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Privacy Policy

Data Protection • Last updated: May 14, 2026

Privacy Policy

This policy explains how Glacier processes personal data when you use the Discord bot, website, dashboard, marketplace, forms, tickets and related services.

Controller details must match the final Imprint. If the operator has a postal address, company registration, representative or data protection officer, those details must be added before production publication.

1. Controller and Contact

The controller is the operator named in the Imprint for Glacier Bot and the Glacier web dashboard.

Privacy contact: inf.glacier@gmail.com.

When server administrators configure Glacier for a Discord server, they are responsible for informing their members about the use of the bot and the server-specific settings they enable.

2. Data We Process

  • Discord account data: Discord user ID, username, avatar, OAuth identifiers, guild memberships visible through Discord permissions and session data needed to sign you in.
  • Guild configuration data: guild ID, channel IDs, role IDs, module settings, permission settings, saved messages, workflows, templates and automation rules.
  • Moderation and audit data: action type, target user ID, moderator user ID, reasons, timestamps, evidence references and server audit records created through Glacier.
  • Ticket, form and transcript data: ticket metadata, channel IDs, participant IDs, submitted form answers, ticket messages and generated transcripts where a server enables those features.
  • Marketplace, discover and community data: uploaded templates, listing data, reviews, votes, reports, moderation decisions and public profile information you submit.
  • Premium, tester and referral data: activation keys, redemption logs, premium status, expiry timestamps and referral activity.
  • Technical data: IP address, user agent, timestamps, security logs, error logs, rate-limit events, CSRF/session identifiers and diagnostic data needed to keep the service secure.

3. Purposes

  • Provide the bot, dashboard and configured modules.
  • Authenticate users through Discord OAuth and protect sessions.
  • Store server settings and execute administrator instructions.
  • Prevent abuse, enforce terms, investigate security incidents and maintain auditability.
  • Provide support, respond to legal requests and handle privacy requests.
  • Improve reliability, debug errors and measure service health without advertising tracking.

4. Legal Bases

  • Contractual necessity, where processing is needed to provide the service you or your server administrator requested.
  • Legitimate interests, including security, fraud prevention, abuse prevention, service reliability and enforcing our Terms.
  • Consent, where optional features or communications require it and consent is requested.
  • Legal obligation, where we must retain or disclose information to comply with applicable law.

5. Processors and Third Parties

  • Discord: Glacier relies on Discord APIs, Discord OAuth and Discord message/channel/guild data to provide bot functionality.
  • Railway and database infrastructure: hosting, compute, PostgreSQL databases, logs and backups.
  • OpenAI: optional AI features may send selected content, such as ticket text, for processing when an administrator enables those features.
  • Infrastructure and security providers used by the deployed app may process technical logs, network data and telemetry needed to operate the service.
  • We do not sell personal data and do not use advertising cookies or third-party behavioral ad tracking.

6. International Transfers

Depending on infrastructure location and third-party providers, data may be processed in the EU/EEA, the United States or other countries. Where GDPR applies and data is transferred outside the EU/EEA, Glacier relies on appropriate safeguards such as standard contractual clauses, adequacy decisions or comparable lawful transfer mechanisms.

7. Cookies and Local Storage

Glacier uses strictly necessary cookies and local storage for login sessions, CSRF protection, language preferences, UI preferences and security. Glacier does not use advertising cookies.

8. Retention

  • Session data is retained only as long as needed for authentication and security.
  • Guild configuration is retained while Glacier remains configured for the guild and for a limited backup or recovery period afterward.
  • Moderation logs, ticket records, transcripts, forms and audit data are retained according to server settings, administrator actions and legal/security needs.
  • Security logs are retained as long as reasonably necessary to investigate abuse, fraud, incidents and service integrity.
  • If deletion is requested, some data may remain where retention is required for legal claims, abuse prevention, security or compliance.

9. Your Rights

  • You may request access, rectification, erasure, restriction, portability and objection where GDPR or similar law applies.
  • You may withdraw consent where processing is based on consent.
  • You may complain to a competent data protection authority.
  • We normally respond within one month. If a request is complex, we may extend the response period as allowed by law and will inform you.

10. Security

We use access controls, TLS, session protection, CSRF protection, permission checks and database access restrictions. No online service can be guaranteed completely secure, but we work to keep access limited to people and systems that need it.

11. Children

Glacier is intended for Discord users who meet Discord's minimum age requirements. Server administrators are responsible for using Glacier in communities in a way that complies with applicable child protection and privacy rules.

12. Contact

Send privacy requests to inf.glacier@gmail.com. Include enough information to identify your Discord account or guild, but do not send passwords, tokens or unnecessary sensitive data.