Easy Company 506th PIR Gaming Community Bot Privacy Policy

1. Introduction

This Privacy Policy explains how the Easy Company 506th PIR Gaming Community Bot ("Easy Company Bot", "Bot", "we", "our", or "us") collects, uses, stores, and protects information when users interact with the Bot and related Easy Company community services.

2. What the Bot Does

Easy Company Bot is used to administer the Easy Company Discord server, manage roles and server access, collect game account identifiers, track configured voice-channel activity for participation hours, collect feedback and nominations, monitor game server population, and provide administrative reports and community management tools.

3. Information We Collect

The Bot may collect or process:

• Discord User IDs

• Usernames, display names, nicknames, and mentions

• Discord avatar information

• Discord server IDs

• Discord channel IDs and channel names

• Discord join dates

• Discord role membership information

• Voice activity statistics

• Steam64 IDs

• HLL Windows IDs

• Epic Games Store IDs

• Feedback submissions

• Award and nomination submissions

• Administrative approval and review actions

• Generated reports and exports

• Error logs and diagnostic information

4. Voice Activity Tracking

Easy Company Bot records participation in configured Discord voice channels for community activity tracking and participation-hour calculations.

Recorded information may include:

• Voice channel join times

• Voice channel leave times

• Session duration

• Total accumulated participation hours

• Associated Discord account identifiers

The Bot does not record, store, monitor, or transcribe voice audio. Only voice-channel participation events and related statistics are tracked.

5. How We Use Information

Information may be used to:

• Track community participation

• Manage memberships and promotions

• Verify supporter status

• Verify linked accounts

• Manage game server access

• Generate administrative reports

• Process feedback and nominations

• Prevent abuse and unauthorized access

• Troubleshoot technical issues

• Maintain community operations

6. Where Information Is Stored

Information may be stored in:

• Local SQLite databases

• Local JSON data files

• Discord channels used for administration, logging, feedback, nominations, and reporting

• Google Sheets used for server access management and exports

• Local application log files

• Other systems reasonably necessary to operate the Services

7. Third-Party Services

The Bot may interact with or transmit information to:

• Discord

• Google Sheets and Google Drive APIs

• Patreon

• Steam

• BattleMetrics

• Game server query services and endpoints

• Hosting or cloud infrastructure providers

Where configured, information such as Discord IDs, usernames, game account identifiers, access roles, and server access records may be exported to Google Sheets for administrative purposes.

8. Staff Access

Certain information processed by the Bot may be accessible to authorized administrators, moderators, officers, or other designated staff members for community management purposes.

This may include:

• Voice activity reports

• Membership reports

• Server access records

• Steam64 IDs and HLL account identifiers

• Feedback submissions

• Award and nomination submissions

• Administrative records

• Error and diagnostic reports

9. Data Retention

Information is retained only as long as reasonably necessary to operate the Easy Company community.

• Voice activity records and participation statistics may be retained while a user remains a member of the Easy Company Discord server. Historical voice activity records may be periodically reviewed and cleaned up as part of community data maintenance, generally on an annual basis.

• Steam64 IDs, HLL IDs, Epic IDs, verification records, and server access records may be retained while required for Patreon verification, supporter benefits, game server access, or related community services.

• Feedback, nominations, administrative actions, and audit records may be retained for administrative purposes.

• Error logs and operational records may be retained as needed for troubleshooting and security.

Leaving the Easy Company Discord server does not automatically result in deletion of historical records or previously submitted information.

Historical administrative, audit, moderation, participation, and server access records may be retained after a member leaves the community when reasonably necessary for record keeping, security, dispute resolution, community administration, or historical reporting.

When information is no longer required, it may be removed, archived, anonymized, or deleted.

10. Data Requests

Users may request review or correction of information associated with their account, including linked game identifiers.

Requests may be submitted using the contact information below.

11. Security

We use reasonable measures to protect stored information. However, no system can be guaranteed completely secure, and we cannot guarantee absolute security.

12. Changes to This Policy

This Privacy Policy may be updated from time to time. The most recent version will always govern our data practices.

13. Contact Information

Email: easyselected@gmail.com

Discord Server: discord.gg/easycompany

Latest Update: June 11, 2026

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