Privacy Policy

Last Updated: September 29, 2026
Effective Date: September 29, 2026

At Rho Bots LLC (“Company”, “we”, “us”, or “our”), a Florida limited liability company (Document Number L26000472458), we respect your privacy and are committed to protecting the data of our users (“User”, “you”, or “your”).

This Master Privacy Policy applies to all software applications, tools, and websites operated by Rho Bots LLC, including our Discord applications (Logi Bot / LG3 and Stats Bot / ST8), our web applications (app.rhobots.gg and rhobots.gg), support portals, and related services (collectively, the “Services”).

By interacting with our Discord bots, adding them to your Discord servers, or accessing our web dashboards, you consent to the data practices described in this Privacy Policy.

1. Information We Collect

We adhere to data minimization principles, collecting only the data strictly necessary to provide roster management, player tracking, event logistics, and analytics:

1.1 Discord Account & Profile Data

User Identifiers: Discord User ID, username, and global display name.
Authentication Tokens: When you sign in to the web dashboard (app.rhobots.gg) via Discord OAuth2, we receive a temporary access token and refresh token managed securely by Supabase Auth to confirm your identity and server permissions.
We DO NOT collect: Discord passwords, direct private messages (DMs unrelated to bot commands), friend lists, or email addresses through bot interactions.

1.2 Discord Server (Guild) Configuration Data

Guild Identifiers: Discord Guild (Server) IDs and server names.
Role & Channel Configuration: Configured channel IDs (e.g., automated roster log channels, leaderboard channels) and role IDs (e.g., Administrator, Roster Manager, Stats Manager, Analyst roles) used to enforce access permissions.

1.3 Game Data & Alliance Logistics

Keep Information: In-game keep names, keep levels, primary troop types, alliance tags, and SOP hold flags registered by users or alliance managers.
Co-Owner & Pilot Mappings: Discord User IDs of designated backup pilots and co-owners.
Alt Accounts: Secondary keep names, levels, and troop types associated with a parent Discord User ID.
Scheduling & Logs: Vacation start/end dates and event score records.

1.4 Image & Screenshot Media (OCR Processing)

User-Submitted Screenshots: In-game screenshots voluntarily uploaded by users via Discord slash commands (or web dashboard upload interfaces) to submit troop statistics, dragon levels, march sizes, or event points.

1.5 Billing & Subscription Data

Transaction Identifiers: Subscription status, customer email, license tier, and Stripe customer/subscription identifiers.
Payment Security: All financial transactions are processed securely through our authorized payment processor, Stripe Inc. (“Stripe”). Rho Bots LLC never receives, handles, or stores raw payment card numbers, CVVs, or bank account details. All payment methods are tokenized and stored on Stripe’s PCI-compliant infrastructure.

1.6 Web Dashboard & Cookies

Local Storage: Client-side theme preferences (dark mode / light mode).
Session Cookies: Secure, HTTP-only session cookies maintained by Supabase Auth for maintaining authentication across web dashboard visits.

2. How We Use Your Information

We use collected information solely to operate, maintain, and deliver the Services:

Roster Organization: Generating interactive 151-keep rosters, managing multi-roster drafts, tracking bench pools, and detecting duplicate keep assignments.
Combat Analytics & Leaderboards: Parsing user-submitted combat stats, calculating alliance averages, identifying troop trends, and posting automated Discord leaderboards.
Authorization & Security: Validating user Discord roles against server configurations to restrict manager and administrator actions on the web dashboard and bot slash commands.
Subscription Entitlements: Managing server licensing quotas (such as max keep registers, active roster builders, and scan allowances) through automated webhook synchronization from our payment processors.
Customer Support: Diagnosing technical discrepancies, database errors, and answering support inquiries via support@rhobots.gg or our official Discord support server.

3. Third-Party Service Providers & Sub-Processors

We share data with trusted third-party sub-processors solely to perform infrastructure, compute, and billing functions. Each sub-processor is bound by strict confidentiality and data protection obligations:

3.1 Google Cloud Platform (Google LLC) - Vision API

Purpose: Transient Optical Character Recognition (OCR) image parsing.
Data Handled: In-game screenshots uploaded for combat stats, dragon levels, keep names, or event scores.
Data Protection & Non-Retention: Images are transmitted over encrypted TLS/gRPC connections. Screenshots are processed transiently in memory to extract text and numerical values. Google Cloud Vision does not use customer images to train Google AI/ML models, and images are not retained by Google or Rho Bots LLC beyond the active extraction window.
Optional Google Sheets API: If an administrator explicitly connects a Google Spreadsheet for historical sheet synchronization, data is pushed to that customer-designated sheet.

3.2 Stripe Inc. - Payment Processing & Invoicing

Purpose: Payment processing, subscription lifecycle management, invoicing, tax calculation, and customer billing portal hosting.
Data Handled: Customer email address, billing country/postal code, payment token identifiers, and subscription status. All payment processing is governed by the Stripe Privacy Policy.

3.3 Supabase Inc. - Database & Authentication

Purpose: Relational database storage (PostgreSQL) and OAuth session management.
Data Handled: Discord User IDs, keep records, server configurations, and encrypted session tokens.
Security: All database records are encrypted in transit (TLS 1.3) and at rest (AES-256).

3.4 Discord Inc. - Platform Integration

Purpose: Bot Gateway interactions, slash command routing, and OAuth2 identity verification under the Discord Privacy Policy.

3.5 Infrastructure & Hosting (Hetzner Online GmbH & Vercel Inc.)

Purpose: Hetzner provides dedicated cloud VPS compute running our Python bot daemons; Vercel hosts our Next.js web application frontend.

4. No Sale or Commercialization of Personal Data

Rho Bots LLC does not sell, rent, trade, or monetize your personal data, Discord metadata, or game statistics to third parties, data brokers, or advertising networks. We will never share user data for external marketing purposes.

5. Data Retention and Deletion Rights

We retain data only for as long as your Discord server actively utilizes our Services or as needed to maintain licensing records:

5.1 Server Data Deletion & Rogue Admin Protection (/admin data delete-all)

Server administrators maintain sovereign control over their community data while protected against impulsive actions or hostile takeovers:

14-Day Deletion Grace Period: Initiating data deletion via /admin data delete-all (or the Web Dashboard Danger Zone) schedules all registered keeps, rosters, event scores, and configurations for permanent deletion after a mandatory 14-day hold.
Instant Cancellation: Any authorized server administrator may cancel the scheduled deletion at any time during the 14-day window using /admin data cancel-delete or the web dashboard.
Bot Removal Without Data Loss: Administrators can remove our applications from their Discord server at any time using /admin bot kick. This disconnects the bot while safely preserving all alliance records in cloud storage.

5.2 Individual Keep & User Deletion

Players can unregister their keep profiles directly via the /unregister command or by requesting removal through their server’s roster managers.
When a user removes the bot or leaves a server, their historical data may be unlinked upon request.

5.3 Manual Purge & Account Deletion Requests

To request a complete manual deletion of your personal Discord record or server data, you may:

Open a support ticket in our Official Support Server.
Email our privacy compliance team directly at privacy@rhobots.gg with your Discord User ID or Guild ID. We process verified deletion requests within thirty (30) days.

6. Data Security Measures

We implement industry-standard technical and operational safeguards to protect your data:

Encryption in Transit: All communications between Discord, Google Cloud Vision, Supabase, Vercel, and end-user browsers utilize TLS 1.3 encryption.
Encryption at Rest: Databases and persistent volumes utilize AES-256 encryption.
Access Control: Production databases and cloud infrastructure are protected by multi-factor authentication (MFA) and restricted strictly to authorized administrative personnel.
Role-Based Security: In-app operations enforce strict authorization guards matching Discord server administrative permissions.

7. Children’s Privacy

Our Services are not directed to individuals under the age of thirteen (13), or the minimum legal age required in your jurisdiction. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal data, we will take immediate steps to delete such information.

Depending on your geographic location, you may have statutory rights regarding your personal information, including:

Right of Access: The right to request copies of the personal data we hold about you.
Right to Rectification: The right to request correction of inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”): The right to request deletion of your personal data.
Right to Restrict Processing: The right to request restriction of how your data is processed.

To exercise any of these statutory rights, please submit a request to privacy@rhobots.gg. We will verify your identity via Discord and respond within statutory deadlines.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our legal obligations, infrastructure, or platform features. When revisions occur, we will update the “Last Updated” date at the top of this policy. For material changes affecting data usage, we will provide notification through our official Discord announcement channels or support portal.

10. Contact Us

If you have questions, concerns, or inquiries regarding this Privacy Policy or our data practices, please contact:

Entity: Rho Bots LLC
Address: 7901 4th St N, STE 300, St. Petersburg, FL 33702, USA
Document Number: L26000472458
Privacy & Legal Inquiries: privacy@rhobots.gg
General Support: support@rhobots.gg
Discord Community: discord.gg/hhUEH3Rpyf