Privacy Policy
Effective October 11, 2026
This policy describes the Genghis Khan Discord bot and its WoW Forever raid dashboard, operated by the Cream City development team. For privacy questions, corrections, or deletion requests, contact creamcitykhan@gmail.com.
Information handled by the app
- Discord identifiers and access: user, server, channel, message, event, and role IDs; displayed names; and membership or permission information used to run commands and check access.
- Raid information: character names, classes, specializations, roles, manually entered gear loadouts, item links, enchants, gems, signup equipment snapshots, upgrade requests, boss plans and assignments, attempts and kills, loot awards and recipients, signups, readiness and preparation responses, attendance and corrections, cancellations, absences, poll votes, templates, loot requests, recap notes, wipe totals, and submitted combat-log links.
- Moderation-action history: supported audit-log actions, the acting moderator, affected member or channel when available, action counts, and timestamps. Imported history and ongoing totals support the server’s scoreboards.
- Audio requests: requested video links and metadata, playback queues, and saved playlists. The app does not record voice conversations or archive general chat messages.
- Preferences and security: reminder choices and delivery results, temporary login/session records, and operational diagnostics. Hosting infrastructure processes connection information, including IP addresses, to serve requests and protect the service.
How information is used
Information is used to provide the features requested by members and server administrators, enforce access permissions, maintain historical raid and moderation records, prevent duplicate notifications, troubleshoot problems, and respond to support or privacy requests. The app does not sell personal information, run advertising analytics, or use submitted data to train AI models.
Who can see information
Saved loadouts are private to their owner until selected for a signup; the resulting snapshot is shared with the run. Raid details, profiles and equipment attached to signups, boss plans, loot history, log links, readiness, preparation progress, and recaps are available to members with access to the relevant raid channel. Guild wishlists and absence dates and notes are visible to members who can access the raid planner. Attendance and moderation summaries may be posted in configured Discord channels. Consider those audiences before entering notes or links.
The operator and necessary hosting administrators can access stored data to operate and support the app. Discord processes interactions, membership checks, messages, and optional reminder DMs. The app runs on an operator-managed server, and Tailscale provides the public HTTPS connection for the dashboard. Audio requests involve YouTube or its delivery infrastructure. Opening an external combat-log or item link sends your browser to that provider, which applies its own privacy policy; the app stores the link and notes rather than importing raw combat logs.
Information may also be disclosed when legally required or as necessary to investigate abuse or protect the service, subject to applicable law and Discord’s developer requirements.
Storage, sessions, and retention
Persistent feature records are stored on operator-controlled systems, including the hosting server and recovery backups. They remain while needed for the requested features and historical records, unless corrected or deleted. Leaving a server or removing the bot stops the relevant access or new collection; it does not automatically erase existing history.
Private sign-in links work once and expire after five minutes. Dashboard sessions expire after twelve hours or when signed out. The dashboard uses an essential session cookie, HTTPS, server-side permission checks, and hashed login/session tokens. It does not use advertising cookies or third-party analytics scripts.
Your controls and requests
You can change your character and reminder preferences, remove your saved loadouts, wishlist entries and log links, manage planned absences, and delete saved playlists through the app. Hosts can correct raid attendance, boss records, assignments, and loot awards. Removing a saved loadout does not erase equipment snapshots attached to previous signups or upgrade requests. Personal reminder DMs are off until you enable them and can be disabled with /reminder minutes:0.
To request access, correction, or deletion of your information, email creamcitykhan@gmail.com with your Discord user ID and the relevant server or record. We may ask you to confirm control of the account before acting. Do not send passwords, bot tokens, authentication cookies, payment details, or identity documents.
Valid requests will be handled promptly, including relevant stored records and recovery copies, unless retention is legally required. Deleting app data does not automatically delete copies already posted to Discord or held by another member or an external log provider; requests involving those copies will be directed to the responsible service or administrator.
Changes and contact
Changes will be published here with an updated effective date. Material changes will be announced through the app or its configured Discord channel. Contact creamcitykhan@gmail.com for any privacy concern.