Privacy Policy

Data controller: Brits PvE
Effective date: 1 April 2025
Contact: discord.gg/BritRust (open a support ticket)

1. Who we are

Brits PvE is the data controller for personal data processed through the Services described in this policy.

For privacy enquiries or to exercise your data protection rights, join our Discord at discord.gg/BritRust and open a support ticket. Mark your request as a privacy or data protection matter.

2. Scope

This policy applies to personal data we process when you:

• Interact with our Discord bots in servers where they are installed.
• Use slash commands, buttons, menus, direct messages, or other bot features.
• Link Discord and Steam accounts through Link Bot or link.britspve.com.
• Open support tickets, submit applications, or use the BritRust Ticket System web portal.
• Communicate with staff through ticket channels, application workflows, or related DMs.

It does not cover third-party websites or services we do not operate, such as Discord, Steam, or BattleMetrics. Those services have their own privacy policies.

3. Personal data we collect

Depending on how you use the Services, we may collect:

3.1 Discord account information

• Discord user ID
• Username, display name, discriminator or global name where available
• Avatar and profile-related identifiers made available through Discord
• Server membership, roles, and permissions relevant to bot functionality
• Messages, commands, attachments, and interaction data sent to or through the bots
• Direct message content where you communicate with a bot or staff through bot-managed workflows

3.2 Steam and linking data

• Steam ID and linked account identifiers
• Linking status, verification state, and related community role assignments
• Nickname or display sync data where linking features are enabled

3.3 Ticket, support, and application data

• Ticket IDs, ticket type, server or category information
• Support messages, attachments, transcripts, and close reasons
• Staff actions, comments, application responses, interview scheduling details, and workflow history
• Steam IDs or player lookup references submitted during tickets or applications
• Links or references to third-party player profiles, such as BattleMetrics, where used for moderation or support

3.4 Web portal and authentication data

• OAuth authentication data from Discord when you log into the BritRust Ticket System web portal
• Session identifiers and role information needed to provide portal access
• Basic technical data necessary to deliver the website, such as request logs that may include IP address, browser type, and timestamps

3.5 Cat Bot usage data

• Command usage, feed or interaction state, and server-specific bot configuration data
• Messages or prompts submitted for automated or AI-assisted responses
• Operational logs needed to run entertainment features and prevent abuse

4. How we collect data

We collect personal data:

• Directly from you when you use bot commands, submit tickets, link accounts, or log into our web portal.
• From Discord, Steam, or other integrated platforms where you authorise access or where data is made available to our bots through platform APIs.
• From authorised community staff when they process tickets, applications, or moderation workflows.
• Automatically through logs and systems required to operate, secure, and maintain the Services.

5. Why we use personal data

We process personal data for the following purposes:

• Providing the Services — operating bots, linking accounts, opening and managing tickets, and delivering web portal features.
• Community verification and access control — assigning roles, verifying linked accounts, and restricting features by permission.
• Support and applications — reviewing requests, communicating with users, scheduling interviews, and maintaining records of decisions.
• Security and abuse prevention — detecting misuse, protecting staff tools, and maintaining service integrity.
• Record keeping — retaining transcripts, ticket history, and audit information where reasonably necessary.
• Improving and maintaining the Services — troubleshooting, analytics in aggregated or operational form, and feature development.
• Legal compliance — responding to lawful requests and meeting regulatory obligations.

6. Legal bases for processing

Under UK data protection law, we rely on one or more of the following legal bases:

• Contract or steps prior to contract — where processing is necessary to provide the Services you choose to use.
• Legitimate interests — to operate, secure, and administer community services, prevent abuse, and maintain records, where those interests are not overridden by your rights.
• Consent — where required, such as for optional features or where you choose to authenticate through third-party login systems.
• Legal obligation — where we must retain or disclose information to comply with law.

7. AI and automated processing

Some features, including parts of Cat Bot, may send user prompts or interaction context to third-party AI providers to generate responses. We use these tools to provide entertainment and operational functionality, not to make solely automated decisions with legal or similarly significant effects.

You should not submit sensitive personal information in bot commands or prompts. AI output may be inaccurate and should not be relied upon as factual advice.

8. How we share personal data

We may share personal data:

• With authorised community staff and moderators who need access to handle tickets, applications, or verification.
• With service providers that host, store, or support our infrastructure, such as server hosts, database providers, and authentication services.
• With third-party platforms integrated into the Services, including Discord, Steam, and player lookup tools, where you use those features.
• With AI service providers where automated responses are generated.
• Where required by law, court order, or lawful request from public authorities.
• Where necessary to protect the rights, safety, and security of users, staff, or the Services.

We do not sell your personal data.

9. International transfers

Some service providers or platforms may process data outside the United Kingdom. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection law.

10. Data retention

We keep personal data only for as long as necessary for the purposes described in this policy, including to provide the Services, maintain records, resolve disputes, and meet legal or operational requirements.

Retention periods vary by data type, for example:

• Active ticket, application, and linking records are kept while relevant to ongoing community operations.
• Closed ticket transcripts and support history may be retained for moderation, audit, and dispute-handling purposes.
• Web session data is kept only as long as needed for authentication and security.
• Operational logs are retained for a limited period unless needed for incident investigation.

We may anonymise or aggregate data so it no longer identifies you.

11. Security

We use reasonable technical and organisational measures to protect personal data, including access controls, permission checks, and secured hosting. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Your rights

Under UK data protection law, you may have the right to:

• Request access to personal data we hold about you.
• Request correction of inaccurate data.
• Request erasure in certain circumstances.
• Request restriction of processing in certain circumstances.
• Object to processing based on legitimate interests in certain circumstances.
• Request data portability where applicable.
• Withdraw consent where processing is based on consent.

To exercise these rights, join our Discord at discord.gg/BritRust and open a support ticket marked as a privacy or data request. We may need to verify your identity before responding. We will respond within the time required by applicable law.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

13. Children

The Services are intended for users who meet Discord’s minimum age requirements. We do not knowingly collect personal data from children without appropriate authority. If you believe a child has provided personal data improperly, contact us by opening a support ticket in our Discord at discord.gg/BritRust.

14. Cookies and similar technologies

The BritRust Ticket System web portal may use essential session cookies or similar technologies required for login and security. We do not use non-essential tracking cookies on the legal site itself. If additional analytics or cookies are introduced on other Services, we will update this policy accordingly.

15. Third-party links

The Services may link to third-party websites or profiles, including Steam, BattleMetrics, and community resources. We are not responsible for the privacy practices of those third parties.

16. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page will be revised when changes take effect. We encourage you to review this page periodically.

17. Contact

For any privacy questions or requests relating to this policy, contact:

Brits PvE
Discord: discord.gg/BritRust (open a support ticket)