Last Updated: July 2025
Effective Date: July 2025
Overview
This Privacy Policy describes how the Discord Flimando Community Bot ("the Bot") operated by Flimando Gamehosting ("we", "us", or "our") collects, uses, and protects your information when you interact with our Discord bot. This policy applies to all users of the Bot across Discord servers.
Flimando Gamehosting, based in Hamburg, Germany, is the service provider and operator of this Discord Flimando Community Bot. For detailed company information, please refer to our Legal Notice (Imprint).
By using the Bot, you agree to the collection and use of information in accordance with this Privacy Policy.
Information We Collect
1. Automatically Collected Information
Discord User Data:
- Discord User IDs (unique identifiers)
- Discord Server (Guild) IDs
- Discord Channel IDs
- Message amount, content and timestamps (only for specific functions)
Bot-Specific Data:
- Experience points (XP) and levels
- Counter game progress and statistics
- Bot configuration settings per server
- Command usage logs
2. Message Content Processing
The Bot processes message content in the following scenarios:
- Counter System: Reads messages to detect numbers for counting games
- Level System: Processes messages to award experience points
- Commands: Processes slash commands and their parameters
Important Note: We do not store the full content of your messages. Only relevant data (such as numbers for counting or XP calculation) is retained.
3. Server Configuration Data
- Channel configurations for bot features
- Administrator settings and preferences
- Blocked/allowed channels for specific features
- Level-up announcement channel settings
Legal Basis for Processing (GDPR Art. 6)
We process your data based on the following legal grounds:
- Legitimate Interest (Art. 6(1)(f)): Bot functionality, statistics, service improvement
- Contractual Necessity (Art. 6(1)(b)): Providing bot services as requested
- Consent (Art. 6(1)(a)): Where explicitly provided for optional features
- Legal Obligations (Art. 6(1)(c)): Compliance with applicable laws
How We Use Your Information
1. Bot Functionality
- Maintaining counter games and tracking progress
- Calculating and displaying user levels and experience points
- Providing leaderboards and user statistics
- Administering server-specific bot configurations
2. Service Improvement
- Monitoring bot performance and errors
- Debugging and fixing technical issues
- Improving user experience and bot features
3. Communication
- Sending level-up notifications
- Providing command responses and feedback
- Error reporting and status updates
Data Storage and Security
1. Storage Methods
- Non-personal configuration data such as ticket panel categories and colors from servers with configured ticket extensions are stored locally in JSON files on our servers
- Personal data such as message content is not stored permanently and is only temporarily accessed when executing specific commands (e.g., transcript generation in tickets)
- Technical measures are implemented to protect your data through encryption and secure access controls
- Access restrictions ensure that only authorized personnel can access stored data
2. Data Retention
- User data is retained as long as the Bot is actively used in a server
- Level and counter data may be retained for historical purposes
- Inactive server data may be automatically purged after extended periods
3. Security Measures
- Regular backups to prevent data loss
- Secure server infrastructure
- Logging and monitoring for security incidents
- Regular security updates and maintenance
Data Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:
1. Service Providers
- Discord Inc. (as required for bot functionality)
- Hosting service providers (under strict confidentiality agreements)
2. Legal Requirements
- When required by law or court order
- To protect our rights and safety
- To investigate violations of our Terms of Use
3. Server Administrators
- Server-specific data is accessible to authorized administrators
- Leaderboards and statistics are visible to server members
- Public bot features display certain information to all users
Your Rights and Choices
1. Data Access
You have the right to:
- Request information about data we have collected about you
- Access your stored level and counter statistics
- Receive copies of your data in a readable format
2. Data Correction and Deletion
You can:
- Request corrections to inaccurate data at contact@bot.flimando.com
- Request deletion of your personal data at contact@bot.flimando.com
- Contact us to remove specific information at contact@bot.flimando.com
3. Opt-Out Options
- Leave servers where the Bot is present
- Contact us directly for data removal requests
Third-Party Services
1. Discord Platform
This Bot operates on Discord's platform and is subject to:
2. Hosting Services
We use third-party hosting services that may have access to server infrastructure but not user data.
Children's Privacy
The Bot complies with Discord's age requirements, which vary by jurisdiction:
- United States & Most Countries: 13+ years
- Germany specifically: 16+ years
- Other regions: Please refer to Discord's age requirements for your country
We do not knowingly collect personal information from children below the applicable minimum age in their jurisdiction. If you are a parent or guardian and believe your child has provided us with personal information while being below the required minimum age, please contact us immediately at contact@bot.flimando.com.
Important: Users are responsible for ensuring they meet Discord's age requirements in their jurisdiction before using our Bot.
International Data Transfers
Primary Processing: All data is processed and stored within Germany (EU).
Limited Transfers: Data may be transferred outside the EU only for:
- Discord API communications (Discord Inc., USA - adequate safeguards under Standard Contractual Clauses)
- Emergency technical support (with explicit user consent)
Data Breach Notification
In the unlikely event of a data breach, we will:
- Notify affected users within 72 hours when possible
- Provide details about the breach and affected data
- Offer guidance on protective measures
- Report to relevant authorities as required by law
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be:
- Posted on our official channels
- Announced in Discord servers where possible
- Effective immediately upon posting unless otherwise specified
Continued use of the Bot after changes indicates acceptance of the updated policy.
Compliance
This Privacy Policy is designed to comply with:
- General Data Protection Regulation (GDPR)
- California Consumer Privacy Act (CCPA)
- Discord Developer Terms of Service
- Discord Developer Policy
- Other applicable privacy laws
Additional Information for EU Users
Under GDPR, you have additional rights including:
- Right to be forgotten
- Right to data portability
- Right to restrict processing
- Right to object to processing
- Right to lodge complaints with supervisory authorities