Privacy Policy for PROMTON-TICKETS

Last Updated: January 1, 2025

This Privacy Policy describes how PROMTON-TICKETS ("we," "us," or "our") collects, uses, and discloses your information when you use our Discord bot (the "Bot") and our associated website (the "Site"). By using the Bot or Site, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

When you add the PROMTON-TICKETS Bot to your Discord server or interact with it, we may collect and store the following information:

  • Discord User Information: Your Discord User ID. We do not collect usernames, discriminators, or avatars directly, but these may be inherently visible through Discord's API when processing User IDs.
  • Discord Server (Guild) Information: The Discord Server ID (Guild ID) where the Bot is installed.
  • Discord Channel Information: Discord Channel IDs for ticket channels created by the Bot and log channels configured by server administrators.
  • Discord Role Information: Discord Role IDs configured by server administrators for staff access to tickets.
  • Ticket Data: Information related to tickets created through the Bot, including the User ID of the creator, the ticket type, creation timestamp, status (open/closed), and the content of messages within ticket channels if necessary for the Bot's operation (e.g., for logging or moderation features if implemented and disclosed).
  • Configuration Data: Settings configured by server administrators for the Bot's operation on their server, such as ticket types (names, labels, descriptions, categories, roles, messages - up to 5 types), embed customization settings (title prefix, author name/icon, banner image, color, footer text), and log channel ID.
  • Analytics Data (for Bot Owner): We may collect aggregated and anonymized statistics about the Bot's usage, such as the number of servers it's on, the total number of users in those servers, and the count of configured ticket types. This data does not personally identify individual users or servers.

Information Collected via the Site: Our Site (promton-tickets.xyz) itself does not use cookies or directly collect personal information from visitors browsing the site. Standard server logs may be maintained by our hosting provider, which might include IP addresses, browser type, and pages visited for security and operational purposes.

2. How We Use Your Information

We use the collected information for the following purposes:

  • To provide, operate, and maintain the core functionality of the PROMTON-TICKETS Bot (e.g., creating ticket channels, managing permissions, sending configured messages).
  • To allow server administrators to customize the Bot's behavior and appearance on their server.
  • To respond to your support requests or inquiries.
  • To monitor the usage of the Bot and Site for improvement, troubleshooting, and security purposes.
  • To generate aggregated, anonymized analytics to understand usage trends and improve our Service (accessible only to the Bot Owner).
  • To enforce our Terms of Service and comply with legal obligations.

3. Legal Basis for Processing (for EEA Users)

If you are from the European Economic Area (EEA), our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only where we need the personal information to perform a contract with you (i.e., to provide the Bot's services when you add it to your server), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms, or where we have your consent to do so.

4. Data Storage and Retention

The information collected by the Bot, including configuration data and ticket metadata, is stored in an SQLite database hosted on our secure servers. We retain this data for as long as the Bot is active on your Discord server and as necessary to provide the Service.

Server administrators can request the deletion of their server-specific data by removing the Bot from their server and contacting us (see Section 8). Anonymized analytics data may be retained indefinitely.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties.

We may disclose your information in the following situations:

  • With Service Providers: We may employ third-party companies and individuals to facilitate our Service (e.g., hosting). These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
  • For Legal Reasons: If required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
  • To Protect Our Rights: To protect and defend our rights or property, prevent or investigate possible wrongdoing in connection with the Service, protect the personal safety of users of the Service or the public, or protect against legal liability.

6. Your Data Protection Rights

Depending on your location, you may have the following data protection rights:

  • The right to access, update, or delete the information we have on you.
  • The right of rectification.
  • The right to object to processing.
  • The right of restriction of processing.
  • The right to data portability.
  • The right to withdraw consent (if processing is based on consent).

To exercise these rights, please contact us using the details provided in Section 8. We will respond to your request in accordance with applicable data protection laws.

If you are in the EEA, you also have the right to complain to a Data Protection Authority about our collection and use of your Personal Information.

7. Security of Your Information

We value your trust in providing us your Personal Information and strive to use commercially acceptable means of protecting it (e.g., SQLite database, secure hosting). However, no method of transmission over the internet or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.

8. Children's Privacy

Our Service is not intended for use by children under the age of 13 (or a higher age if stipulated by local law). We do not knowingly collect personally identifiable information from children under this age. If you are a parent or guardian and you are aware that your child has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from children without verification of parental consent, we take steps to remove that information from our servers.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions or suggestions about this Privacy Policy, or wish to exercise your data protection rights, do not hesitate to contact us: