation of our TOS, data including a User ID, Guild ID, and log contents will be collected and sent to our support server for review for potential TOS violations. Upon review, this data is deleted unless a violation can be proven.)

• "Infraction" Details (Provided by users, stored for users to access and reference later. Trace staff do not access this file. This is the only log type which physically stores the actual provided user inputs for a longer period of time.)

• TOS Violation Details (See the "TOS Enforcement" section below for more details)

Trace does not collect/store the following data:

• Sensitive Account Information (Trace only collects Discord User IDs!)

• Email addresses

• Payment information

• Any form of sensitive personally identifiable information (SPII)

We only interact with and handle information available via Discord API, and data explicitly provided by the user who uses the command. Never input sensitive personal information or passwords into any bot or application command or prompt!

How We Use This Information

We use the collected information for the following purposes:

• Provide and mantain the bot's functionality and purpose.

• To ensure compliance to the TOS, Discord Terms of Service, and Discord Community Guidelines.

• To return accurate data, settings, and preferences upon request.

• To respond to user support requests.

Data Security and Retention

All stored data is securely stored, and access to it is restricted to you (the user) and authorized Trace Staff (for troubleshooting or safety purposes only). Trace developers and representatives can only access or alter your data with your permission. Archived data (including but not limited to preferences, command logs, infraction history, and log databases) is stored using industry standard encryption methods, ensuring data cannot be read or altered by unauthorized individuals. 

Any archived data created by Trace will be retained until Trace is removed from the guild, unless removal of the data is explicitly requested, as outlined in the "Your Rights" section below. We reserve the right to delete/remove any data stored by Trace at any time for any reason. Upon leaving a guild, Trace automatically and immediately queues  the deletion of all guild-specific files and user data  (for users who don't share any other guilds with Trace). This task will be automatically deleted within 48 hours of Trace leaving the guild.

Guild owners, or designated guild leaders may request that guild data be deleted. Note that continued use of Trace after removal of data will generate new data. In addition, individual users may request that their individual data be deleted, as outlined in the "Your Rights" section below

TOS Enforcement

In order to ensure compliance to our Terms of Service, we must collect and store information related to Terms of Service violations. This data will not be stored unless a violation of our Terms of Service is proven. By using Trace commands/services (Similar to Discord's policies regarding safety and moderation), all users agree to allow violation-specific  details and information to be processed and stored in order to protect other users. Again, this data will only be stored in the case of a proven violation. This data may include (but is not limited to): User ID & Nickname, Guild ID & Name where the violation took place, violation reason and details, timestamps, all ticket transcripts related to the offense, and any actions taken as a reaponse. This allows us to ensure that no one who is in violation of  our TOS is able to continue causing harm.

 If you do not wish to give this consent, immediately stop using Trace commands, and remove Trace from your server (if applicable). Usage of Trace services or commands implies consent to this basic enforcement  principle which allows us to effectively mitigate breaches of our Terms of Service in such a way that does not disrupt service to other users.

(Not)  Sharing Your Information

We do not sell, trade, store, or otherwise transfer any kind of guild or personal user data to third parties. Your data is safe with us!

Your Rights (GDPR // CCPA Compliance)

We believe privacy is a fundamental human right. Thus, all Trace users have the following entitlements:

• Right to Access: Users can request a copy of their data at any time. Sensitive guild-related data will not be included. Gathering this data may take up to 7 days under normal circumstances.

• Right to Erasure: Users can request that their data be deleted for a specific guild. Deleting data for more than 1 server may take up to 7 days under normal circumstances.

• Right to Object: Users must understand that certain data (such as the user id, guild id, and timestamp) must be processed every time a command is run. If you wish this data to not be collected, discontinue use of Trace, and remove Trace from the server (if applicable).

• Right to Data Portability: Users can request their data in a transferable format. Collection and formatting of this data may take up to 14-30 days under normal circumstances, depending on the number of servers the user is within.

To exercise  any of these rights, please reach out to us in our support server. 

Children's Privacy

Trace is not intended for use by individuals under the age of 13. We do not knowingly or intentionally collect personal information from children under the age of 13. If we become aware that such information has been collected from a child under the age of 13, we will immediately take steps to remove all collected data from the child and access to Trace commands/services will be indefinitely revoked. 

Changes to the Privacy Policy

This Privacy Policy may be updated at any time, without advanced notice. Notice will be given within the Trace Support Server. Continued use of the bot after such changes are announced constitutes acceptance of the new Privacy Policy.