Privacy Policy

Last updated: July 21, 2026

Roles Game Dashboard ("we", "the bot", "the service") is a permissions-management tool for Discord servers. This page explains what data we collect through the Discord bot and web dashboard, why we collect it, and how a server admin can remove it.

What we collect

We only collect data needed to manage roles, channel permissions, and dashboard access for servers that have invited the bot:

• Server member profile data — Discord user ID, username, global display name, server nickname, and avatar image hash, for members who are relevant to a server's permission setup (e.g. hold a hidden role, have a channel exception, or have been granted dashboard access). This lets the dashboard display member names/avatars without repeatedly querying Discord's API.
• Permission configuration data — the hidden roles, channel permission overwrites, and dashboard-access grants a server's admins create through the dashboard.
• Action/audit history — a record of permission-change jobs (what was requested, by which admin, and the result), so admins can see what happened and troubleshoot failures.
• Login session data — when an admin logs in with Discord OAuth2, we temporarily hold their Discord user ID, username, avatar, and which servers they administer in an encrypted session cookie. This is not written to our database.

We do not read, store, or process message content — the bot does not request the Message Content intent.

Why we collect it

We only store a member's data because they were specifically granted a hidden role, a per-channel permission exception, or dashboard access by that server's own admins — we do not collect data for every member of a server, only those actually given some permission through the dashboard. This data exists solely to provide the service: showing member names/avatars in the dashboard, applying the permission changes an admin requests, and letting admins review recent activity. We do not sell data, use it for advertising, or share it with third parties other than Discord itself (which we must call to actually apply permission changes).

How long we keep it

A member's individual data (their hidden-role membership, channel exceptions, dashboard-access grant, and cached profile) is automatically and immediately deleted the moment they leave that server — we listen for Discord's own member-leave event to trigger this, so it isn't something an admin has to remember to do. While a member remains in the server, their data is kept for as long as it takes to reflect an active permission grant an admin has given them.

Server-wide data (permission configuration, activity history) is retained for as long as the bot remains in that server. If the bot itself is removed, the server's remaining data is not automatically deleted (Discord gives us no reliable moment to ask "delete data too?" at removal time) — it stays until a server admin explicitly clicks Delete data from the dashboard's home page, which permanently removes every record tied to that server.

Your rights

Any admin of a server the bot is in can request removal of that server's data at any time via the Delete data button, or by contacting us using the details below. Any individual member can request removal of their own data the same way — or simply by leaving the server, which triggers automatic deletion as described above. Member profile data (username, nickname, avatar) is kept in sync automatically and updates as Discord's own record for that member changes.

Contact us

Questions about this policy or a data-removal request outside the dashboard? Reach us through our support server: discord.gg/GenZ002.