Privacy Policy

1. Introduction

This Privacy Policy explains how Melchior ("the Bot") and HD2Clans.com ("the Website"), collectively referred to as "the Platform," "we," "us," or "our," collect, use, store, and protect your information. The Platform is operated by Tyler Johnson on behalf of the Freedom Alliance community (see Section 11.5 for full controller details).

By using Melchior or HD2Clans.com, you acknowledge the data practices described in this Privacy Policy. The lawful bases on which we process your data are described in Section 3.5.

We will notify you of material changes to this policy via a site-wide banner shown on your next visit; continued use after acknowledgment constitutes acceptance of the updated policy. The "Last updated" date at the top of this page indicates when the policy was last revised.

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, link reports and awards, and enable website login. Retained until account deletion is requested.
• Discord Username: Displayed on leaderboards, profiles, and the website. Updated on each interaction.
• Discord Avatar: Displayed on your website profile (when logged in via Discord OAuth).
• Server (Guild) ID: Used to associate data with specific Discord servers. Retained until the bot is removed from the 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, descriptions, logos, tags, and Discord invite links
• 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, profile images, and display preferences
• Career Statistics: Player stats extracted from uploaded screenshots (via OCR). Submitted screenshots are normally discarded once the stats are read. They may be retained where a submission is flagged for review, or where the result would place you at the top of a leaderboard

2.3 Donation Data

If you make a voluntary contribution through our support page, we store:

• Discord User ID: Used to link cosmetic benefits (Supporter tags, Tier Badges) to your account
• Stripe Customer ID: Used to identify your Stripe account for subscription management
• Stripe Subscription ID: Used to track subscription status (active, cancelled)

We do not store your name, email address, payment method, billing address, or any other financial information. All payment data stays entirely with Stripe.

2.4 Automatically Collected Data

• Command Usage: Which Discord commands are used. Purpose: bug fixing.
• Timestamps: When actions occur. Purpose: operation tracking and audit history.
• Error Logs: Technical errors raised by the bot or website. We do not include IP addresses or other personal data in error logs.
• IP Addresses: We do not log visitor IP addresses on the website. The only place IPs are observed is at the network edge by Cloudflare (see below).
• Network/CDN (Cloudflare): Site traffic is fronted by Cloudflare; their privacy policy applies to network-layer data such as IP addresses, TLS metadata, and request routing. Cloudflare may route traffic through data centers outside the EU/EEA and maintains Standard Contractual Clauses for international transfers under GDPR.
• Asset CDNs: Static assets are served via AWS CloudFront (fonts, prebuilt CSS, images) and via the public CDNs jsDelivr, unpkg, and d3js.org (JavaScript libraries). These services see your IP address only for the purpose of asset delivery and do not track or profile users.

2.5 OAuth Tokens

We hold short-lived Discord OAuth access_token and refresh_token values so we don't have to re-prompt you on every page load. They are deleted on account deletion; active tokens are otherwise rotated by Discord on each session refresh. Tokens are credentials, not user data, and are redacted from any data export.

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 HD2Clans website
• Generate statboards, progress reports, and player cards
• Enable website features (clan profiles, user profiles, search, directory)
• Authenticate users via Discord OAuth for website access
• Identify and fix bugs or issues
• Improve Platform features and user experience
• Link voluntary contributions to your account for cosmetic recognition (Supporter tags, Tier Badges)
• Prevent abuse and enforce our Terms of Service

3.5 Lawful Basis for Processing (EU/EEA Users)

For users in the European Union and European Economic Area, we process the categories above on the following lawful bases under Article 6 of the GDPR:

• Discord identity (ID, username, avatar): Contract performance — necessary to deliver the service you signed up for.
• Activity reports, signups, awards: Contract performance — the core feature set of the Platform.
• Donor records: Contract performance plus legal obligation (financial record retention; see Section 9).
• Moderation logs (clan audit log, global ban audit log, site moderation log): Legitimate interest in maintaining a safe and trustworthy community. We have weighed this interest against your privacy and concluded the impact is proportionate (no contact data is logged; identifiers are anonymized on account deletion per Section 6.4).
• OAuth tokens: Contract performance — required to keep you logged in.

For categories processed under legitimate interest, you have the right to object — contact the controller (Section 11.5) to request a balancing test review.

We do not engage in automated decision-making or profiling that produces legal or similarly significant effects on you. Moderation decisions affecting your account are made by human operators.

4. Data Storage and Security

Your data is stored on infrastructure operated by Railway (database, application servers) and Amazon Web Services (file storage via S3 and content delivery via CloudFront), with traffic fronted by Cloudflare. Connections to the website are encrypted using TLS. Access to the database is limited to the operator and is protected by host-level credentials. We perform regular database backups for disaster recovery.

Specific safeguards include: card data is never seen or stored by HD2Clans, as Stripe handles payment instruments end-to-end; the Discord OAuth scope is limited to identify, with no access to your email, friends list, or other guilds; database queries are parameterized to prevent injection; IP addresses are not stored in our application logs; administrative tooling is access-restricted; and OAuth tokens are redacted from user-facing data exports. No method of Internet transmission or electronic storage can be guaranteed fully secure, but these measures reflect our good-faith effort to protect your data.

5. Data Sharing

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

• Public Display: Usernames, clan names, statistics, and user-submitted content are displayed publicly on leaderboards, the clan directory, clan profile pages, and user profile pages on HD2Clans.com.
• Service Providers (Sub-processors): We use third-party services to host our infrastructure. Railway hosts our database and application servers. Amazon Web Services stores user-uploaded files (S3) and serves static assets via CloudFront. Cloudflare fronts our network traffic at the edge, and Cloudflare R2 serves as a periodic off-AWS backup mirror of file content for disaster recovery. Google processes some user-uploaded images. Stripe processes voluntary contributions on our behalf and retains payment data per its own privacy policy.
• Legal Requirements: We may disclose information in response to lawful subpoenas, court orders, or government requests; to enforce our Terms of Service or investigate violations; or to prevent imminent harm to users or third parties. Where legally permitted, we will notify the affected user before disclosure.

6. Your Rights and Choices

You have the following rights regarding your data. Self-service tools satisfy most requests immediately; for anything requiring manual handling (rectification, donor record review, complaint), we will respond within 30 days.

6.1 Access & Data Export

Self-service data export is available immediately. To download a copy of all data we hold about you:

1. Log in with Discord on hd2clans.com
2. Visit your own profile page
3. Click Edit Profile
4. Scroll to the bottom of the page and click Download My Data in the Your Data section

The export contains every record we hold about you (profile, signups, reports, awards, clan history, inbox, donor records, and more) as a single JSON file. Discord OAuth tokens are redacted (they are credentials, not user data). The export is rate-limited to one download per day per user.

6.2 Delete Your Data

You can delete all your personal data directly from the website:

1. Log in with Discord on hd2clans.com
2. Visit your own profile page
3. Click Edit Profile
4. Scroll to the bottom of the page to the Danger Zone section
5. Click Delete All My Data and follow the confirmation steps

Deletion permanently removes the following: your user record, profile (bio, rank, level, image, card preferences), operation signups, operation reports, awards, clan authority records, newsletter author registrations, leadership requests, clan join history, community reports you submitted, inbox messages, user-keyed authentication tokens, website roles, and Discord OAuth data. Donation history (Discord ID + Stripe IDs only; see Section 6.3) is preserved by default but removed on request.

6.3 Donor Record Exception

Donor records are retained for 7 years by default to support refund handling and donation history (aligned with standard financial record retention norms). They contain only your Discord ID and Stripe identifiers; no name, email, address, or payment data is stored on our side. If you would prefer your donor record be removed earlier, contact the controller (Section 11.5) and we will delete it on request — we honor these requests without further evaluation.

6.4 Audit Log Anonymization

Some moderation history records may continue to mention actions involving you after your account is deleted. These records exist to keep the community-accountability trail intact (for example, "a moderator removed an inappropriate clan listing on this date"), but they no longer identify you personally. When your account is deleted, your Discord ID and username are removed from these records and replaced with a generic "[deleted user]" or "[deleted]" marker (depending on column type). This applies whether you appear as the person who took the action, or as the person the action was taken about, in both clan-level moderation logs and platform-wide ban records.

6.5 Active-Case Hold

If you have open moderation activity (a community report against you submitted within the last 90 days, or an active ban on your account), we may delay deletion until the case is resolved, citing GDPR Art. 17(1)(e) ("establishment, exercise, or defence of legal claims"). Such delays do not exceed 90 days from the date of the underlying report or ban-related event, except in extraordinary circumstances which we will document and disclose to you on request. Deletion will then proceed automatically once the hold lifts.

6.6 Clan Leader Deletion

If you are the sole leader of an active clan when you request deletion, you'll be offered two options at the confirmation step: transfer leadership to another member first, or dissolve the clan and delete your data together. If you have other clan members at the time you dissolve your clan, they will be notified through their site inboxes.

6.7 Right to Lodge a Complaint (EU/EEA Users)

EU/EEA users have the right to lodge a complaint with their national data protection supervisory authority. A directory of national authorities is available at edpb.europa.eu/about-edpb/about-edpb/members_en. We would prefer to resolve any concern directly first — please reach out via the controller contact details in Section 11.5.

6.8 Delete Your Clan Listing

Clan leaders can dissolve their clan listing on HD2Clans.com:

1. Log in with Discord on hd2clans.com
2. Visit your clan's profile page
3. Click Edit Page in the sub-navbar
4. Scroll to the bottom of the page to the Danger Zone section
5. Follow the confirmation flow to dissolve the clan listing

See Section 16 (Clan Lifecycle) for the full effect of dissolving a clan.

6.9 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.

6.10 Cached and Backup Data After Deletion

When you delete your account, we immediately remove your records from our active databases, delete the storage paths that identify you (uploaded profile images, ship gallery photos, operation report screenshots, retained career statistics screenshots), and delete the specific cached images currently linked to your profile and your ships (player cards, Super Destroyer cards). Two narrow caveats:

Database backups: Encrypted database snapshots are retained for up to 26 weeks before naturally rotating out. Your data persists in these snapshots until rotation, but we do not access them outside of disaster recovery, and any restore re-applies your deletion. Backup snapshots are mirrored periodically to a separate cloud provider (Cloudflare R2) for disaster recovery; deletions propagate to the mirror within 7 days. The same 26-week retention applies.

Cached system-generated images: Some pages display images we compose from your account data on demand. The ones that visually show your profile name are player cards you generate, and Super Destroyer cards you generate. Other ship cards display the clan's name, not yours. When you delete your account we remove the currently-linked cached files. Earlier versions of these cached images, generated before you last updated your profile or ship, may persist on our CDN until our cache is cycled. These older cached images may display your previously-shown profile name. They are not indexed against your identity in any database, are not accessed in normal operation, and rotate out naturally.

Manual sweep option: If you want us to also clear older cached images instead of waiting for them to rotate out, mention this when you contact the Support Server. Include your former Discord user ID so we can locate the affected files.

Clan content you contributed: Clan ships, clan logos, and other clan-level content you uploaded or customized belong to the clan and persist beyond your account. If you are a clan leader and want to remove the clan along with your account, see Section 6.6 (sole-leader deletion) or Section 6.8 (clan dissolution). If you added text or imagery to clan ships, that content remains with the ship as part of the clan's record. Your attribution as the contributor is removed; the content itself stays.

7. Cookies

We use only strictly necessary cookies: a session identifier for login state, and a CSRF token for form protection. Both are first-party, expire within 14 days, and cannot be disabled without losing access to authenticated parts of the site. We set no analytics, advertising, or tracking cookies, which is why HD2Clans does not display a cookie consent banner. Strictly necessary cookies are exempt from ePrivacy consent requirements.

8. Third-Party Services

The Platform operates on and integrates with Discord's platform and is subject to Discord's Privacy Policy. Payments are processed by Stripe, subject to Stripe's Privacy Policy. Network traffic and asset delivery are described under Section 2.4.

9. Data Retention

We retain your data for as long as:

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

Inactivity purge: we may purge accounts inactive longer than 24 months. We currently do not run automated purges; this provision reserves the right to do so with 30-day advance notice.

Audit log retention: general clan moderation log entries are retained for 24 months. Lifecycle events (clan dissolved, clan suspended, clan unsuspended) are retained indefinitely as they record significant community history. Global ban audit log entries are retained for 60 months. Donor records are retained for 7 years (see Section 6.3).

Database backups: retained for up to 26 weeks; oldest snapshot rotates out at that age. Mirrored periodically to Cloudflare R2 for disaster recovery; deletions propagate to the mirror within 7 days, same 26-week window. Backups are accessed only for disaster recovery; restores re-apply any prior deletions per Section 6.10.

Submitted stat screenshots: screenshots uploaded for activity reports and career statistics are retained for a maximum of 90 days, and only where the submission was flagged for review or the result would place you at the top of a leaderboard. All other submitted screenshots are discarded once the statistics have been read from them.

Application logs: retained according to our hosting provider's default retention policy. We do not extend log retention beyond the provider default.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes are announced via a site-wide banner shown on your next visit; continued use after acknowledgment constitutes acceptance of the updated policy. The "Last updated" date at the top of this page indicates when the policy was last revised.

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 or by email at [email protected].

11.5 Data Controller

Data Controller: Tyler Johnson, operator of HD2Clans.
Contact: [email protected], or via the Support Server at hd2clans.com/support.

12. Additional Information for EU/EEA Users

If you are located in the European Union or European Economic Area, you have the following rights under GDPR. Each is described in detail in Section 6 above:

• Right to access your personal data (Section 6.1)
• Right to rectification of inaccurate data (most fields are editable inline; otherwise contact us)
• Right to erasure (Section 6.2; subject to the active-case hold in 6.5)
• Right to restrict processing
• Right to data portability (Section 6.1 export download)
• Right to object to processing under legitimate interest (Section 3.5)
• Right to lodge a complaint with a supervisory authority (Section 6.7)

13. Data Breach Notification

If we become aware of a confirmed data breach affecting users, we will notify affected users within 72 hours of becoming aware via your in-site inbox and a site-wide banner, and notify the relevant supervisory or regulatory authorities where required by applicable law (including GDPR Art. 33 for EU users and applicable U.S. state breach notification statutes). The 72-hour clock starts when we become aware of the breach, not when the breach occurred.

14. Children's Privacy

This policy is consistent with the Children's Online Privacy Protection Act (COPPA) in the United States. We do not knowingly collect personal information from children under 13.

HD2Clans uses Discord OAuth for all account creation; we do not separately verify user age and rely on Discord's enforcement of its minimum 13+ age requirement.

Some EU member states set the GDPR digital age of consent at 16. Users in those member states who are under their member state's digital age of consent must not use HD2Clans without authorization from a parent or legal guardian.

For parents and guardians: if you believe your child has created an account on HD2Clans, contact us at [email protected] or via the Support Server. We will delete the account and all associated data on request, with no verification required.

15. California Residents

California residents have rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). You may exercise your rights of access, deletion, and correction via the same self-service flows described in Section 6. We do not sell or share personal information for advertising, analytics, or any other purpose, and we do not engage in cross-context behavioral advertising. As a result, the "Do Not Sell or Share My Personal Information" provision does not apply to our platform; there is no qualifying activity from which to opt out.

We do not collect "sensitive personal information" as that term is defined under the CPRA (which includes, for example, government identifiers, precise geolocation, race or ethnic origin, religious beliefs, genetic or biometric data, and contents of private communications). Accordingly, the right to limit the use and disclosure of sensitive personal information does not apply to our processing.

One narrow clarification: a screenshot you submit may incidentally capture unrelated content that happened to be on your screen, such as a notification. We do not seek out, index, or use that content for any purpose beyond the review the screenshot was retained for, and it is deleted with the screenshot.

16. Clan Lifecycle

Clans on the Platform have three lifecycle states:

• Active: publicly visible, fully operational.
• Suspended: temporarily hidden from public surfaces by site moderators or by an auto-expire timer. Members keep affiliation, leaders keep their badges, and history is preserved. Reversible.
• Dissolved: permanently disbanded by the clan's leader or by site moderators for a Terms of Service violation. Members are disaffiliated, divisions are archived, ships are deactivated, and pending join requests are cancelled. Operation history is preserved on individual member profiles. Visibility can technically be restored, but membership cannot be auto-restored if any former member has since exercised their right to data deletion.

Members of a clan being suspended or dissolved are notified via in-site inbox.

Actions against a clan listing, including suspension and dissolution, are not subject to appeal; see Terms of Service §15. Your personal account, operation history, awards, and profile remain intact regardless of any clan lifecycle change — only your clan affiliation pointer is cleared. If you would prefer to delete your personal data entirely, see Section 6 (Your Rights) for the self-service data export and account deletion path.