Information handled
Depending on how a league uses Stew-Bot, the service may handle:
- Discord user, server, channel and role IDs, usernames and display names;
- incident reports, evidence links, car numbers, steward assignments, decisions, appeals, penalties, licence points, carry-over records, notes and timestamps;
- league, session and Discord configuration;
- subscription plan and status, paid-through dates, Stripe customer or subscription identifiers and customer email;
- support messages, diagnostic logs, security events, IP address or request metadata recorded by infrastructure providers;
- exports and other content submitted by authorised users.
Complete payment-card numbers are not intentionally stored by Stew-Bot. Stripe handles payment details.
How information is collected
- From Discord when users interact with the bot.
- From server administrators, stewards and authorised users.
- From Stripe during checkout, renewal, cancellation and billing management.
- Automatically from application, security and hosting logs.
- When a user contacts support or provides feedback.
Why information is used
- To operate incident, penalty, appeal, licence-point, reporting and subscription features.
- To authenticate users, apply Discord permissions and isolate each server's records.
- To process subscriptions, prevent duplicate events and manage trials and access.
- To provide support, diagnose faults, secure the service, prevent abuse and maintain backups.
- To comply with law, enforce agreements and establish or defend legal claims.
- To create aggregated or de-identified operational statistics.
Who controls league data
For incident and competition records, the Discord server or league administrator ordinarily decides what information is entered and how it is used. Stew-Bot processes that information to provide the service.
Privacy or correction requests about a league decision may need to be referred to that league. Wade Georgeson remains responsible for handling platform, billing, support and security information under his control.
Disclosure and providers
Information may be disclosed to providers that help operate Stew-Bot, including Discord, Stripe, Amazon Web Services or another disclosed hosting provider, professional advisers, insurers, regulators, courts or law-enforcement bodies where authorised or required.
Information may also transfer to a buyer or successor in a proposed or completed business transaction, subject to appropriate safeguards. Personal information is not sold.
Overseas handling
Discord, Stripe, hosting, support and infrastructure providers may process information outside Australia, including in the United States and other locations described in their policies. Reasonable steps appropriate to the service and applicable law are taken when selecting and using providers.
Retention
Information is retained only as long as reasonably needed for service, legal, accounting, dispute, backup and security purposes. Active league records ordinarily remain while the customer account is active. Customers should export required records before cancellation.
Inactive league data is intended to be deleted or de-identified after a defined post-cancellation period that will be confirmed before public launch. Payment records may be retained as required by tax and accounting law. See the Retention and Deletion Policy.
Security
Measures are designed to protect information through per-server data separation, least-privilege Discord permissions, signed Stripe webhooks, restricted billing controls, access logging, protected secrets, TLS, backups and software updates.
No system is perfectly secure. Do not place passwords, bot tokens, complete payment-card numbers, government identifiers or unnecessary sensitive information in reports or evidence fields.
Access, correction, deletion and complaints
Requests to access, correct or delete personal information, or to make a complaint, may be sent through the official support pathway. Provide enough information to verify identity and locate the relevant Discord server and record.
A response will be provided within a reasonable period, including an explanation where law permits or requires refusal. If you are dissatisfied, you may be able to contact the Office of the Australian Information Commissioner.
Children
Stew-Bot is intended for leagues and authorised administrators. It does not knowingly solicit personal information directly from children. League administrators must obtain any consent required for junior participants.
Cookies and analytics
The Discord bot does not use browser cookies. A public website or dashboard may use essential session and security cookies. Analytics or additional cookie use must be disclosed before it is enabled.
Changes
This policy may be updated as the service or law changes. The revised date will be published and reasonable notice will be provided for material changes.