Privacy Policy

This Privacy Policy explains what information Sentinel ("Sentinel", "we", "us") collects, why, and how it's used, when you use the Sentinel Discord bot or dashboard. Sentinel is operated by Joshua Rich.

1. Information We Collect

When you sign in to the dashboard (via Discord OAuth, scope identify guilds):

• Your Discord user ID, username, and avatar.
• The list of Discord servers you belong to and your permission level in each, used only to determine which servers' dashboards you're allowed to manage.
• A Discord access/refresh token, stored server-side, used to make the guild-management API calls the dashboard needs on your behalf. We never see or store your Discord password.

When Sentinel is active in a Discord server (only for features a server's staff has enabled):

• Applications, tickets & rank-up requests: your Discord user ID and username, plus whatever you submit through that server's configured questions. This can include an in-game name (RSN), timezone, combat level, a screenshot link, and free-text answers.
• RuneWatch / Wise Old Man lookups: if a server enables these checks, the RSN you submit is looked up against those services' public data (see Section 3).
• Activity & leveling: message and voice-time counters, and the XP/level/prestige derived from them, per server. We do not store the content of your regular messages for this, only counts.
• Ticket/application transcripts: if a ticket or application channel is closed, the message text, author display name, and author avatar URL from that specific channel are stored so staff can review it later, and (if enabled) posted to a staff-only channel. Transcripts are automatically deleted 365 days after creation.
• Team Finder posts: the activity type, answers, and member IDs of anyone who joins a posted team.
• Server configuration: channel IDs, role IDs, and feature settings a server's staff configure. This is server configuration, not personal data about individual members.

Automatically: standard web server request logs (IP address, timestamp, requested path) for security and troubleshooting, generated by our hosting infrastructure.

2. Cookies

The dashboard sets one cookie: an httpOnly session cookie used solely to keep you signed in, which expires after 7 days. We do not use advertising, analytics, or cross-site tracking cookies.

3. Third-Party Services

If a server enables application-review checks, the RSN you submit is sent to RuneWatch and Wise Old Man to retrieve publicly available information about that name. These are independent third parties with their own privacy practices. We encourage you to review theirs.

4. How We Use Information

We use the information above only to:

• Operate Sentinel's features (onboarding, tickets, rank-up, leveling, team finder, automations) as configured by each server's own staff.
• Show the dashboard only to users with the right Discord permissions.
• Diagnose bugs and keep the Service secure and available.

We do not sell your information, and we do not use it for advertising.

5. Who Can See What

Data submitted on a given Discord server (applications, tickets, rank-up requests, transcripts) is visible to that server's own staff through Discord and the dashboard, as part of Sentinel's normal function, the same way it would be if staff reviewed it directly in Discord. We do not share it with other servers or with unrelated third parties, except where required by law or to protect the security of the Service.

6. Data Retention

• Ticket/application transcripts are deleted automatically after 365 days.
• Server configuration, activity counters, and leveling data persist until a server's staff clear or reset them, or until Sentinel is removed from that server.
• Your dashboard session token is stored only for the life of your login session (up to 7 days of inactivity).

7. Data Storage & Security

Sentinel's data is stored on cloud infrastructure (Oracle Cloud Infrastructure). Traffic between your browser and the dashboard is encrypted (HTTPS). Access to the underlying database is restricted to the Service's own infrastructure. No method of storage or transmission is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on where you live, you may have rights to access, correct, or request deletion of your personal information. Server staff can already remove or reset most of it directly through the dashboard or by removing Sentinel from their server. For anything else, contact us at sentinelbot.uk@gmail.com.

9. Children's Privacy

Sentinel is not directed at children under 13 (or the minimum age required by Discord in your region), and we do not knowingly collect information from them beyond what Discord itself provides for any account meeting Discord's own age requirement.

10. International Users

Sentinel's infrastructure is located in Australia (Oracle Cloud Infrastructure, Sydney region). If you use Sentinel from outside Australia, your information will be transferred there.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will update the "Last updated" date above.

12. Contact

Questions about this Privacy Policy, or a data request, can be sent to sentinelbot.uk@gmail.com.