1. Scope
This policy describes how the current Relay website, dashboard, Discord bot, and support tools process information. Relay is operated by the Relay team. Department administrators also control what they enter, the channels they publish to, and which staff can access their server’s records. For a privacy question or request, contact Relay Discord through Information → Support.
Personnel, discipline, and support records can contain sensitive personal information. Do not assume a field or ticket is harmless because it is part of a roleplay community. Only provide information needed for the task.
2. Discord account and dashboard information
When you sign in, Relay requests Discord’s identify and guilds OAuth scopes. It receives your Discord user ID, username/display information and avatar information, plus the server list and permission information needed to identify servers you can administer. Relay does not receive your Discord password through OAuth.
The backend stores login session information, encrypted Discord access and refresh tokens, and temporary sign-in state. Essential host-only cookies keep you signed in and protect the sign-in process. The current frontend does not include advertising trackers or a third-party analytics script. Hosting providers may process connection information such as IP addresses, request metadata, and operational logs to deliver and secure the site.
3. Server configuration and operations
Relay processes server IDs and names, member and role information needed for configured features, selected channels/categories/roles/emojis, department settings, and staff permission settings. It stores configuration changes, dashboard jobs, timestamps, and bounded status or personnel snapshots to keep the dashboard and bot coordinated.
Deployment operations can record hosts, announcements, vote counts, and voter IDs. Deployment votes are not treated as verified attendance or service history.
4. Personnel and administrative records
Depending on enabled features and administrator input, Relay stores roster profiles, display/nickname settings, ranks and role changes, Chain of Command configuration, personnel history, certification definitions and assignments, issue/expiry information, and related staff actions.
Administrative and discipline records include affected members, issuers, reasons, notes, dates, warning/strike amounts and progression, linked escalations, review decisions, voiding information, and Discord log-message references. Notification delivery and synchronization status may be retained to operate and troubleshoot the service. Department-configured public administrative logs can be visible to everyone who can view that channel.
5. Tickets, support, and transcripts
Relay stores ticket topics, opening details, participants and handlers, channel and forum references, dates, close reasons, transcript references, and delivery status. Transcripts can include message text, authors, timestamps, replies, embeds, attachment references, and mentioned users from the ticket conversation.
Ticket channels are restricted through configured Discord permissions. Authorized handlers, administrators, and added participants may have access; Discord administrators retain their platform-level access. Closing a ticket can create a transcript in a staff log forum and send a copy to the opener by DM. Copies downloaded or retained by recipients are outside Relay’s direct control. Original attachment links may expire.
6. Customer and payment-related records
The existing internal customer records can contain buyer and staff Discord IDs/names, recorded payment method and amount, purchased server IDs, dates, notes, server invite references, support transcript references, and receipt-delivery information.
There is currently no website checkout or recurring subscription payment integration. Relay does not request card details through its current dashboard or support forms. Do not put financial credentials in free-text fields. If checkout is introduced, the payment provider and resulting transaction/subscription data flows will be explained before use.
7. Why information is used and who receives it
Relay uses information to authenticate administrators, authorize access, apply saved settings, maintain records, perform configured Discord actions, deliver support and transcripts, keep configuration synchronized, and diagnose failures or misuse. It is not necessary to publish internal audit details in public action messages.
Discord processes bot messages, interactions, roles, channels, attachments, and OAuth requests under its own policies. The website and hosted configuration use Sites hosting and Cloudflare infrastructure; the bot’s operational records use its configured database and filesystem, currently a locally operated environment. Hosting and storage providers process the information needed to operate those services. Authorized Relay operators may access information to provide support and maintain the service. Information may also need to be disclosed where legally required.
The current implementation has no advertising-data sale or advertising-sharing feature. This statement does not mean that Discord, hosting providers, server administrators, or transcript recipients never process your information.
8. Retention and deletion
Operational records, personnel history, configuration, customer records, and saved transcripts do not currently have a general automated deletion schedule. They may remain until removed through an applicable administrative or support process. Warning/strike expiry and action voiding change active state while retaining history; leaving a server or removing the bot does not automatically erase stored records.
Dashboard sessions expire after seven days and temporary OAuth sign-in state after ten minutes; expired rows are cleaned up during later sign-in operations, rather than guaranteed to be erased at the exact expiry time. Ticket drafts normally expire after thirty minutes and are cleaned up by database expiry processing. Local transcript files and Discord copies may persist separately.
A fixed retention period for inactive servers, backups, and historical records has not yet been adopted. Ask support about the records relevant to you. Some information may need to be retained to resolve disputes, maintain security, or meet a legal obligation; the team should explain any limitation affecting your request.
9. Your choices and requests
You can ask about access, correction, or deletion through Relay Discord: Information → Support → Account / Subscription or Other. Explain the request and identify the relevant server or records. Do not post private records publicly. The team may need to verify your identity and authority before acting.
For a record created by a department, its administrators may need to review accuracy and authority to change it. Rights and deadlines depend on applicable law; this policy does not remove those rights. Revoking Discord authorization ends that authorization but does not by itself delete records already created. Relay cannot guarantee deletion of copies held independently by Discord, server members, or transcript recipients.
10. Security and administrator responsibilities
Relay uses HTTPS, server-side authorization, secure session cookies, and encryption for stored dashboard OAuth tokens. Bot and service credentials stay on the backend. These safeguards do not mean that all stored information is encrypted or that the service is absolutely secure.
Administrators should limit handler and role access, protect their Discord accounts, review public log destinations, and avoid unnecessary personal data. Tell members when their department uses Relay and how records and transcripts may be shared. Report suspected unauthorized access through support.
11. Age requirements
Relay is intended for people who meet Discord’s minimum age and any higher local requirement. The current implementation does not collect birth dates or provide a separate age-verification system. If you believe a child below the applicable age has supplied personal information, contact support so the situation and appropriate removal can be reviewed.
12. Policy changes
Updates will appear here with a revised date. Material changes in collection, payment processing, retention, or sharing will be explained as those features change. For questions, contact Relay Discord.