Privacy Policy

Effective Date: 6 April 2026 · Last revised: 29 July 2026
Service: the SPACEWHLE website (spacewhle.org) and the SPACEWHLE Discord bots

This Privacy Policy explains how the SPACEWHLE website at spacewhle.org, the SPACEWHLE Companion Discord bot, the SPACEWHLE community/attendance bot, and any dashboard, marketplace, or other feature connected to them (collectively, the "Service") collect, use, store, and protect information. By using the Service, you acknowledge this Privacy Policy.

1. Information We May Collect

Depending on how the Service is configured and which part of it you use, we may collect and process limited information such as:

• Discord user IDs, usernames, and avatars;
• Discord server IDs;
• Discord role or rank information;
• member join, leave, or removal records, and which invite link was used to join;
• event participation and attendance records, including voice-channel join/leave times and duration during scheduled events;
• your linked Star Citizen (RSI) handle and verification status, where you choose to link one;
• marketplace listings you post (title, description, item type) and your interest in other members' listings;
• activity and participation data relevant to server management;
• basic command usage, administrative actions, and audit-style records;
• email addresses (used only to sign in to the website or management dashboard);
• technical logs required for operation, debugging, moderation, or security.

The Service is not intended to collect unnecessary personal information beyond what is reasonably needed for community management and bot functionality.

2. How We Use Information

We may use collected information to:

• operate and maintain the Service;
• track member activity and participation in community events, including voice-channel attendance;
• manage roles, ranks, member records, and access permissions;
• facilitate the member-to-member in-game item marketplace, including connecting a buyer and seller;
• verify and display a member's linked RSI account where provided;
• attribute member referrals to the invite that brought a new member in;
• help server administrators manage membership and participation;
• detect abuse, misuse, bugs, security issues, or operational failures;
• improve features, reliability, and dashboard functionality.

3. Legal Basis and Community Use

The Service is intended for use as part of a Discord community management system. Server owners and administrators are responsible for ensuring that their use of the Service, including tracking and management features, is appropriate for their community and complies with applicable rules or laws.

4. Data Sharing

We do not sell personal data. Information collected by the Service may be shared only where reasonably necessary, including:

• with authorised server administrators or moderators through the dashboard or bot features;
• with hosting, infrastructure, or technical service providers involved in operating the Service;
• when required to comply with law, regulation, legal process, or valid governmental request;
• when necessary to protect the safety, rights, property, or integrity of the Service or its users.

5. Third-Party Platforms

The Service operates through Discord and may rely on third-party hosting or infrastructure providers. Discord and those providers may separately collect or process information under their own privacy policies and terms. We are not responsible for third-party privacy practices.

6. Data Retention

Information is retained only for as long as reasonably necessary for operational, administrative, moderation, security, or record-keeping purposes. Retention periods may vary depending on the nature of the data, server needs, legal obligations, and technical requirements.

Some records, such as activity logs, event participation records, rank history, or audit logs, may be retained for longer where needed for server management, moderation, or continuity.

7. Data Security

Reasonable steps are taken to protect data against unauthorised access, loss, misuse, alteration, or disclosure. However, no method of storage or transmission is completely secure, and absolute security cannot be guaranteed.

8. User Rights

Depending on your location and applicable law, you may have rights relating to information held about you, such as requesting access, correction, or deletion.

Because the Service operates in connection with Discord servers and community management, some information may need to be retained for legitimate administrative, moderation, security, or record-keeping reasons.

9. Requests Regarding Your Data

If you want to make a privacy-related request, ask a question, or request deletion where appropriate, you may contact: spacewhle@gmail.com

Please include enough information for the request to be reviewed properly, such as the relevant Discord username, user ID if available, and the server involved.

10. Children’s Privacy

The Service is not directed at children under the minimum age required to use Discord in their region. The Service should only be used in accordance with Discord’s own age requirements and policies.

11. International Processing

Depending on hosting arrangements and the location of service providers, data may be processed or stored in different countries. By using the Service, you understand that information may be processed outside your home jurisdiction, subject to applicable safeguards where required.

12. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time. Continued use of the Service after changes are made indicates acceptance of the updated version. The latest version is available at: https://spacewhle.org/policy.html

13. Contact

If you have any questions about this Privacy Policy, please contact: spacewhle@gmail.com