Privacy Policy

Last updated: 15 August 2026

1. Who We Are

Overseer is a self-hosted, private Discord bot built and operated by Bohdan Petrenko for the Runic Library gaming community. The operator is the data controller for the information described below and can be reached at contact@rup.rocks.

Overseer is not a public bot. It cannot be invited, it is not listed anywhere, and it is built for the Runic Library server specifically rather than for general use. The only other guild it runs in is a private test server used by the operator to try changes before they reach the community. This policy covers both.

2. Scope: What Overseer Reads and What It Keeps

Overseer receives message content from Discord through the Message Content intent, but it stores message content in only three narrowly defined places. Everywhere else, message content is either ignored entirely or processed in memory and discarded.

Where	What is stored	Why
Ticket channels — channels created by the ticket system when a user presses "open ticket"	Message text, author ID, timestamps, the full edit history of each message, and the fact and time of any deletion	To produce the ticket transcript given to the user and to staff, and to keep an accurate record of support and appeal cases
The feedback channel — one designated channel per server	The text of a message that is identified as feedback about an in-game event, truncated to 4000 characters	To route the feedback into the structured review system and to let the author complete it later
Event review submissions — text the user types into Overseer's own review forms	The answers and comments the user entered	To store the review the user chose to submit

Messages posted in any other channel are not written to storage. Overseer reads message text in two further cases and keeps nothing: to detect its os! command prefix, and to summarise the server's own event-announcement channel (only the summary is kept, not the messages).

3. Member and Account Data

Through the Server Members intent and normal bot operation, Overseer stores:

Discord user IDs, display names, and role assignments
Google account email address and basic public profile information, for users who choose to link one
Staff records for volunteer team members: department, position, activity statistics, warnings, and hire or dismissal history
Links between a Discord account and an in-game SCP: Secret Laboratory account, where the user has created one

Role data is used for access control: when a member's roles change, Overseer grants or revokes their access to the project's internal Google Drive documents accordingly. Overseer does not build or export a roster of the server's membership for any other purpose, and does not collect presence, online status, or activity data from Discord.

4. Automated Processing (AI)

Overseer sends text to the xAI API for four purposes:

Summarising a closed ticket for the staff review log
Scoring an event review for sentiment, substance, and harassment
Deciding whether a message in the feedback channel is event feedback and whether it follows the required form
Summarising event announcements

This is API usage under a commercial agreement. The provider does not use this data to train its models. No message content is used to train any machine learning model operated by us or by anyone else. The output is a short classification or summary that is stored alongside the record it describes.

5. Data Sharing

We do not sell, rent, or trade personal information, and we do not share it for advertising or analytics. Data leaves our own infrastructure only in the ways described here:

xAI — receives the text described in section 4 for processing, and returns a result
Google — receives the email addresses of linked accounts, in order to set document permissions

Ticket transcripts are uploaded to a file server operated by us on our own hardware; they are not sent to any third-party hosting service. A transcript link is visible to server staff, and the ticket creator receives their own copy by direct message.

6. Retention

Ticket transcripts, event reviews, and staff records are retained indefinitely. They form the project's moderation and appeal history: a ban appeal may refer to a report filed years earlier, and staff records have to remain auditable. We do not delete them on a timer, but we do delete them on request (section 7).
Feedback-channel text is deleted once the redirect it belongs to is resolved or expires.
Application logs are kept for troubleshooting and are rotated within 30 days.

7. Your Rights and How to Exercise Them

You may ask us what we hold about you, ask for a copy of it, ask us to correct it, or ask us to delete it. Email contact@rup.rocks from any address, or contact the project administrators directly in the Discord server or through a ticket. Include your Discord username or user ID so we can find your records. We aim to respond within 30 days.

On a deletion request we remove your stored message content, ticket transcripts, reviews, account links, and staff records, and revoke any document access that was granted through your linked Google account. We may retain the minimum needed to enforce an active moderation decision, and we will tell you if that applies to you.

You can avoid message-content collection entirely: Overseer stores message content only in channels you opened yourself by pressing "open ticket", in the single designated feedback channel, and in review forms you chose to fill in. Not using those features means no message content of yours is stored.

8. Google User Data

Overseer accesses basic Google account information — email address and public profile details — through Google OAuth2 scopes (openid, email, profile). This information is used strictly for identity verification and access control to the project's own documents. No Google user data is used for advertising or analytics, or shared with third parties. Overseer's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

9. Security

Overseer runs on servers we control. Stored data sits on encrypted-at-rest block storage, the database is not exposed to the public internet, administrative access requires key-based authentication, and all web traffic is served over HTTPS. Access to stored data is limited to the operator and the project administrators who need it.

10. Children

Overseer is not directed at children. Discord requires its users to meet a minimum age, and we do not knowingly collect data from anyone below it. If you believe we hold data about a child, contact us and we will delete it.

11. Changes

If this policy changes materially, we will update the date at the top of this page and announce the change in the Discord server.

12. Contact

Operator: Bohdan Petrenko · Email: contact@rup.rocks · Discord: Runic Library

← Back to Home