Privacy Policy

1. Introduction

This Privacy Policy explains how Melchior ("the Bot," "we," "us," or "our") collects, uses, stores, and protects your information when you use our Discord bot and related services. We are committed to protecting your privacy and being transparent about our data practices.

By using Melchior, you consent to the data practices described in this Privacy Policy.

2. Information We Collect

We collect the following types of information to provide and improve our services:

2.1 Discord User Data

• Discord User ID: Used to identify users across sessions and link reports and awards. Retained until account deletion is requested.
• Discord Username: Displayed on leaderboards and profiles. Updated on each interaction.
• Server (Guild) ID: Used to associate data with specific Discord servers. Retained until bot is removed from server.
• Channel IDs: Used to post statboards and respond to commands. Retained until configuration is changed.

2.2 User-Submitted Content

• Clan Information: Clan names, clan codes, mottos, and descriptions
• Activity Reports: Gameplay statistics (kills, deaths, samples, missions, etc.)
• Operation Data: Operation names, descriptions, metrics, and participation records
• Award Images: Images uploaded for custom awards
• Profile Information: Optional bio, social links, and preferences

2.3 Automatically Collected Data

• Command Usage: Which commands are used (for improving the bot)
• Timestamps: When actions occur (for operation tracking)
• Error Logs: Technical errors (for debugging, no personal data)

3. How We Use Your Information

We use collected information to:

• Provide core bot functionality (clan management, operation tracking, awards)
• Display statistics on leaderboards and the clan website
• Generate statboards and progress reports
• Identify and fix bugs or issues
• Improve bot features and user experience
• Prevent abuse and enforce our Terms of Service

4. Data Storage and Security

Your data is stored securely using industry-standard measures including encrypted connections, access controls limited to authorized administrators, and regular backups for data recovery.

While we implement reasonable security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Sharing

We do not sell your personal information. We may share data in the following circumstances:

• Public Display: Usernames, clan names, and statistics are displayed publicly on leaderboards and the clan website (hd2clans.com)
• Service Providers: We use third-party services to host our infrastructure
• Legal Requirements: We may disclose information if required by law or to protect our rights

6. Your Rights and Choices

You have the following rights regarding your data:

6.1 Access Your Data

You can view your data through the /mycareer command or by visiting your profile on the clan website.

6.2 Delete Your Data

You can delete all your data directly from the website:

1. Log in with Discord on hd2clans.com
2. Go to Edit Profile
3. Scroll down to the "Danger Zone" section
4. Click "Delete All My Data" and follow the confirmation steps

This will permanently delete your profile, operation history, awards, clan membership, newsletter subscriptions, and Discord account link from our database.

Alternative: You can also request deletion by contacting us through the Melchior-1 Support Server. Upon request, we will remove your user record, disassociate your reports from your user ID, and remove you from clan membership records.

Note: Some anonymized statistical data may be retained for aggregate reporting purposes.

6.3 Remove Bot from Server

Server administrators can remove Melchior from their server at any time. Server-specific configuration data will be deleted when the bot is removed.

7. Children's Privacy

Melchior is not intended for users under 13 years of age, in compliance with Discord's Terms of Service and COPPA. We do not knowingly collect personal information from children under 13. If we become aware that we have collected data from a child under 13, we will take steps to delete that information.

8. Third-Party Services

Melchior operates on Discord's platform and is subject to Discord's Privacy Policy. We also use third-party services for hosting and infrastructure.

9. Data Retention

We retain your data for as long as:

• Your account is active and using the bot
• Necessary to provide our services
• Required by law or for legitimate business purposes

Inactive user data may be purged after extended periods of inactivity (typically 12+ months with no interaction).

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes through Discord announcements. The "Last updated" date at the top of this page indicates when the policy was last revised.

Continued use of Melchior after changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us through the Melchior-1 Support Server.

12. Additional Information for EU/EEA Users

If you are located in the European Union or European Economic Area, you may have additional rights under GDPR, including:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing

To exercise these rights, please contact us through the channels listed above.