Terms of Service

Last updated: 15 August 2026

1. Service Description

Overseer is a private, self-hosted Discord bot built and operated by Bohdan Petrenko for the Runic Library gaming community. It is not a public bot: it cannot be invited, and it is built for this community specifically rather than for general use.

Overseer provides:

A ticket system for reports, questions, bug reports, suggestions, ban appeals, and donation issues
A structured review system for in-game events, and rewards for event organisers based on it
Access control for the project's internal Google Drive documents, driven by your Discord roles
Staff management for the volunteer administration team: positions, warnings, activity accounting and rewards
Utility features such as personal voice channels, event scheduling and announcements, and upload pipelines for game server content

2. Eligibility

Use of the bot is limited to members of the Runic Library Discord server. Some features are available to all members; others require a linked Google account or a specific staff role. You must meet Discord's own minimum age requirement.

3. Tickets Are Recorded

This is the most important thing to understand before you use the bot. When you open a ticket, Overseer records every message posted in that channel: the text, who sent it, when, every edit you make to it, and the fact that you deleted it.

When the ticket is closed:

You receive a transcript by direct message. Your copy does not include deleted messages.
Server staff receive a transcript that does include deleted messages and the full edit history of every message. Deleting a message in a ticket does not remove it from the staff record.

Ticket transcripts are retained after the ticket is closed, because they form the community's moderation and appeal record. Do not post anything in a ticket that you are not willing to have on record. See the Privacy Policy for retention details and for how to request deletion.

4. Automated Processing

Overseer uses an automated system (an AI model) to make or assist several decisions that affect you:

Closed tickets are summarised for a supervisor, who reviews how the case was handled
Event reviews are scored for substance and sentiment, and are checked for harassment. This scoring determines whether an event organiser receives a reward, and a review may be flagged for staff attention.
Messages in the feedback channel are classified to decide whether they are event feedback and whether they follow the required form. A message that is misplaced or does not follow the form may be deleted automatically, and you will receive a direct message explaining why.

Automated decisions are not final. If you believe one was wrong, a member of staff can review it — the feedback notification includes a button to dismiss an incorrect detection, and you may open a ticket for anything else.

5. Proper Use

You agree not to:

Link a Google or game account you do not own, or attempt to bypass authentication or access controls
Open tickets to spam, troll, or harass staff, or open duplicate tickets to escalate a resolved matter
Submit knowingly false reports or appeals
Submit dishonest or coordinated event reviews in order to inflate or deny an organiser's reward
Exploit, overload, or otherwise disrupt the bot or the services it depends on

Event reviews are limited to one per person per event and may be edited for 30 minutes after submission. Attempting to work around that limit falls under this section.

6. Enforcement

Access to Overseer's features is granted at the discretion of the project administrators and may be revoked at any time. In particular, a member who abuses the ticket system may be blocked from opening tickets, which is enforced by assigning a blacklist role. Serious or repeated violations may lead to the loss of access to internal documents, to staff position, or to moderation action on the Discord server or the game servers.

7. Your Data

What Overseer collects, how long it is kept, who it is shared with, and how to have it deleted are described in the Privacy Policy, which forms part of these Terms. In short: you can request deletion of your data at any time by emailing contact@rup.rocks or by contacting the project administrators in Discord.

8. Termination

You may stop using Overseer at any time; leaving the Discord server ends your use of it. We may suspend or terminate your access for violation of these Terms. On termination we revoke access granted through your linked accounts, and we delete your linked account data on request, subject to the retention described in the Privacy Policy.

9. Availability and Liability

Overseer is provided free of charge, "as is" and "as available", with no guarantee of uptime, availability, accuracy, or data continuity. It is a volunteer-run project. To the fullest extent permitted by law, the operator is not liable for any loss arising from use of, or inability to use, the bot — including lost data, missed rewards, or the outcome of any automated assessment. Nothing here limits liability that cannot be limited by law.

10. Changes

These Terms may be updated. Material changes will be announced in the Discord server, and the date at the top of this page will be updated. Continuing to use the bot after a change means you accept the updated Terms.

11. Contact

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