ENGLISH SERVER PRIVACY POLICY

Purpose

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service or the Site https://www.englishery.com and tells You about Your privacy rights.

We use some of Your Personal data to provide and improve the Service that we provide on the Discord Platform, through the English Discord Server and our dedicated appeal server (you may consult their Privacy Policy here). By using the provided Service, You agree to the collection and use of information in accordance with this Privacy Policy, additionally to the aforementioned Discord Policy.

While using Our Service or the Site, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include your name or username, your e-mail address, and any information you choose to include in a message you send us through a form on the Site or through our bots.

Usage Data: date you joined or left the server, and other diagnostic data.

Privacy

Who is responsible for the treatment of your personal data?

• The English Discord Server, with Discord ID 363985050578190336
• Contact: #report channel in the English Discord Server
• Contact form: https://www.englishery.com/contact/ (please include the word “Englishery” in your message)

In this policy, the server owner means the holder of the Discord account that owns the English Discord Server; server administrators means the members who hold the Administrator role in it; and the moderation team means the members who hold a moderation role in it. Where this policy states that access to data is limited to particular staff, it is limited to those persons only.

 

On what legal grounds do we process your personal data and why?

• We store and process the data available as public information in the Server, as well as the one provided by other users in order to maintain the security of the Server’s users and that of the services we provide.
• We also collect and process the data provided by the user through the forms in the Site for the intended purposes of each form.
• You as the data subject have given consent to the processing of your personal data for one or more specific purposes.
• Where processing is necessary to keep the server safe and to protect its members from abuse, and cannot be made optional for an individual member, we rely on our legitimate interests rather than on your consent. The lawful basis applying to each purpose of the English Server Utility Bot is set out in the table in that section.

Which personal data do we collect and further process?

• A variety of data is processed when you use the services provided by the English Server:
  • Username, nickname, tag, user ID
  • Infractions record
  • Recordings and screenshots submitted to us as evidence in a report or an appeal. We do not record voice channels, and we do not create recordings ourselves.

How long do we keep your personal data?

• We always delete personal data if there is no longer a requirement for its continued storage.
• In the event of statutory retention obligations, deletion is only considered after the expiry of the applicable retention obligation. You can consult the “How can I cancel my infractions?” section of this document to learn more.
• All other processed data will be deleted. Specific retention periods for data collected by our bots are listed in the “Helper Bot” and “English Server Utility Bot” sections of this policy.

How do we protect and safeguard your personal data?

All personal data in electronic format is stored, encrypted at rest, on a secure dedicated server in the European Union provided by

• Virtual Systems
• [email protected]
• Privacy

Virtual Systems acts as our processor and handles that data only on our instructions.

In order to protect your personal data, we have put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

Who has access to your personal data and to whom is it disclosed?

We do not sell, rent, or share your personal data with third parties. Access to the data our bots store on our own server is limited to the server owner and to server administrators. Records of reports, appeals and moderation decisions are additionally held within Discord, in channels accessible only to the moderation team, so that the members of staff handling a matter can act on it.

Discord Inc. processes the data held within Discord as operator of the platform and in accordance with its own privacy policy, to which any international transfer of that data is subject.

We disclose data outside the persons named above only where we are legally required to do so, or where disclosure is necessary for the establishment, exercise or defence of legal claims.

What are your rights and how can you exercise them?

• You have the right to information about the personal data relating to you. You can contact us at any time for this information. If the information request is not in writing, please appreciate that we may request proof of identity as evidence that you are the person you claim to be.
• You have a right to correction or deletion or restriction of processing, insofar as you are legally entitled to do so.
• You have a right to object to processing within the terms of the statutory requirements.
• A right to data portability also exists within the terms of the statutory data privacy requirements.
• You have a right to lodge a complaint with the supervisory authority in the Member State of your habitual residence, place of work, or place of the alleged infringement.

We erase the personal data we hold about you on request, including your moderation record. The only thing we keep is the record by which a sanction currently in force is applied, since the sanction cannot otherwise be given effect; that record is erased when the sanction ends or is lifted. This applies to both of our bots and is explained further in each of their sections below.

Helper Bot (Discord application ID 415083871240060930)

Helper is the moderation and community bot of the English Discord Server. We build and run it ourselves. It runs only in this server and in one private test server, and it cannot be added to any other server.

Message content.

Helper reads messages sent in the server in order to work:

Automated safety filtering.

Messages are checked in memory against our spam, advertising, phishing and malware, and prohibited-word filters. This is automatic, applies equally to everyone, and the checked text is discarded straight away — it is not written to our database.
Commands. Helper responds to messages that begin with “!”. Reading that text is how the bot receives instructions, including the reason a moderator records with an action.

What we keep.

We store reports you choose to submit, suggestions you choose to post in the suggestion format, notes moderators write about an account, and the reason recorded with each infraction.
Edited and deleted messages are copied to a staff-only channel inside Discord so moderators can review them. A copy may also appear briefly in our operational server logs, which are rotated weekly and overwritten.

Member data.

Helper receives join, leave and profile-update events from Discord. We use them to welcome new members, log joins and leaves for staff, spot raids and alternate accounts, re-apply an active mute to someone who leaves and rejoins, keep mute records in sync when a moderator removes a role by hand, and assign Nitro-booster and Patreon supporter perks.

Where it is stored.

Data collected through Discord’s API is stored outside Discord, in a self-hosted database on our own dedicated server in the European Union (provided by Virtual Systems), encrypted at rest. Access to it is limited to the server owner and to server administrators.

What Helper does not collect.

Helper does not collect your online status, your custom status, or the games and applications you use. It does not record voice.

How long we keep it.

Active mute and restriction records: deleted automatically when the mute expires or when a moderator removes the role.
Moderation notes and infraction history: kept while relevant to moderating the server; erased when staff clear the record, and at any time on request.
Reports and suggestions: kept until handled and cleared by staff, and erased on request.
Supporter records: removed when the supporter perk ends.
Operational server logs: rotated weekly and overwritten as they are rotated out.

Automated decisions.

The spam filter can mute an account automatically. Any automatic action can be reviewed and reversed by a human moderator — use the ban appeal channel or the contact route above. This applies to Helper only: the English Server Utility Bot takes no automated action against an account, as set out in section 4 of that section.

No AI training and no sale of data. We do not use message content, member data, or anything else Helper collects to train or fine-tune machine-learning or AI models. We do not sell this data or share it with third parties.

Opting out and deletion. Automated safety scanning cannot be switched off for an individual member while they are in the server: it applies uniformly and protects everyone, and the content it checks is not retained. The content we do keep is either submitted by you voluntarily or written by a moderator. You can ask to see, correct, or delete the data Helper holds about you at any time using the contact route above, and we will erase it.

English Server Utility Bot (Discord application ID 1255644534097051688)

1. Scope and interpretation

This section describes the processing of personal data carried out by the English Server Utility Bot (“the Bot”).

In this section, “we”, “us” and “our” refer to The English Discord Server, Discord ID 363985050578190336, which determines the purposes and means of that processing and is accordingly the controller in respect of it. “The server” refers to that community. “Our infrastructure” refers to systems operated by or on behalf of us, and does not include the Discord platform itself.

The Bot is our own internal tooling, built and maintained by our moderation team and operated solely for the benefit of the server’s members. It supports the moderation of the server, the processes by which members raise matters with us and seek review of decisions affecting them, and the operation of community activities.

This section supplements the privacy policy of the server and is to be read together with it. In the event of any inconsistency between the two in respect of the Bot, this section prevails.

The Bot is a private application. It cannot be invited or added to a server by any third party, and operates only in the server, our dedicated appeal server, and a private test server.

2. Categories of personal data processed

We process the following categories of personal data through the Bot.

Information you submit. Where you submit a report, an appeal, an application, an entry to a community activity, or otherwise communicate with our moderation team through the Bot, we process the content of your submission together with your Discord user ID.

Account information. Your Discord user ID, username and display name, your avatar, the date your account was created, the date you joined the server, and the roles you hold within it.

Records of moderation activity. Records of moderation decisions concerning you, of the members of staff by whom they were taken, and of the dates on which they were taken.

Records of participation. Where you take part in an activity operated through the Bot, a record of that participation.

Files you submit. Images, video, screenshots and other files you submit remain hosted by Discord. They are not transferred to, or stored on, our infrastructure; we retain only a reference by which the file may be located.

Data we do not process. The Bot does not process your online status, your custom status, or the games and applications you use. It does not process the content of your communications on the server other than content you submit to us for one of the purposes set out below.

3. Purposes of processing and lawful bases

We process personal data through the Bot for the following purposes, and for no other.

Where we rely on legitimate interests, those interests are the maintenance of a safe community and the protection of its members from abuse. We have considered the interests and rights of the individuals concerned and are satisfied that the processing is necessary for those purposes and proportionate to them.

4. Automated processing

Submissions made to our moderation team are subject to automated checks, so that those indicating a risk of serious harm are brought to the attention of server administrators without delay. Accounts joining the server are subject to automated checks intended to identify members previously removed from it.

The Bot takes no automated action against an account. In each case the sole output of those checks is a notification to our moderation team, and every moderation decision taken through the Bot is taken by a member of staff. Automated muting is a function of the Helper Bot and is described in the “Helper Bot” section above; the two bots are separate applications and handle this differently.

We do not publish the criteria applied by these checks, as to do so would assist those seeking to evade moderation.

5. Retention

We retain each category of personal data only for so long as it remains necessary for the purpose for which it was collected, and in any event no longer than the point at which you ask us to erase it.

• Information you submit — while the matter to which it relates is being handled, and while any decision arising from it remains open to review. Where a member appeals a sanction, the original submission is the record against which that appeal is determined.
• Records of moderation activity — while the decision recorded remains in effect, and while it remains open to appeal.
• Account information — while it remains necessary for the purpose for which it was collected.
• Records of participation — while the activity to which they relate is running, and for so long thereafter as is necessary to conclude it.

Records relating to sanctions, appeals and moderation decisions form part of the moderation record of the server. They are erased once they are no longer necessary for the purposes described in section 3, and at any time on request in accordance with section 8, both from our infrastructure and from the moderation channels in which they are held.

6. Storage, security and access

Personal data processed by the Bot and retained by us is stored on a dedicated server within the European Union provided by Virtual Systems, which acts as our processor, and is encrypted at rest. Access to it is limited to the server owner and to server administrators.

Records of submissions and of moderation decisions are additionally held within Discord, in channels accessible only to our moderation team. Discord Inc. processes that data as operator of the platform and in accordance with its own privacy policy, to which any international transfer of that data is subject.

Where the Bot opens a private channel for you, that channel is visible only to you and to server administrators, and is closed once the matter for which it was opened has been submitted or has lapsed.

7. Disclosure

We do not sell, rent, or otherwise make your personal data available to third parties. Personal data processed by the Bot is not disclosed outside the server owner, the server administrators and the moderation team, save where disclosure is required by law or is necessary for the establishment, exercise or defence of legal claims.

8. Your rights

You have the right to obtain confirmation as to whether we process personal data concerning you and access to that data; to request its rectification or erasure; to request the restriction of processing; to object to processing carried out on the basis of our legitimate interests; and to receive the data you have provided to us in a structured, commonly used and machine-readable format.

Where we rely on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before it was withdrawn.

We erase the personal data we hold about you on request, including reports, appeals and records of moderation decisions concerning you. Where a sanction against your account is in force at the time of your request, the record by which that sanction is applied is retained until the sanction ends or is lifted, because the sanction cannot otherwise be given effect; it is erased at that point. Nothing else is withheld from erasure on request. Where we are unable to give effect to a request in full we will tell you the reason, and you retain the right to lodge a complaint with the supervisory authority in the Member State of your habitual residence, place of work, or place of the alleged infringement.

To exercise any of these rights, contact us through the contact form at https://www.englishery.com/contact/, including the word “Englishery” in your message.

9. Minors

The age requirements set out in the “Minors” section of this policy apply to the Bot. Where a parent or guardian wishes to exercise the rights set out in section 8 on behalf of a minor, they may do so using the contact route given above.

10. Amendment

We may amend this section from time to time. Where we do, notice will be given in the server’s information channel and the amended text published here.

Minors

Our Service is not directed to, and we do not knowingly collect personal data from, anyone below the minimum age required to use Discord in their country of residence, as set out in Discord’s Terms of Service. That minimum is 13 years in most countries and higher in some; where the law of your country sets a higher age for the processing of a child’s personal data on the basis of consent, that higher age applies.

If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us through the routes given above. If We become aware that We hold Personal Data of a person below the applicable minimum age, We delete that data and, where appropriate, remove the account from the server.

Third Party Links

The Site may contain links to third party sites on the Internet (“Third Party Sites”). Your use of all third party sites are at your own risk and it is your sole responsibility to evaluate the content and usefulness of the information obtained from third party sites. We are not responsible for the privacy practices or the content of such websites. If you are concerned about the privacy policy of a certain third party, you may contact them directly or visit their individual web site to learn more about their individual privacy policies.

Changes to our privacy policies

The English server keeps its privacy policy under regular reviews and places any updates on the #info channel.

Disclaimer

Our goal is to keep this information timely and accurate. If errors are brought to our attention, we will try to correct them.

Sometimes the information is linked to external sites over which the English Server has no control and for which it assumes no responsibility.

If you have any questions regarding this Privacy Policy, or want to see, correct or delete the data we hold about you, contact us through our contact form at https://www.englishery.com/contact/ (please include the word “Englishery” in your message), or in the English Server through the report channel.

Other Data Sources

Donations

We do not disclose any personal information about our donors, or former donors, to anyone except as permitted or required by law.

The personal information collected through the third party sites through which the donations are made, will be used only for the intended purposes of the donation, such as identifying the user to assign them specific perks associated with the donation.

We will not use your personal information to contact you in any way, unless insurmountable circumstances.

Special Server Events

We might collect additional data only for the purposes of conducting the event.

You will be able to exercise all the corresponding rights regarding your personal data.

Site Usage Information and Cookies

When you visit the Site we collect standard technical information: log files recording the pages requested, the date and time of each request, the browser and device used, and the IP address the request came from. We use it to monitor the operation, security, technical functions and quality of the Site, and to compile general statistics about its use. We may also use it for research or improvements of the Site and the services we offer.

The Site uses only cookies that are strictly necessary for it to function, such as those that keep a form session open or remember details you have entered when contacting us. Cookies of this kind do not require your consent. We do not use cookies for advertising or for tracking you across other websites. You can delete or block cookies through your browser settings, though parts of the Site may then not work as intended.

Infractions

We keep a detailed record of infractions to help maintain the server as an inclusive and safe space for everyone learning the English language or simply interacting with other users on our server. The infractions include the mutes and the warnings a person might have received through Helper Bot.

Remember that your actions have consequences.