Last Updated: May 2, 2025 | Effective Date: April 13, 2025
IMPORTANT NOTICE
This Privacy Policy ("Policy") describes how State of Madison Patrol Management ("SOMPM," "we," or "us") collects, uses, and protects your personal data when you use our Discord bot, Roblox integrations, and related services ("Services"). By using our Services, you consent to the practices described below. If you disagree, discontinue use immediately.
1. Scope & Definitions
- Services: Discord bot, Roblox integrations, and associated platforms.
- Personal Data: Any information relating to an identifiable individual.
- User: Anyone accessing SOMPM Services.
2. Data We Collect
A. Directly Provided Data
- Discord: User ID, servers, nicknames.
- Roblox: User ID, groups.
- Patrol Data: Timestamps, total duration, notes, team.
B. Automatically Collected Data
- Technical Data: IP address, device type, browser.
- Usage Data: Commands used, session duration.
- Logs: Error reports, access timestamps.
3. Legal Basis for Processing
For EEA users, we process data under:
- Consent: By using our Services, you consent to data collection.
- Contractual Necessity: To provide the Services.
- Legitimate Interests: Fraud prevention, service improvement.
4. How We Use Data
- Operate and maintain Services.
- Authenticate users via Discord/Roblox.
- Analyze usage patterns for improvements.
- Prevent abuse or unauthorized access.
- Comply with legal obligations.
5. Data Sharing
A. Third-Party Services
- Discord: For authentication and bot functionality.
- Roblox: For user verification.
- Hosting Providers: Static web hosting, API hosting, and database providers.
B. Legal Disclosures
We may disclose data if required by law or to protect our rights.
6. Data Retention
We retain data only as long as necessary:
- Active Users: Until account deletion or 2 years of inactivity.
- Legal Requirements: As mandated by law (e.g., tax records).
7. Your Rights
A. General Rights
- Access: Request a copy of your data.
- Correction: Update inaccurate information.
- Deletion: Request erasure of your data.
- Opt-Out: Unsubscribe from non-essential communications.
B. GDPR/CCPA Rights
- Portability: Request data in a machine-readable format.
- Objection: Challenge processing based on legitimate interests.
- Non-Discrimination: CCPA right to equal service.
To exercise rights, contact us via Discord (Section 12).
8. Children's Privacy
- We do not knowingly collect data from users under 13.
- If discovered, we will delete the data promptly.
- Parents may contact us to request deletion of a child's data.
9. Security
We implement:
- Encryption (SSL/TLS) for data in transit.
- Access controls and authentication.
- Regular security audits.
Note: No system is 100% secure. Use strong passwords and report suspicious activity.
10. International Data Transfers
Data may be processed outside your country. By using our Services, you consent to transfer to jurisdictions that may have different data protection laws.
11. Changes to This Policy
- Updates will be posted here with a revised "Last Updated" date.
- Material changes will be announced via Discord.