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Privacy Policy

Last Updated: June 13, 2026

1. Introduction

This Privacy Policy describes how QDF Helper (the "Bot") and the QDF Web Panel (the "Service") collect, use, store, and protect your personal information. By using the Bot or Service, you consent to the data practices described in this policy.

We are committed to protecting your privacy and handling your data responsibly and transparently.

2. Data We Collect

2.1 Information You Provide

  • Discord Account: Discord user ID, username, and avatar (obtained via Discord OAuth)
  • Roblox Account: Roblox user ID and display name (obtained via Guardsman verification)
  • Patrol Proofs: Images you upload as proof of patrol completion
  • Command Inputs: Data you provide when using bot commands

2.2 Information We Collect Automatically

  • Activity Logs: Patrol start/end times, assessment issuance dates
  • Rank History: Records of rank changes and promotions/demotions
  • Assessment Records: Records related to user evaluations, actions, or status within the service
  • Audit Logs: Administrative actions taken within the Service
  • Usage Data: Timestamps of interactions with the Service

2.3 Information from Third Parties

  • Discord: Basic profile information via OAuth authentication
  • Roblox: User information via public API (user ID, display name, avatar)
  • Guardsman: Discord-to-Roblox account verification status

3. How We Use Your Data

We use the collected data for the following purposes:

  • Service Operation: To provide, maintain, and improve the Bot and Service
  • Operative Management: To track rank, assessments, and patrol activity
  • Authentication: To verify your identity and authorize access
  • Notifications: To send relevant updates via Discord (assessments, rank changes)
  • Administration: To enable QDF leadership to manage operatives
  • Security: To detect and prevent fraud, abuse, or security incidents
  • Compliance: To comply with QDF policies and procedures

4. Data Storage and Security

4.1 Storage

Your data is stored on secure servers. We use industry-standard security measures including:

  • Encrypted connections (HTTPS/TLS)
  • Secure database storage
  • Access controls and authentication
  • Regular security updates

4.2 Retention

We retain your data for as long as necessary to provide the Service:

  • Active Operatives: Data retained while you are an active QDF member
  • Terminated Operatives: Core records retained for administrative purposes
  • Blacklisted Users: Records retained to enforce blacklist status
  • Patrol Proofs: Images retained for verification and audit purposes

5. Data Sharing

We do not sell your personal data. We may share data in the following circumstances:

  • QDF Leadership: Authorized administrators can access operative data for management purposes
  • Discord: Messages and notifications are sent through Discord's platform
  • Legal Requirements: If required by law or to protect our legal rights
  • Service Providers: Trusted third parties who help operate the Service (hosting, etc.)

6. Your Rights

Depending on your location, you may have certain rights regarding your personal data:

6.1 Right to Access

You have the right to request a copy of the personal data we hold about you. You can view most of your data directly through the Web Panel when logged in.

6.2 Right to Rectification

You have the right to request correction of inaccurate personal data. Contact QDF leadership to request corrections to your records.

6.3 Right to Erasure (Right to be Forgotten)

You have the right to request deletion of your personal data. To exercise this right:

  1. Contact QDF leadership through the Discord server
  2. Specify that you are requesting data erasure under your privacy rights
  3. We will process your request within 30 days

Please note:

  • Erasure requests may be denied if data retention is required for legitimate purposes (e.g., active blacklist enforcement)
  • Some anonymized or aggregated data may be retained for statistical purposes
  • Audit logs may be retained for security and compliance purposes
  • Data that has been shared with third parties (Discord messages) cannot be recalled

6.4 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used format. Contact QDF leadership to request a data export.

6.5 Right to Object

You have the right to object to certain processing of your data. Note that objecting may affect your ability to use the Service.

7. Children's Privacy

The Service is not intended for users under 13 years of age, in compliance with Discord's Terms of Service and COPPA (Children's Online Privacy Protection Act). We do not knowingly collect personal information from children under 13.

If you believe we have collected data from a child under 13, please contact us immediately so we can delete the information.

8. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using the Service, you consent to such transfers.

9. Cookies and Tracking

The Web Panel uses cookies for authentication and session management. These are essential cookies required for the Service to function. We do not use tracking cookies for advertising purposes.

  • Authentication Cookie: Maintains your login session
  • Anti-Forgery Token: Protects against cross-site request forgery

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes through the Discord server or Service announcements. The "Last Updated" date at the top of this policy indicates when it was last revised.

Your continued use of the Service after changes are posted constitutes your acceptance of the revised policy.

11. Contact Us

If you have questions about this Privacy Policy, want to exercise your data rights, or have concerns about how we handle your data, please contact us through:

  • The QDF Discord server
  • QDF leadership (Captain rank or above)

We will respond to your inquiry within a reasonable timeframe, typically within 30 days.

12. GDPR Compliance (EU/EEA Users)

If you are located in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

  • The right to lodge a complaint with a supervisory authority
  • The right to withdraw consent at any time (where processing is based on consent)
  • The right to restriction of processing

Our legal basis for processing your data includes:

  • Consent: You consent to data collection when using the Service
  • Legitimate Interests: Operating and improving the Service
  • Contract: Providing the Service you requested

13. CCPA Compliance (California Users)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • The right to know what personal information is collected
  • The right to know if personal information is sold or disclosed
  • The right to opt-out of the sale of personal information (we do not sell your data)
  • The right to non-discrimination for exercising your privacy rights

This Privacy Policy is effective as of the "Last Updated" date above. By using QDF Helper, you acknowledge that you have read and understood this Privacy Policy.